Operations Administrator

Hours

25 hours pw (Fixed Term Contract 6 months)

Monday – Friday 1pm – 6pm

Pay

DOE from £10 ph

Location

Youth Enquiry Service High Wycombe

Reports to

Senior Member of the Executive Committee

In a nutshell

The operations administrator is an exciting new role that has been created to support with the smooth running of our charity. The Youth Enquiry Service (Wycombe) provides support to the young people of High Wycombe local areas, this role is critical in ensuring that the day to day operations are managed effectively. This is a customer facing role so you will be the first point of contact for many of the people who visit us.

You will be expected to complete day to day administration tasks such as ensuring that emails to the charity are responded to or escalated appropriately; greeting and dealing with queries of people who visit us and manging the rota for our volunteers.

This is a varied role which requires someone who is not afraid to roll up their sleeves and get involved. This role will evolve over time and there is the possibility for an extension past 6 months if we are successful in raising further funds to cover the ongoing costs of this post.

This role is subject to an enhanced DBS check and completion of all associated training.

Please note you must be willing to undertake an enhanced DBS check and complete all associated training.

What you need to do

  • Manage and respond to emails, escalating appropriately

  • Maintenance of the diary and planning of volunteer staffing rota

  • Greeting customers when they visit the agency

  • Being the first point of contact for volunteers during working hours

  • Support and provide information for the Executive Committee

  • Maintenance and regular review of the waiting list and allocation of clients to volunteer counsellors

  • Identify the needs of young people and signpost to services to meet those needs either by direct and / or third-party provision of advice and support.

  • Liaise and work in partnership with colleagues and external agencies such as GPs, health agencies, emergency services as appropriate.

  • Organise and maintain in accordance with GDPR and agencies policies and procedures all confidential records, reports, assessments and other documents using the appropriate process/ system.

  • To organise adequate recruitment, induction, support and coordination of volunteers including regular managerial supervision.

  • Other parts of this role include ordering office and cleaning supplies, handling petty cash and ensuring a clean office presentation.

What skills you need to demonstrate

Essential

  • Proven history of administration skills with the ability to communicate to a high standard both verbally and in writing

  • Computer literate (Office 365)

  • Ability to record information accurately and appropriately

  • Ability to relate to young people (13-15)

  • Proficient numeracy skills

Desirable

  • Experience of working with young people

What you need to show

  • Sensitivity and empathy to build trusting and supportive relationships

  • Ability to prioritise workload with help and advice from the Executive Committee

  • Strong organisational skills

  • Ability to work without direct supervision, using your initiative

  • Ability to demonstrate flexibility and resilience

If you would like to apply for this role please email your CV to jobs@yeswycombe.org