Job Description

Overall Responsibilities

The Bridport Food Bank (BFB) Administrative Assistant's primary role is to support the BFB Coordinator in the effective administration of BFB.

BFB is a registered charity providing food, personal hygiene and household goods to people in need in Bridport and the surrounding areas. This role is key to the success of BFB's operations in support of the community. It will involve close liaison with the Coordinator, the trustees, and volunteers.

The Administrative Assistant will be need to understand the full scope of BFB's operations to perform the role effectively. The Administrative Assistant will be expected to abide by BFB's Code of Conduct and Policies and Procedures.

Specific Responsibilities

Management and maintenance of paper and digital management information. This may include: Keeping records of volunteers' availability to attend each session. Health and Safety records. Rental agreements for BFB's storage and service sites. Purchasing orders and invoices. Minor expenses claims. Minutes of meetings. Donation records. Collection, collation, and presentation of data using graphs and summary reports. Monitor BFB email and action as necessary.
Management and maintenance of paper and digital records of volunteers and clients. This may include:

Personal details, including contact details. Monitor Disclosure and Barring Service (DBS) checks for new volunteers. Volunteer training records. Client referral details. Client attendance details.
In liaison with BFB's Logistics Team and the Treasurer, support BFB's bulk shopping needs by placing an online order fortnightly, or as necessary, with Morrison's supermarket (or current provider) for delivery to BFB's storage unit.

Take minutes of meetings and once approved, distribute as appropriate.

Administrative and information management support to volunteers engaged in specific tasks, such as recruitment, training, ordering and purchasing, fundraising, and publicity.

Additional administrative tasks as required.

Skills Required

The successful candidate should be able to work independently and be committed to making a difference in the community. The role supports and facilitates all aspects of BFB operations, helping ensure efficient and effective management and, in turn, a motivated and well-supported team of volunteers. Good communication and interpersonal skills, good organisational and administrative skills, IT skills, and initiative are essential attributes.

The sensitive nature of clients' details and circumstances requires all candidates to provide 2 references and agree to a DBS check.

Person Specification

Basic qualifications - 5 GCSEs including English & Maths level 5 or above, or equivalent Good communication skills - written, spoken, emails and social Good IT skills, able to learn current systems and software packages used by BFB, including Word, Google Docs, Excel, and Google Sheets. Discretion, honesty, and integrity. Ability to work unsupervised. Self-motivated. Ability to work as part of a team Relevant experience, training, or qualifications for the post (desirable but not essential) Experience of working or volunteering in the voluntary sector and/ or with older people, young people, people with disabilities or extra needs, vulnerable people, people from marginalised groups (desirable but not essential) Knowledge of Bridport, its numerous communities, groups and organisations (desirable but not essential) Basic DBS check (to be completed during probationary period)

Additional Details

Some flexibility may be available regarding working hours and pay, subject to personal circumstances and experience.

You may be asked to work some hours at St. Mary's Church, South Street, during BFB's core service hours. These are Mon 17.00 - 19.00, and Wed 11.00 - 13.00.

A BFB Windows laptop will be provided, as required.

Job Types: Part-time, Fixed term contract
Contract length: 12 months

Pay: 14.00 per hour

Expected hours: 8 per week

Language:

English (preferred)
Work Location: In person

Application deadline: 30/06/2025
Reference ID: Administration Assistant