Volunteer Administration Assistant

JOB DESCRIPTION

General information

Job Title: YourStance Virtual volunteer coordinator and finance assistant

Hours: 20 hours per week (Mon-Fri hours only)

Salary: £15,465 (1 year fixed term - this will be reviewed annually and dependent on funding)

Annual leave will be calculated pro-rata and will run from April to March in accordance with the tax year.

Responsible to: Project leads and Directors

Accountable to: Directors

This is an exciting opportunity to join an expanding team as a virtual volunteer and finance assistant. The role will support a team of medical professionals - directors, project leads, volunteer leads, and volunteers to reach vulnerable young people and teach life saving skills. We depend exponentially on volunteers and their experience is very much dependent on this role communicating effectively and coordinating their volunteer experience. This is a remote working role. YourStance does not provide a place of work, therefore permanent home working is required during your working hours. Employees who work from home should ensure that they have the appropriate work environment which optimises productivity and performance. Additionally the workspace allows you to focus on work and the space adheres to our data protection policy. Whilst remote working we expect for the majority of the working hours to be within normal office hours.

About YourStance:

YourStance is a not for profit Community Interest Company set up by Founder Ana Waddington and is mainly dependent on grants and donations for project delivery. It is a preventative educational company which empowers young people aged 11-25 years old to make informed decisions when faced with an emergency by teaching life saving skills in London.

Our Goals

Reduce morbidity and mortality caused by serious youth violence in London by teaching more zero responders

Challenge stigma and prejudices among medical professionals

Tackle class and racial inequalities by reaching young people most harmed by such inequalities and have a positive impact on those we reach

Why is it important?

Interpersonal violence involving knives is a major public health problem. Research released 2022 illustrated the influence of age on injury patterns resulting from knife violence, and supported the expansion of outreach initiatives promoting bystander-delivered haemorrhage control of extremity wounds. It highlighted how timely treatment and action can improve health and life outcomes for young victims of serious youth violence.

Our workshops are called Zero Responders and are taught by experienced healthcare professionals from acute settings. The workshops cover skills such as bleed control, basic life support, communication skills and psychological first aid, training young people to be zero responders before first responders arrive. YourStance runs workshops across North East London and has begun to expand its projects in South and West London. YourStance sessions are conducted with young people in various locations, including prisons, pupil referral units (PRUs), and Youth Hubs.

Job Summary

The post holder will work as part of a dynamic team to support the YourStance project lead and directors to transform outcomes for young people affected by serious youth violence.

The post holder will be a key member of the team whose overarching goal is to be the point of contact for volunteers, liaise with the project leads to ensure sessions information is sent to volunteers in time, manage the recruitment and smooth running of sessions. The post holder will engage with colleagues to support delivery and management of sessions. In addition to this, the post holder will support the finance director in managing invoices and payments for expenses, resolving account discrepancies and performing account reconciliations on a monthly basis.

The post holder will:

• Lead on effective communicating with volunteers, updating spreadsheet and uploading accurate data and information
• Work with word processing, spreadsheets and database software to assist with completing administrative tasks such as google drive, excel, microsoft word, Gmail and Canva, mailchimp
• Handle sensitive and confidential information
• Be up to date with GDPR and DBS compliance
• Book in meetings with line manager and coordinators
• Organize and manage mailchimp database, responding to new sign ups
• Ability to work on designs for recruitment using the software canva and linking it to other programmes such as Mailchimp to run recruitment emails to volunteers
• Send engaging recruitment emails to volunteers via mailchimp monthly
• Support the needs of the project coordinator and line manager to deliver the YourStance programme
• Support effective evaluation of the program including sending volunteer evaluation forms and following up with lead volunteers to collate data post session
• Be systematic in approach to ensure smooth running of sessions and volunteer experience
• Communicate the recruitment needs to the communication lead and project coordinators weekly and promote sessions if required using social media channels
• Escalate volunteer concerns to line manager
• Use effective close loop communication to optimize remote working and keep team up to date on and volunteer requirement
• Keep information for volunteers up to date including volunteer handbooks and promotional materials.
• Update lead training spreadsheets and communicate when lead incentive needs to be purchased
• Keeping abreast of regulatory requirements and best practices in financial administration.
• Keeping records of invoices and tax payments, as well as reviewing and processing reimbursements.
• Managing accounts receivable and payable, as well as expenses through Kashflow

