About this vacancy

The post holder will offer administration support to the CVS in any aspect of its work. This may be providing office cover and reception type duties, or working with Office 365, filing, typing minutes or creating presentations. We hope that you will quickly be able to take the lead with our newsletters and other forms of communication and marketing. This will need you to liaise with member groups of CVS, which will give you a vast amount of variety in the role. You can then populate our website and Facebook page, ensuring we are easy to access and informative for the membership, commissioners and the residents from the districts that we serve. You will be assisting with bookings and meeting arrangements, preparing and co-ordinating networking and Board meetings, taking and disseminating the minutes and following up on any actions. You will assist project teams in supporting VCFS groups and CVS activities. You will assist with our group support and volunteering activities, and you will support the Social Prescribing Team, with telephone calls and administration, from enquiry stage to submitting reports.

We are looking for the following skills and qualities:

Essential

1. Confidence in application of Office 365 software – ECDL or equivalent (there will be a digital test for short-listed candidates).
2. A good working knowledge of database usage.
3. An enjoyment of using marketing techniques to virtually reach as many people as possible.
4. Good organisational skills including filing.
5. Literacy sufficient to take written messages, notes of meetings and the ability to read information for documenting.
6. Numeracy sufficient to maintain basic records – e.g. for grant applicants and meeting co-ordination.
7. Ability to communicate effectively, both verbally and in writing.
8. Experience of using basic office equipment.
9. Understanding of and commitment to equal opportunities and anti-discriminatory practice.
10. Ability to work as part of a team and on own initiative.
11. Excellent time management skills and a solution focussed attitude.

Desirable

1. Knowledge of working (either paid or unpaid) in and/or with the voluntary sector.
2. Experience of organising events and/or meetings.
3. Maturity, flexibility and the ability to work under pressure.

Progression:

The ideal candidate will learn all aspects of the business and excel in their apprenticeship, then progress to Project Management or degree apprenticeship, with a view to work towards senior leadership as a Business Development Officer.

To apply, send your CV and Cover Letter to [email protected]

Duties/main responsibilties include:

1. To undertake all administration duties associated with CVS activities.
2. To establish (where necessary) and/or maintain the computer filing systems.
3. To undertake clerical duties such as filing, scanning, photocopying, collating, preparing newsletters & bulletins, booking rooms and venues, maintaining diaries and disseminating messages.
4. Co-ordination of various networking and Board meetings. Minute taking at meetings and preparation & dissemination of minutes, including following up actions.
5. To feed into and prepare (with other staff where relevant) any event, displays, newsletter, bulletins, Board Reports, publicity etc.
6. To assist CVS staff in co-ordinating and facilitating events as required.
7. To attend internal and external meetings, including Board of Trustees, to take minutes and provide other support as directed by the Chief Officer.
8. To support volunteering within CVS.
9. To support the Social Prescribing Team with telephone calls and appointment bookings.
10. To administer support to small groups by –

• liaising between the Group Support and Volunteer Leads, assisting with any governance and marketing requirements of the groups
• Dealing with enquires and offering support
• Asking for outcome and output data, evidence and narrative from groups
• Compiling and submitting timely reports as required

11. To support other CVS staff, with a ‘Go To’ attitude as part of our team, to ensure the smooth and efficient running of our organisation – This could include:

• Answering the telephone, recording messages and discharging reception duties as necessary
• Ensuring all letters, minutes, reports and other papers are presented in accordance with the CVS “house style”
• To support other CVS staff as appropriate with administrative duties
• To reach as big an audience as possible through marketing and interacting on our socials and website

12. To act in accordance with all policies and procedures of the CVS
13. Other occasional duties as agreed by the Chief Officer

Working week

Monday to Friday (office hours)

1 day at college per week.