Join our dedicated and friendly team at Ovacome and help us provide vital support to our community.
About the role
We are looking for a part-time Administration Officer. In this role you will support the day-to-day running of the London office and provide administrative support across the organisation. We are looking for someone who is committed to helping us achieve the best outcomes and support for those affected by ovarian cancer.
Hours: This is a part-time role of 14-21 hours per week. We can offer flexible hours to accommodate caring responsibilities. Core hours of work are between 8.30am to 5.30pm. Wednesday is a core working day.
Pay scale: £24,386 - £29,000 per year (full time), pro-rata for part time. All our salaries are benchmarked based on the requirements of the role description and comparable roles in the charity sector. Salaries are subject to an annual review; we also award an annual cost of living increase.
Location: This is an office-based post, working from our London office (with some flexibility for occasional home-working). Working from the London office will attract an additional payment per month as London Weighting (£300 full time, pro-rata for part time). You will be required to work occasional evenings and weekends and travel to other parts of the UK in the course of your duties for meetings or community and fundraising events (travel and expenses will be reimbursed).
Contract: 12 month contract with 6-month probationary period.
Role responsibilities
Office
• Answer the Ovacome office line between 9am and 5pm (not the Support line).
• Open emails received into the shared email inbox and re-direct or reply as necessary.
• Answer the Ovacome intercom and collect deliveries etc.
• Collect incoming post, open and log post items received and distribute to appropriate staff member.
• Compile and mail out information and awareness material orders, shop orders and new member welcome packs.
• Help prepare materials for mail outs.
• Frank outgoing post and take to the Post office on a daily basis.
• Carry out an inventory of office supplies (such as stationary, envelopes and printer ink) on a regular basis. Ensure sufficient stock levels of office supplies are maintained.
• Carry out an inventory of support and awareness materials (such as information booklets and signs and symptoms leaflets) on a regular basis. Liaise with other staff members as necessary to ensure sufficient stock levels of support and awareness materials are maintained.
• Process new member registrations.
• Assist with preparing for organisational meetings, take minutes and produce action lists where required.
• Assist all staff with any administrative support or office-based tasks they may require, including printing, photocopying, posting out materials, filing, proof reading, research, booking transport and accommodation.
Database
• Update the Raisers Edge database and information spreadsheets as required.
• Generate mailing lists from the Raisers Edge database as required.
Finance
• Assist Office and Finance Manager with finance administration, including payments with the office card and filing of financial paperwork.
Events
• Support the administration of Ovacome’s events programme, including preparation of event materials and mail out of event flyers.
• Host and provide technical support during online and in person events when required.
Volunteers
• Assist Office and Finance Manager with volunteer management and co-ordination.
• Keep volunteer records up to date.
Health and Safety
• Ensure that Ovacome policies on health and safety are being followed by staff and volunteers.
• Promote Health and safety in the office environment and across the organisation at events.
General
• Assist Office and Finance Manager in day-to-day office administration.
• Deal sensitively with the needs of people with health issues or support needs with whom you may occasionally have to speak.
• Maintain confidentiality and adhere to organisational GDPR at all times.
• Ensure personal development and regular update of professional skills and knowledge.
• Undertake any other ad hoc duties relevant to the post.
• Work across the staff team to help others with administration, playing your part in ensuring that the charity runs smoothly.
