JOB DESCRIPTION

Administrative Assistant

(National Team)

Job Ref: SAV1415

Community Service Volunteers (CSV)

CSV is the UK’s leading national volunteering and training charity. We make a positive impact on the lives ofthousands of people every year, and support some of the most vulnerable people in society - such as childrenat risk of abuse or neglect; isolated older people; and teenagers looking to get on to the jobs ladder. Our strategic aims are

  • To help people achieve their potential by being the provider of choice for volunteering and learning
  • To work with individuals and communities in responsive and innovative ways to achieve positive impact
  • To use CSV’s expertise and networks to influence public policy
  • To ensure that CSV is sufficiently resourced to build stronger communities for another 50 years.

Social Action & Volunteering

CSV Social Action and Volunteering creates volunteering opportunities that enable people to have a positive stake in society and tackle barriers to community participation. Acting both locally and nationally we mobilise over 160,000 volunteers a year. Our wide and varied work includes enabling older people to share their skills, knowledge and life experience, improving the lives of children and families at risk of neglect and harm, empowering disabled people to lead independent lives and providing positive support for offenders and young people.

CSV Social Action and Volunteering is a national operation and is managed by the Joint Director of Social Action & Volunteering and Policy & Fundraising. The directorate incorporates the Volunteering, Retired and Senior Volunteers, Media and Employee Volunteering teams. We work cooperatively and collaboratively to progress the work of CSV and have a strong commitment to team work.

CSV Volunteering

CSV Volunteering involves over 3000 volunteers every year, supported by 70 staff based inregional offices across the UK. CSV Volunteering offers a range of volunteering opportunities including:

  • residential Full Time Volunteering opportunities for young people aged 18-35 from the UK and other selected countries
  • local Part Time Volunteering opportunities including mentoring and befriending, supported volunteering and youth-led volunteering

PURPOSE OF THE POST

To enable CSVVolunteering to meet its objectives and strategic priorities by providing administrative support to the National Full Time VolunteeringTeam, responsible for the recruitment and placing of CSV’s Full Time Volunteers, as well as Regional Teamsacross the UK.

ACCOUNTABILITY

The post-holder will be accountable to the Recruitment and Welcome Service Manager, who reports to the National Team Manager. The post-holder will be part of the National Full Time Volunteering Team, which consists of 8 people. The post-holder receives regular one-to-one supervision sessions. AllCSVVolunteeringstaff also have an annual appraisal, to record performance achievements and highlight areas for learning and development.

DUTIES AND RESPONSIBILITIES
  1. Answering CSV’s telephone Recruitment Linepromptly (ideally within 2 rings) and providing customers with accurate, relevant and up to date information about volunteering with CSV.
  2. Answering e-mail enquiries, including enquiries from outside the UK,and providing accurate information about volunteering with CSV.
  3. Administering the process of receiving, recording and distributingvolunteer applications and references.
  4. Telephoning applicants to arrange interviews and to ensure they meet CSV’s volunteering criteria.
  5. Maintaining accurate, accessible and detailed records, including the inputting of data onto CSV’s Full Time Volunteering Database.
  6. Providing administrative support to the teamand administrating own work, which may includeanswering the telephone, taking messages, opening and franking post, word processing, filing, photocopying, ordering stationery, room booking, etc.
  7. Assisting with finance related tasks including producing and processinginvoices, raising purchase orders, monitoring deliveries and maintaining accurate financial records.
  8. Carrying out activities to support the recruitment and retention of CSV Full Time Volunteers in the UK, including telephoning and e-mailing key recruiting organisations and sending out recruitment information.
  9. Working as a member of the National Team, including covering for absences and working co-operatively with all colleagues to meet deadlines and to complete tasks.
  10. Maintaining CSVcustomer care and quality standards for working with all customers.
  11. Working at all times with respect and sensitivity to the needs of customers; ensuring they are listened to and that action required is consistently delivered.

The job description gives an outline of key duties and is not intended to be an exhaustive list. The post-holder may be asked from time to time to take on other responsibilities as reasonably requested by her/his manager.

PERSON SPECIFICATION

In deciding who to shortlist and appoint to this post, we will be looking for evidence of the following skills, knowledge, experience and personal qualities.

The written application is your opportunity to demonstrate how you fulfil these requirements.

CVs WILL NOT BE CONSIDERED IN THE SELECTION PROCESS

Essential Requirements:

Skills:

1. Proven effective interpersonal skills

2. Good communication skills, both oral and written, including telephone and reception skills

3. Proven high customer care skills

4. Good keyboard skills including accurate data inputting and retrieval, typing and word processing skills

5. Competence in the use of Microsoft Word, Outlook, Excel and web-based applications

6. Proven time management and organisational skills, and the ability to work efficiently to deadlines and to complete tasks as required

7. Good numeracy skills

Experience:

8. Ability to work on own initiative

9. Ability to work effectively as part of a team

10. Ability to work flexibly

Other:

11. An understanding of and commitment to promoting volunteering

12. A positive attitude to work

Desirable Requirements:

Experience:

13. Experience of volunteering

14. Previous administration experience

TERMS AND CONDITIONS

Hours:35 hours per week,9.30am – 5.30pmMonday-Friday

Salary:CSV Scale 3, starting salary £15,726 per annum

Holidays:24 days per year plus public holidays,and3discretionary days over Christmas.

Location:Based in theBirmingham offices of CSV:5th Floor, Scala House, 36 Holloway Circus, BirminghamB1 1EQ. The job may involve occasional travel to other CSV offices as required.

Pension:Contributory Flexible Retirement Scheme.

Life Assurance:Cover for death in service to 3 times annual salary at no cost to the employee.

Closing Date:Wednesday 5th March at 12.00 noon

Interview Date:Friday 14th March

Completed application forms to be returned to: Farhana Akthar at or by post to CSV National Full Time Volunteering Team, 5th Floor, Scala House, 36 Holloway Circus, Birmingham B1 1EQ.

CSV is committed to Equal Opportunities.

As users of the disability symbol, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancies.

Applicants from ethnic minorities are particularly encouraged to apply, as they are under-represented in the West Midlands

As a charity we are trying to keep our administrative cost as low as possible. Therefore individual applications will not be acknowledged unless you send in a stamped addressed postcard. If we have not contacted you again by the interview date it means that on this occasion we are unable to take your application further.

February 2014

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