Job Description

Job title

: Office Assistant

Location

: Worthing

Salary:

24,570 pa, pro rata for part-time

Holiday entitlement

: 22 days pa, pro rata for part-time, plus Bank Holidays

Hours

: Full and part time hours available

Contract

: 1 year with potential to extend

about asphaleia

asphaleia started with four staff all sharing a passion for meeting the needs of children and young people and a willingness to take a risk!

From those beginnings, asphaleia now comprises a limited company and a registered international charity. These operate as four ventures. We use the word venture because it carries the sense of adventure that has led us on our unique and fascinating journey. The three different ventures sitting within the company are; care, fostering and training. asphaleia action, our charity has been pioneering new projects to meet ever increasing needs of young people both in the UK and internationally for almost 20 years.

our mission

The asphaleia mission is simple -

to impact as many lives of children and young people who have experienced disadvantage as we can

. We believe it is a simple, but very powerful mission that drives forward every aspect of our delivery and ensures we place children and young people at the heart of everything we do.

our values

Our values are summed up by three simple principles and these, when in action, create the asphaleia way of doing things.

When working with children and young people, other professionals or colleagues we believe service and co-operation can only begin to be achieved to a high standard by

considering the world of others

. However, we believe it is not enough to solely believe the world of others matters - this is only a starting place. The asphaleia group believe in

demonstrating our value

of those we deliver services to, those who pay for our services and those we work with in every possible way. Finally, we believe we should

aim to do everything well

. We realise excellence is a journey and not a finitely achievable thing. Therefore even when we have done something well we should then aim to do it even better!

what we can offer you

We are proud to be an Investor in People. We are committed to ongoing personal development for all staff. Joining a pension scheme. Cycle-to-work scheme. Free eye tests Seasonal flu vaccination vouchers Volunteers leave

about the role

The Office Assistant provides essential administrative support to ensure the smooth day-to-day running of the organisation. The Office Assistant will maintain efficient operations and supports practices across the organisation and all service delivery.

Key Responsibilities

Delivery

Meet and greet visitors, ensuring a positive welcome experience, including following all relevant procedures e.g. signing in/out, ID etc. Phone duties including picking up and distributing answer phone messages to the appropriate teams and individuals. Monitor email boxes, respond and record data as directed. Mail handling, posting and receiving as directed. Manage hard copy filing of signed documentation for services as appropriate e.g. scanning, uploading and shredding. Print, scan, laminate and circulate organisational documents, including but not limited to, ID badges, Health & Safety and safeguarding notices. Record completion and submission of all weekly and monthly checks carried out by staff at the properties. Assist with organisational internal and external events to ensure they run efficiently, including room bookings and room preparation. Maintain appropriate stock levels of utility supplies for the training centre e.g. bathroom, kitchen and cleaning essentials. Maintaining organisation and presentation of all storage areas including kitchen and toilet areas. Provide ad-hoc support to the leadership and operations teams. Carry out regular audits and checking condition of IT resources as directed. Support the HR functions as required not limited to e.g. maintain up-to-date and accurate training renewal records such as staff lists, tracking training schedules and completed training.

Quality and Development

Record data and information as per legal requirements, organisation policy and contract quality and audit requirements. Keep up to date with latest sector information recording and reporting expectations. Ensure the quality of all equipment, furniture and overall presentation is routinely maintained. Be proactive in matters relating to health and safety including a safe and tidy working environment. Support compliance with routine Health & Safety checks. Fully participate in creative meetings and discussions towards development. Respond to system and organisational changes as required. Set a good example in terms of communication, dress, punctuality and attendance. Adhere to and implement organisation values.

Finance

Be economical with resources and seek efficient solutions Comply with the finance policy in relation to petty cash and staff expense procedure

Person Specification

Qualifications & Experience

Essential:

Minimum 1 year experience in any relevant role, e.g. administration or data entry Minimum level 4 or grade C in Maths and English GCSE, or equivalent Confident using Microsoft Teams, Word and Excel and other technology Experience of maintaining accurate records, paying attention to detail and meeting deadlines

Skills and Knowledge

Good organisation, administration and time management skills Ability to pay close attention to detail and to identify discrepancies Able to prioritise and manage time effectively, even when faced with competing priorities Confident to question when something does not seem right Solution-focused approach Positive attitude and ability to work as part of a team.

safeguarding

The asphaleia Group is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults.

Successful applicants are recruited according to safer recruitment practices and required to undertake an Enhanced Disclosure via the Disclosure and Barring Service (DBS) and other vetting checks.

Safeguarding responsibilities for this role are detailed in the job description and person specification.

asphaleia is an equal opportunities employer.

At asphaleia, we take your data privacy very seriously. We will keep your personal information for recruitment purposes only and we will not share it with anyone else. We would like to keep this data until our open role is filled. When that period is over, we will either delete your data or gain your consent for keeping it in our database for future roles.

Job Types: Full-time, Part-time

Pay: 24,570.00 per year

Work Location: In person