Join Us Work With Us Administrative Assistant Citizens Advice Isle of Wight are looking for an Administrative Assistant to join our friendly team! If you're looking for a new challenge and want to make a difference for your local community, read the job description below and then download an application form. Guidance notes for applicants can be found here. Applicants must be aged 18-24 on their start date and be in receipt of universal credit. For more information on the kickstart scheme and government rules please see https://www.gov.uk/government/collections/kickstart-scheme Applications need to be submitted to [email protected] by: 21st April 2021. If you need a hard copy of the form please contact [email protected] and we can post one to you. Hours of work: 25 hours per week (Monday to Thursday, 09:30 - 16:15 with a 30 minute unpaid lunch break) Hourly Rate of Pay: £6.56 if 18-20, £8.36 if 21-22, £8.91 if 23-24 Based: Isle Help Advice Centre, County Hall, High Street, Newport, Isle of Wight PO30 1UD AND Working from home Contract: Up to 6 months The role aims: To provide administrative support to the Chief Officer, the Advice Service Manager and the service overall. The participant will provide admin functions for core services and projects; reports and training support to enable the smooth running of the service. Working as part of a committed team, the participant will gain the training and support required to deliver competent Admin Support. Participants will be given the practical tools and systems to gain a unique set of skills and experience to help them with their future job search. Key Tasks Create and maintain filing systems Maintain local information system Maintain staff and volunteer records Maintain diaries and work records Send and respond to email Support volunteers and paid staff with IT queries Deal with correspondence, documents and reports as required Input data into systems, maintain statistics, collate and produce to a prescribed format Produce information from spreadsheets and database. Word process letters, documents and reports as required. Scanning, copying, collating and filing of documents Arrange meetings; including management team, staff and the organisation’s trustees’ board, attend and take notes of the meeting. Collate agenda items, circulate papers, agendas and minutes to agreed time-scales Attend appropriate internal and external meetings as agreed with the line manager or supervisor. Other Responsibilities: Be aware of equality and diversity issues in all aspects of the work, with a focus on identifying potential discrimination, and using agreed procedures for addressing those issues. Uphold the aims and principles of the Citizens Advice service and its equality and diversity policies. Use agreed IT systems and tools appropriately, within GDPR requirements, to ensure all records are maintained in line with agreed procedures and administrative requirements. Use opportunities to engage with the wider team, attending meetings, workshops and team events, committing to an inventive, responsible and generous team culture. Follow all health and safety requirements and share responsibility for own safety and that of colleagues. · Carry out any other appropriate tasks requested by the manager, to ensure the effective delivery and development of the service. Essential skills, experience and qualifications Person Specification: A willingness to learn about and commit to the aims and principles of the Citizens Advice service To understand the importance of confidentiality The ability to write clear reports Excellent communication skills, both orally and in writing The ability to analyse and evaluate information A willingness to attend training and other meetings Ability to use IT systems and packages in the scope of the role, including the ability to input data for record keeping and navigate online information systems Ability to work within guidelines, protocols and procedures To be approachable and friendly Ability to work on own initiative as well as part of a team Details of employability support (training opportunities/mentor) Supervision and support from Manager and Office Manager. Peer support from Admin team. Training in core skills including GDPR, Equality & Diversity, Reception Skills. Training to use in-house Case recording system.