It is expected that that the post holders role will cover a broad area and will become more streamlined as the service develops and onboarding of staff takes place

Key Working Relationships

• Manage the email inbox, which is the key contact to volunteers and respond to emails in a timely manner

• Support volunteers and queries

• Report to line manager on a regular basis

• Liaise closely with project coordinators and lead volunteers

Person specification:

Knowledge and education
Essential:

• Diploma; BSc/BA in office administration or relevant field is preferred or relevant qualification
• Minimum 2 years proven experience as an office administrator, office assistant or relevant role
• Outstanding communication and interpersonal abilities
• Experience with office management procedures and accounting principles
• Fluency in English
• Computer Literacy skills including Word, Excel and PowerPoint, google
• A basic understanding of safeguarding young people
• Knowledge of information governance and GDPR regulations

Desirable

• Knowledge of serious youth violence
• Experience of volunteer support

Experience
Essential:

• Content creation and social media support (Twitter, linked In and Instagram)
• Accountancy and finance support
• Proficiency in accounting software, such as KASH flow
• Keeping abreast of regulatory requirements and best practices in financial administration.
• Resolving account discrepancies and performing account reconciliations.
• Issuing and checking receipts and invoices
• Updating daily transaction records and assisting with payroll administration.
• Support in managing accounts receivable and payable, as well as expenses.
• Exceptional attention to detail.
• Excellent organisational and time management abilities.
• Great collaboration and communication skills.

Desirable:

• Keeping records of invoices and tax payments, as well as reviewing and processing reimbursements.
• Experience in financial reporting.
• Charitable experience

Skills and Abilities
Essential:

• Proven ability to develop effective working relationships with members of multiple professions and staff at all levels across networks.
• Confident and articulate, able to get across own point and negotiate in complex situations.
• Ability to work autonomously and independently
• Able to co-ordinate and influence the activity of others to produce work within agreed timescales and quality standards.
• Evidence of ability to work on own initiative.
• Excellent organisational skills

Desirable:

• Proven ability to make decisions, organise and prioritise own work in a busy work environment and time critical situations

Personal and People Development
Essential:

• Passion for working on projects goals
• Ability to build and develop sustainable partnership relationships

Desirable:

• Displays enthusiastic and tenacious nature
• Ability to support leadership and support within a team

Additional Requirements upon request prior to employment

• Diversity and Inclusion information
• References from current or most previous employer
• Character reference from someone that is not related to you and can report on your nature and character
• 5 years employment history
• Disclosure of any criminal history

The post holder is required to follow policies sent alongside your contract and also include the following considerations to comply with in post:

Confidentiality / Data Protection / Freedom of Information

Post holders must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1998. Post holders must not, without prior permission, disclose any information regarding patients or staff. If any member of staff has communicated any such information to an un-authorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1998 also renders an individual liable for prosecution in the event of un -authorised disclosure of information.

Equal Opportunities

Post holders must at all times fulfill their responsibilities with regard to YourStance's Equal Opportunities Policy and equality laws.

Health and Safety

All post holders have a responsibility, under the Health and Safety at Work Act (1974) and subsequently published regulations, to ensure that YourStance's health and safety policies and procedures are complied with to maintain a safe working environment for patients, visitors and employees.

Sustainability

It is the responsibility of all staff to minimise YourStance’s environmental impact by recycling wherever possible, switching off lights, computers monitors and equipment when not in use, minimizing water usage and reporting faults promptly.

Smoking Policy

It is YourStance's policy to promote health. Smoking, therefore, is actively discouraged.

This role description is intended as a basic guide to the responsibilities of the post and is not exhaustive and may be subject to review in consultation with the post holder.

Job Type: Part-time
Part-time hours: 10 per week

Salary: £15,465.00 per year

Benefits:

• Flexitime
• Work from home

Schedule:

• Flexitime
• Monday to Friday
• No weekends

Education:

• Diploma of Higher Education (preferred)

Experience:

• Administrative: 2 years (preferred)

Language:

• English (required)

Work Location: Remote

Application deadline: 08/06/2023
Reference ID: Virtual Admin Assistant