Specific duties and tasks include but are not limited to:

• PA to the Management Team of 3, working with them to complete tasks as required.
• Becoming proficient in database management (Filemaker).
• Maintaining the office, creating and updating client, volunteer and staff files and documentation.
• Recruiting and onboarding volunteers
• Responding to phone, email and written enquiries and communications in a timely and professional manner and ensuring that all communications are recorded accurately on Filemaker.
• Ensuring all Policies & Procedures are up-to-date and valid, working closely with our Trustee responsible for oversight of this.
• Managing administrative tasks in relation to HR – creating new staff records, uploading HR documentation and liaising with Peninsula, our HR consultants, when required.
• Assisting in the set-up of training, and maintaining the Training Tracker to record courses completed by volunteers and staff.
• Dealing with and recording all incoming mail.
• Scanning in documents and saving these in the appropriate folders online. (We are a paperless organisation.)
• Ensuring the office is kept clean, organised and presentable at all times, and that office equipment such as laptops, chargers, printers and shredders are fully operational.
• Developing and maintaining an accurate register of equipment issued to staff and volunteers, such as mobile phones, chargers, laptops etc., and arranging for the return of equipment when no longer required.
• Arranging periodic PAT testing of office and remote electrical equipment and ensuring that appropriate records are kept.
• Ensuring that all confidential material such as bank statements, Right to Work documentation etc. is stored securely within the office.
• Book the meeting room, next door to the office (shared with other businesses in our corridor) when required.
• Working with Peninsula to keep our Health & Safety fully compliant.
• Ensuring that any actions within the Health and Safety audit are managed appropriately.
• Designated Fire Marshall duties for the Lymington office.
• Ensuring that DSE assessments are completed by all staff on an annual basis and acted upon appropriately.
• Overseeing the work of office volunteers, providing support when needed.
• Minuting meetings and distribution of minutes.
• Supporting team members with Outreach, volunteer recognition and fundraising events, when needed.
• Collecting tombola and raffle prizes, when required.
• Supporting the Pen Pal project, under the direction of the Outreach Programme Manager.
• Liaison with the Finance Director to ensure that any requested finance reports are prepared in time for Board meetings.
• Liaison with Care Check to ensure that invoices are provided on a timely basis.
• Downloading My Giving Circle monthly donation reports, matching donations to Filemaker cards and ensuring the collection of any GA donations due.
• Preparation and distribution of the Hammersley Homes newsletter.
• Liaison with local Chamber of Commerce.
• Management of the Mailchimp list.
• Design and production of engaging promotional materials, working closely with our Graphic Design and Social Media manager.
• Adherence to the policies and procedures of Hammersley Homes.
• Circulating “Policy of the Month” to all staff, recording
• Working with local schools and universities to recruit apprentices, work experience students, and then onboarding and training.
• Liaising with our Web Designer and Graphic Designer to keep regular blogs posted, and design of the website as good as it can be.
• Keeping all the Volunteer Platforms we are linked to, updated with details of the volunteers we are looking for.
• Any other duties reasonably requested, commensurate to the role.