Business & Skills
Team
Location
Boulevard Centre
Working Hours
Volunteering takes place between 9:00am and 5:00pm,
Monday to Friday. Days and hours are flexible and will be agreed with the
Business & Skills Team.
About the Role
The Business & Skills Team delivers accredited
training, business support, workshops and employability programmes for
individuals, businesses and community organisations.
We are looking for a friendly, organised and reliable
Volunteer Administration Assistant to support the day-to-day running of the
office and training sessions. This role provides valuable experience in
administration, customer service, digital skills and office systems while
making a positive contribution to our learners, clients and staff.
Key Responsibilities
Reception & Customer
Service
- Welcome learners,
clients and visitors in a professional and friendly manner.
- Direct visitors to
appointments, meetings and training sessions.
- Answer basic enquiries
and take messages.
- Contact learners and
clients by telephone or email when required.
- Help manage appointments
and room bookings.
- Prepare refreshments for
visitors, meetings and training sessions.
Administration
- Scan, print, photocopy
and shred documents.
- Type notes, letters and
other documents.
- Prepare learner files
and organise paperwork.
- Register learners and
maintain attendance records.
- Organise training
handouts and course materials for sessions and follow-up emails.
- Assist with updating and
amending Word documents, Excel spreadsheets and PowerPoint presentations.
- Support staff with
general administrative duties.
Digital & Office
Administration
- Organise archived files,
filing cabinets and digital files, ensuring records are stored accurately
and securely.
- Create and maintain
electronic filing systems.
- Save documents correctly
within the organisation's filing structure.
- Use Microsoft Teams,
Word, Excel and PowerPoint to complete administrative tasks.
- Help create and maintain
appointments, calendars and team schedules.
Training & Event
Support
- Set up training rooms
before sessions and tidy them afterwards.
- Help organise one-to-one
appointments between learners and staff.
- Prepare learner
resources and training packs.
- Organise food and
refreshments for training sessions.
- Ensure training
resources are available, organised and ready for delivery.
Office Organisation
- Check stationery, office
supplies and training resources are fully stocked.
- Organise storage
cupboards, filing cabinets and archive areas.
- Report low stock levels
to staff.
- Maintain a clean, tidy
and organised office environment.
What skills do I need?
Skills and Qualities
- Friendly, approachable
and professional.
- Good organisational and
time management skills.
- Good communication and
customer service skills.
- Basic IT skills and
willingness to learn new systems.
- Able to use or learn
Microsoft Teams, Word, Excel and PowerPoint.
- Reliable, punctual and
trustworthy.
- Able to work
independently and as part of a team.
Volunteer Expectations
Dress Code
Volunteers are expected to wear smart office clothing
suitable for a professional working environment. If this is not available,
plain black clothing should be worn.
Professional Conduct
As a representative of Community CVS you are expected to:
- Be polite, friendly and
respectful.
- Be punctual and
reliable.
- Maintain a professional
attitude at all times.
- Use appropriate language
with learners, clients and colleagues.
- Ask for support if you
are unsure of any task.
Confidentiality &
GDPR
You may have access to confidential information during your
placement. Volunteers must:
- Keep all learner and
client information confidential.
- Follow GDPR procedures
at all times.
- Never share personal
information outside the organisation.
- Store paperwork
securely.
- Report any data breaches
immediately to a member of staff.
Use of Equipment
You may be required to use:
- Microsoft Teams
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Printers, scanners and
photocopiers
Equipment should only be used for Community CVS work and in
accordance with staff guidance.
When do I need to be available?
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Details
Volunteering takes place between 9:00am and 5:00pm, Monday to Friday. Days and hours are flexible and will be agreed with the Business & Skills Team.
Where does this role take place?
