Job Description

We are seeking to appoint a highly motivated and enthusiastic person to join our friendly team as Office Assistant. This is an exciting and varied role which requires someone with a good level of organisational, IT and administrative skills to provide efficient administrative systems for the Charity.

The successful candidate will have previous administrative experience with excellent communication skills and a friendly and efficient manner. A good knowledge of Microsoft Office is essential, along with the ability to work effectively as part of a team.

The ideal candidate will be able to show sensitivity and empathy when dealing with families who have a young disabled child.

The hours of work will be 8.30am to 4.30pm, Monday to Friday, with half an hour for lunch. Term time only (39 weeks per year).

The successful candidate will also be expected to attend some evening and weekend events as required.

This post is also subject to an Advanced check with the Disclosure and Barring Service along with usual references.

Closing Date for Return of Application Forms:

Friday 4th July 2025

Interviews:

Week commencing 14th July 2025

Start date:

September 2025

For an application form or for more information, please email info@smallsteps.org.uk

Please note, CV's in place of the application form will not be accepted

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To maintain administrative systems for the Charity and provide clerical and admin support to the Small Steps office team.

The post requires someone who enjoys keeping things in order and likes being part of a team. It is important that you have strong administrative and organisational skills and are flexible in order to meet the demands of this varied role. The person will need to be a good communicator, have a warm personable manner, remain positive, professional, and show sensitivity and empathy when dealing with families who have a young disabled child.

Key Responsibilities

To work closely with the Digital, Systems and CRM Lead and Marketing & Communications Manager and SLT to provide administrative support for the Charity. Use streamlined admin processes, ensuring standards are maintained and improved. To use a variety of software packages such as Microsoft Word, Excel, Outlook to produce correspondence and documents; input accurate data into databases and other documents.

General Administrative Support

To be the first point of contact for parents, visitors, supporters and other professionals in person, by phone, email or other social media contact. Directing calls, recording referrals and forwarding enquiries/ emails to the appropriate member of staff. Act as administrator for the info@smallsteps.org.uk email address. Keeping an online visitors register, issuing visitor/student/volunteer ID badges as required and ensuring the staff register template is up to date. Contribute to the administration and upkeep of the Small Steps online diary. Distribution of post/packages received and responsible for mailing letters/parcels as required. General 'housekeeping' tasks in accordance with health and safety ensuring communal areas are clean and tidy. Weekly housekeeping tasks such as buying the milk, filling tissue/ soap boxes. Maintenance of office stationery and supplies including paper, printer cartridges etc. and advising when stocks need replenishing. Maintain the 'Give Back' week shopping list online and share with families. Minute the weekly staff team meeting. Maintain a file of equipment warranties and manuals. To attend training sessions as identified in Performance Management reviews or as required. To be able to deal sensitively with families, ensuring that the Small Steps ethos of 'families first' is always communicated. To set an excellent example for new staff, volunteers, students and visitors. To assist with the preparation for and attend fundraising events as required. To monitor supplies of all fundraising and marketing merchandise, including key rings, post its, T-shirts etc. Responsible for operation of WhatsApp text service, ensuring messages are passed on and details are kept up to date. Send out joining information to new families. Collate and monitor the parent Admission Forms, Evaluations, Leavers etc. ending out graduation packs to families who have already left. Online administration of children's photos including graduates and sending photos to parents plus deleting graduate children's photos in accordance with GDPR. To conduct all tasks in compliance with the Small Steps policies on Data Protection, Health and Safety and Safeguarding. Undertake all duties in a sensitive and confidential manner.

This job description is not intended to be complete or limiting and you may be asked to complete ad hoc tasks as requested by your manager

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Small Steps reserves the right to reasonably amend or to add to this job description to accommodate any changes in the Charity and to change the location of the place of work.

At Small Steps we are committed to creating a diverse, inclusive, authentic workplace, so if you are excited about this role but feel you do not meet every single requirement - we would still encourage you to apply.

Job Type: Full-time

Pay: Up to 25,000.00 per year

Benefits:

Company pension
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 04/07/2025
Reference ID: OfficeAssistant25
Expected start date: 01/09/2025