Job Description

We are seeking a responsible and experienced Administrative and Communications Assistant to perform various administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our team, assisting in daily office needs and managing our company's general administrative activities. This is a fast-paced environment, so you must enjoy working proactively. Reporting directly to our Founder/CEO, you must be able to manage your own workload and conflicting priorities confidently. You'll need excellent interpersonal and written communication skills, be well-organised and enjoy working in a supportive team. Ultimately, a successful Admin and Comms Assistant should share our values and ensure our organisation's efficient and smooth day-to-day operation.

NOTE: This Job is Voluntary.

Key Responsibilities

- The post holder may be requested to undertake any but not necessarily all of the following duties. The duties required will be directed according to the organisation's needs.

Reception

Providing a warm welcome to all.

Dealing with telephone and face-to-face enquiries in an efficient and professional manner.

Ensuring that all messages are deal with in a timely and accurate fashion and, where relevant, relayed to colleagues promptly.

Dealing with incoming and outgoing posts.

To maintain the security and safeguarding of True Cadence by controlling access and ensuring the completion of relevant procedures, i.e. signing in, and issuing of identification badges (where applicable).

Providing information and support to other staff members as required.

Providing hospitality for visitors.

Ensure that all information is treated confidentially and to have absolute discretion at all times, complying with our data protection procedures.

Administrative

Developing and maintaining accurate computerised and hard copy filing systems Update and maintain our policies and procedures with the guidance of the CEO. Updating and distributing communications which may include but is not limited to our website, social media, noticeboards, newsletters and other communication with parents, programme participants, facilitators, colleagues and the community.
Ensuring that the administrative requirements of funding contracts are met.

To schedule meetings, attend, participate and take notes at meetings as required. To assist the CEO and colleagues in marketing the organisation. Maintaining the organisation's programme diary and contacts list Order office supplies and research new deals and suppliers to cut costs To produce reports from the Management Information System under the direction of the CEO and programmes manager.
Manage the upkeep of the office, ensuring it is well organised and presentable.

Finance

To input data into the organisation's finance systems

To submit and reconcile expenses

To produce reports from the finance system under the direction of the CEO

Undertake any other reasonable duties as determined by the CEO and Programmes Manager.

PERSON SPECIFICATION

Essential

Desirable

Minimum of 2 years experience as an Administrative Assistant (virtual or office-based)

Previous experience of working in for a social enterprise or charity

Previous experience of working in an office environment, dealing with face-to-face interactions

Previous experience of interacting with children and young people on the job i.e. from working in a school

Good working knowledge of ICT systems including word processing, spreadsheets and presentation software.

Specific knowledge of project management systems. Knowledge of both Microsoft Office 365 apps and Google software packages. Experience of financial management systems i.e. Quickbooks, Freshbooks etc. Experience of social media and website management and content creation.

Knowing how to conduct research, present results and organise outreach activities.

Familiarity with community organisations across East London.

Understanding of Safeguarding

Level 1/NSPCC Safeguarding trained

Understanding of Health and Safety

First Aid trained

Understanding of Data Protection and confidentiality

Previous experience in the safeguarding of children and young people.

Understanding of our ethos and inclusive values.

Requirements

Some experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant. Knowledge of office management systems and procedures Working knowledge of office equipment, like printers and fax machines Proficiency in MS Office (MS Excel and MS PowerPoint, in particular) Excellent time management skills and the ability to prioritize work Attention to detail and problem-solving skills Excellent written and verbal communication skills Strong organisational skills with the ability to multi-task Additional qualification as an Administrative Assistant or Secretary will be a plus.

Skills

Ability to relate well to children and adults, being sensitive to their individual needs.

Ability to work constructively as part of a team, understanding roles and responsibilities and your own position within these.

Ability to communicate effectively in English, both written and verbally.

Ability to work flexibly in support of the organisation.

Ability to pay close attention to detail to ensure accuracy

Resourcefulness, enthusiasm, patience, resilience and a sense of humour.

Ability to work independently and with initiative.

Ability to deal with everyone in a positive and professional manner, which promotes a positive image in line with our organisation's vision and ethos.

Location (Hybrid)

A combination of online and in-person at Barking Enterprise Centre, BEC 2: 50 Wakering Rd, Barking, IG11, 8GN

What are we offering?

Part-time position (12-15 hours per week)

Hybrid working- a mixture of online and in-person.

24,856 Pro-rata at the Real Living Wage (current London Living Wage is 11.95)

Pension contribution

Role-specific training

Discounts and cashback from high-street retailers

About True Cadence

True Cadence CIC is an award-winning music business social enterprise based in East London. We provide age-relatable support, structured learning, mentoring and tailored artistic development to 8-25-year-olds from under-resourced communities. Our beneficiaries build skills, grow in confidence, and lessen risk-taking behaviours while realising their potential and exploring creative pathways to become music 'industry-ready'.

Job Types: Part-time, Volunteer

Pay: 25,000.00 per year

Expected hours: No less than 12 per week

Benefits:

Company pension
Experience:

Administrative Assistant (virtual or office-based) : 2 years (required)
Language:

English (preferred)
Work Location: Hybrid remote in Barking IG11

Expected start date: 04/08/2025