JOB DESCRIPTION

Job Title: / Administration and Communication Assistant
Voluntary Action Perthshire Team (VAP)
Salary: / £15,598 per annum
Hours of Work: / 35 hours per week
This may include unsociable hours including working evenings and weekends.
Contract Type: / Permanent
Qualifications Required: / Previous administrative experience is essential.

Background

PKAVS is a diverse charity which supports the community of Perth & Kinross through a number of services in the areas of Carers, Mental Wellbeing, Minority Communities and Community Engagement.

Through its diverse activities, PKAVS supports over 5,000 local people every year, as well as supporting, promoting and developing Volunteering and the wider Voluntary and Community Sector in Perth & Kinross. PKAVS uses a holistic approach in working with people who have caring responsibilities and their families. This is achieved through providing appropriate forms of support as well as enabling and signposting people and their families towards other appropriate forms of support available to them.

Voluntary Action Perthshire is a department of PKAVS and fulfils the function of the Third Sector Interface for Perth & Kinross providing support, development and advocacy for; the Third Sector, social enterprises and volunteering. We also support and promote Third Sector engagement with the Community Planning Partnership.

Role

You will be required to provide high quality communication and administrative support to the Voluntary Action Perthshire team, through the delivery of the volunteering information services and Voluntary Action Perthshire’s communications and marketing strategies. You will be pro-active and enthusiastic with a passion for volunteering and an interest in community development. As well as working with the Voluntary Action Perthshire team you will also be required to work closely with our Marketing and Fundraising Team.

Key Objectives

  • To assist in the development of volunteering and the Third Sector across Perth and Kinross
  • To provide full administrative support to ensure the effective delivery of the ‘Saltire Awards’, a recognition programme designed for young people 12-25, engaged in volunteering

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  • To promote and raise awareness of volunteering.
  • To assist in the effective delivery of the voluntary sectorvolunteering communications strategies.
  • To provide administrative support for events and networks for the Voluntary Action Perthshire team.

Duties and Responsibilities

Volunteer Information Service

  • Working within our Volunteer Drop-In Centre, Supporting potential volunteers to identify suitable volunteering opportunities available to them.
  • Accurate data entry of volunteering information and monitoring records into our MILO database.
  • To take a Pro-active approach in the creation and distribution of volunteering information.
  • To continuously strive to actively seek target audiences and opportunities to promote both volunteering and ourVolunteer Information Service.
  • To actively engage with all customers that have accessed our Volunteer Information Service to determine their experience of using our service and the quality and impact this has had.
  • The provision of a full administrative function relating to Saltire Awards.

Communications and Promotion

  • The administration and regular maintenance of Voluntary Action Perthshire’swebsite and social media channels in line with PKAVS Branding guidelines.
  • The provision of on-going development and effective monitoring of Voluntary Action Perthshire’s Social Media channels (including Facebook and Twitter) to ensure the increased drive and engagement with volunteers and the Third Sector.
  • To ensure the effective delivery of communication to the Third Sector including the creation and design of Voluntary Action Perthshire’s bi-weekly e-bulletin and general communication as directed by the Voluntary Action Perthshire team.
  • To pro-actively source, write and produce case studies, press releases, stories and images for the Voluntary Action Perthshirewebsite.
  • To host promotional stalls and attend outreach events to promote PKAVS services and volunteering.
  • To support the design and creation of promotional leaflets, posters and flyers for Voluntary Action Perthshire.
  • To effectively manage Voluntary Action Perthshiremailing lists as directed by the team’s Service Manager and Development Officers.

Administrative Support

  • To provide effective administrative support to ensure the successful organisation and delivery of events, training and other projects as required.
  • To contribute to the successful monitoring, evaluation and valuable reporting requirements of the Voluntary Action Perthshire Team.
  • The provision of full administrative support to the Voluntary Action Perthshire Service Manager.
  • To ensure accurate record keeping to ensure effective production of data for reporting.
  • To ensure accurate recording of data within our MILO database
  • To ensure that all information held within our MILO database is updated within atimely manner.
  • Periodically provide reception cover duties as required.

This job description is broad-based and is not intended to be an exhaustive list of all possible duties as it is recognised that jobs change over time. Should the duties change significantly; the post and salary level will be fully reviewed.

Person Specification

Essential / Desirable
E1 / Ability to write high quality copy for press, web or printed publication / 
E2 / Creative thinker with an eye for detail / 
E3 / Excellent interpersonal skills / 
E4 / Excellent attention to detail and commitment to diligence / 
E5 / Demonstrable experience of excellent administrative skills / 
E6 / Previous experience of data entry / 
E7 / A commitment to and previous experience of providing excellent customer service / 
E8 / Excellent organisational and planning skills with the ability to prioritise own work load to meet tight deadlines / 
E9 / Ability to multi-task, prioritise workload and work on own initiative / 
E10 / Ability to network at all levels and represent the organisation to a high standard / 
E11 / Motivated and creative in approach to work planning and delivery / 
E12 / Excellent communication skills, including the ability to provide verbal and written information clearly and concisely / 
E13 / Demonstrable passion for Social Media and an understanding of appropriate content formats for each platform / 
E14 / Previous experience of Website administration / 
E15 / Excellent IT skills including Microsoft Office and photo editing packages / 
E16 / A passion for the Voluntary Sector / 
D1 / Previous experience of monitoring, evaluation and production of data for reporting purposes / 
D2 / Knowledge of good practice issues around volunteering / 
D3 / Organising and managing events / 
D4 / Understanding of the voluntary sector / 
D5 / Previous experience of working with HootSuite, Mail Chimp and Google Analytics / 

Additional Information

Employer: / The post-holder shall be employed by Perth & Kinross Association of Voluntary Service Ltd
(A registered charity in Scotland SC 005561).
Location of Work: / This post will be based at PKAVS, The Gateway, North Methven Street or other sites/services as required by the organisation.
Responsible To: / Service Manager – Voluntary Action Perthshire.
Probation: / This post carries a 6 month probationary period.
Induction: / A planned Induction Programme will be offered together with relevant job specific training.
Offer of Employment: / An offer of appointment will be made subject to two satisfactory references
Support and Supervision: / The post holder will receive regular support and supervision carried out by the Service Manager Voluntary Action Perthshire.
Holidays / PKAVS determines annual leave entitlement in hours and not days to ensure equity for all employees by ensuring that staff who work variable hours/shifts do not receive either more or less leave than colleagues who work a standard shift pattern.
On appointment – 238 hours
Equivalent to 34 days
(26 days annual leave and 8 public holidays.
After 2 years – 252 hours
Equivalent to 36 days
(28 days annual leave and 8 public holidays)
After 3 years – 273 hours
Equivalent to 39 days
(31 days annual leave and 8 public holidays)
Please note that annual leave hours stated above are based on you working full-time. This will be calculated on a pro rata basis for part time staff.
Pension Scheme: / PKAVS Ltd operates an Auto-Enrolment Pension Scheme.

PKAVS is an Equal Opportunities employer