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Location

Haywards Heath, West Sussex | United Kingdom

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Job description

Job Details

Part time Administrator required by a not for profit organisation based in Haywards Heath, West Sussex. The postholder will join their small, fun team to provide an office admin function and also to provide the administration required for running their extensive properties and estate.

Working 26 hours per week (3.5 days) – salary £18,648 per annum for the 3.5 days

This role is FULLY OFFICE BASED – no home working or remote working available


Interviews asap – please note all interviews will take place in person at their offices

Duties include :

Provide secretarial and clerical and administrative support to office

Provide reception service to office with a tactful and helpful response to telephone callers and visitors, ensuring a friendly approach is adopted

Liaise with callers over the telephone, discussing the nature of enquiry and dealing with issue or re-directing call as appropriate

Liaise, and establish good working relationships with Trustees, visitors, members and Volunteers to ensure efficient benevolence service

Compile agendas, papers and minutes at meetings

Assist in the administration for charity events and workshops to include collation of course materials, packing and posting and assist with marketing mail merges as appropriate

Direct stationery /equipment suppliers to ensure adequate office supplies are available

Organise   and   carry   out   other office duties  e.g.   mailings/post-delivery,  organise staff/Trustee lunches, collect office fruit, milk, tea, coffee etc

Administer annual programme of maintenance at the estate (grounds and properties); the charity has 47 properties to include co-ordinating regular self-employed contractors and liaising with the CEO.

Direct letting agents to arrange commercial letting of properties at their head office to ensure regular income for the charity

Liaise with tenants to ascertain problems or difficulties with properties

Solve minor maintenance issues at properties to ensure tenants receive immediate assistance

Show new tenants and beneficiaries around the estate and advise on local services/utilities Prepare all paperwork and keys in connection with new tenancies

Liaise with the estate manager on matters of mutual interest/concern in connection with the general management of the estate

Provide recommendations to CEO on estate maintenance matters to ensure properties are maintained appropriately

Receive and  approve invoices from  contractors/suppliers and  authorise expenditure as appropriate

Key skills:

Must have excellent people skills; tact and sensitivity are paramount

Must be flexible, adaptable, and able to multi-task; organisational skills, an eye for detail and accuracy is important. This is a busy and varied role

Secretarial skills would be beneficial with knowledge of Microsoft Office

Ability to prepare and type correspondence and reports accurately

Some experience of producing agendas, minutes and accompanying documents for meetings would be ideal; but training will be provided for the right candidate

If possible, an understanding and appreciation of grounds and property maintenance issues, including landlord and tenant legislation is desirable, but not essential

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Job tags

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Salary

£18.65k per annum