Job Description

Purpose of the job:

The Zacchaeus project provides advice, guidance and support; drop in cafe; social and therapeutic events; exercise, health and wellbeing activities for people aged 50+ and carers. We're looking to recruit an Admin Assistant to support the team to deliver these services. At the heart of the team, you will provide a welcoming environment, acknowledge all referrals received via email or telephone, provide information about our activities and services, facilitate the running of activities, maintain our database and spreadsheets so we can track our progress and success against our aims and any grant requirements, and ensure our systems and paperwork comply with audit requirements.

Key Roles and Responsibilities

To communicate well with older people and carers in person, in writing, by email and over the telephone. To respond promptly, proactively and effectively to a wide range of enquiries, passing on messages and maintaining the office diary. To liaise with other staff and other voluntary and statutory agencies. To book appointments for the advice and guidance service and complementary therapies. To co-ordinate volunteer availability and maintain volunteer diary To keep up to date information, records and case files for Zacchaeus activities including the Advice and Guidance service, ensuring information records, leaflets and notice boards are relevant and updated regularly. To ensure the appropriate handling, storage and disposal of confidential information for project members. To help maintain accurate and up to date financial records, including petty cash and monthly income and expenditure. To undertake any typing, word-processing, filing and other clerical duties in connection with the above tasks. To assist the Project Manager in the preparation of newsletters and appropriate reports. To undertake appropriate training and development to enhance skills as agreed with the Project Manager.

General Tasks

To respond to members in person, over the telephone or by email using sensitive listening and questioning skills. Inform people about services that may be available to them through the Zacchaeus Project and how to access them and where appropriate refer people to other sources of help. To maintain the Projects Database and run reports as requested by the Project Staff To undertake any other duties within the competence of the postholder and in agreement with the Project Manager, which may be reasonably required from time to time. To demonstrate an awareness and understanding of all Methodist Church in Tower Hamlet's policies and procedures including Safeguarding, Confidentiality, Equal Opportunities, Antibullying and harassment and Health and Safety.

Liaison with other staff and agencies

To work as a member of the Zacchaeus Project and contribute to its operational effectiveness. To liaise and establish good working relationships with other staff and agencies, in order to work with them in a complementary manner, e.g. by attending meetings or workshops as directed. To refer clients on to other services and agencies where appropriate. Attend any internal or external meetings as required.

Functional Links

The postholder is responsible through the Project Manager and Steering Group to the Methodist Church in Tower Hamlets Circuit Meeting.

Terms and Conditions:

The salary will be 28,500 (FTE) per annum (depending on experience and qualification) payable monthly. Normal working hours: 25 hours per week excluding meal breaks. Normal working hours are Monday to Friday 9:30am-3.00pm with half an hour break. However there can be some flexibility in this and the exact weekly working pattern will be agreed with the successful applicant. If there is any requirement for evening or weekend work, this will be agreed in advance with the Manager, and time off in lieu will be granted. There is a limited budget for training. A Season Ticket Loan is available after the probationary period. The Circuit will purchase an annual season ticket for the appointee and the loan is repaid interest free over 12 months. All reasonable expenses and travel costs will be reimbursed according to the Circuit Expenses policy. 25 days statutory annual leave entitlement per year, and statutory Bank Holidays. Appointment will be subject to a satisfactory enhanced with lists Disclosure and Barring Service check Confirmation of appointment will be subject to the satisfactory completion of a three-month probationary period. One month's notice for both employer and employee after probationary period. The successful candidate must have the right to work in the UK.

Management:

The Admin Assistant will be managed by a Line Manager who will be the Zacchaeus Project Manager, who will set objectives, and monitor and evaluate progress with the Advice & Guidance Coordinator on a regular basis.

Job Type: Part-time

Pay: 17,810.00 per year

Expected hours: 25 per week

Benefits:

Company pension
Work Location: In person

Application deadline: 19/11/2025