Administration Assistant

Job Title: Administration Assistant (Personal Welfare)

Reports to: Senior Social Worker

Location: Pontypridd, Wales (office based)

Salary: £25,289 per annum

Job type: Permanent

Full/Part Time: Full time (37.5h), Mon – Fri 9am – 5pm

CISWO is a national charity whose mission is to improve the lives of individuals and communities facing disadvantage due to the impact of the coal mining industry.

Our work is centred on improving the wellbeing and quality of life of former mineworkers and their families by providing compassionate, personalised and practical support tailored to individual needs. To deliver these services effectively, we rely on dedicated colleagues who ensure our teams are well organised and our clients receive a professional, responsive and welcoming service from their very first contact with us.

We are currently recruiting for an Administration Assistant to join our Personal Welfare team based in Pontypridd. This varied and rewarding role is central to the smooth running of our regional office, providing high-quality administrative support that enables our Personal Welfare team to deliver responsive, person-centred services to former mineworkers and their families.

The successful candidate will be the first point of contact for many of the people who access our services, coordinating referrals and enquiries, maintaining accurate records, supporting community activities and events, and ensuring the efficient day-to-day administration of the office. This is an excellent opportunity for someone with strong organisational and communication skills who enjoys working collaboratively and takes pride in delivering a high standard of customer service while making a meaningful contribution to the work of our charity.

Learn more about our Personal Welfare service: https://www.facebook.com/share/r/1U8xoBJSq4/ and https://www.facebook.com/share/r/1Wruw3pdXE/ 

Job Purpose

To provide comprehensive administrative support service to the CISWO Pontypridd Office to enable the effective delivery of the charity’s Personal Welfare support services, working as part of a team ensuring the efficient operation of the Regional Office.

Key Responsibilities

• To take detailed referrals from individuals to the charity’s personal welfare team either via telephone/email/website or visits to the office.
• To input data into the organisation’s client databases.
• To prepare documentation to support the personal welfare team.
• Direct liaison with personal welfare staff and their clients to ensure our service is well coordinated and delivered to a high standard.
• To respond and process general enquiries from individuals and partner agencies, including other mining charities.
• Coordinate bookings for workshops, activities and events, including venue, equipment, resources and transport requirements.
• To handle front line telephone enquiries and visitors to the office as part of the established administration team.
• To deliver a full range of office skills to a high standard including producing letters and reports, photocopying, scanning, filing, archiving and dealing with the incoming and outgoing post.
• Maintain and update the organisations filing system including updating of databases and electronic filing systems, alongside hard copy filing.
• Maintain general office systems and support the region with telephone/email messaging and diary updates.
• Assist with other administrative activities to provide additional support to other areas of the charity’s operations when required.
• To cover administration team absences where required and ensure office administrative cover is maintained.
• To attend and participate in staff meetings.
• Support with meetings including preparation of agendas and minute taking.
• To participate in changing work practices, as agreed, to ensure effective co-ordination of services and communication.
• Promotion of the service where required.
• To participate in local and national training and development opportunities and to take responsibility for personal learning and development.
• To undertake additional reasonable tasks commensurate with the post.

Skills/Qualifications/Experience

Essential:

• Excellent IT skills including use of databases and Microsoft Packages
• Excellent time management skills and the ability to prioritise work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organisational skills with the ability to multi-task
• Excellent customer service skills
• General office skills
• Understanding of confidentiality and dealing with sensitive issues
• Good general standard of education to at least GCSE level in maths and English as a minimum.
• Ability to prepare reports, arrange and organise meetings.
• Experience of working as part of a team
  
• Experience of working in a busy office environment

Desirable:

• International Certification of Digital Literacy (ICDL)
  
• Qualification in administration to min NVQ level 3
• Experience of working in the charity / social care sector.
• Knowledge of the mining community.

Employee Benefits 

• 29 days annual leave plus bank holidays (pro-rata for part time roles) 
• Salary Sacrifice pension scheme with up to 10% employer contributions
• Group Life Assurance scheme
• Employee Assistance Programmes 
• Westfield Health cash plan, including discounted gym membership

This job description reflects the major tasks to be carried out by the jobholder and identifies the level of responsibility at which the jobholder will be required to work.

This job description may subject to review and/ or amendment at any time to reflect the requirements of the job.