Butterflies Haven Role Profile

Part time Administrator

Role Purpose

As the Butterflies Haven Administrator, you will be joining us at an exciting time of growth and development for the charity. We are building on strong foundations, and our future plans are being developed by a passionate group of staff, volunteers and trustees.

The Charity is looking forward to the next stage of our development, expanding from a position of strength. You will provide full administrative support to the small staff team.

About Butterflies Haven

Butterflies Haven is a charity based in Keynsham between Bristol and Bath. We have created a caring community that offers support and social opportunities for children, young people and their families who are living with Autism or associated developmental delay, whether diagnosed or not.

Key Information About the Role

Location: Based at our head office in Keynsham. Flexible working may be agreed in exceptional circumstances and with the agreement of the Chair of Trustees.

Status: Fixed term contract until end of August 2025 pending staffing restructure. All year round

Salary: £12ph

Hours: 12 hours per week.

Holiday: 20 days per year (plus bank holidays) pro rata

DBS: a full Disclosure and Barring Service check will be required

About You

This is an exciting time to be involved in Butterflies Haven. To succeed in this role, you will:

Have a good general level of education and be able to demonstrate effective communication skills together with good literacy and numeracy skills (at least GCSE grade 4 or C, or equivalent)
Be able to manage your own work priorities whilst working collaboratively as part of a small team
Be able to maintain accurate records using a variety of IT applications. Familiarity with MS 365 and TEAMS would be an advantage.
Be a positive ambassador for the charity, promoting our ethos of equality and inclusion

Key Administration Responsibilities

You will log all initial enquiries received by the charity ranging from enquiries about potential membership to volunteering with Butterflies Haven, responding as appropriate
Working with the Session Leader, you will maintain the secure database of members ensuring all relevant information is kept up to date
You will prepare and maintain the attendance registers for each session together with any other resources required for the sessions
Working with the Session Leader, you will ensure timely bookings are made with external agencies who may deliver sessions eg sports or music providers
You will reconcile membership fees received with the bank statements, reporting any issues to the Session Leader or Trustee with responsibility for Finance, and prepare any reports as required by Trustees
In collaboration with the Session Leader and Grant Fundraiser, you will ensure the inventory of resources is kept up to date; highlighting any equipment that may need replacing or purchasing to Trustees
You will maintain the DBS database, for staff and volunteers, including Trustees, ensuring DBS checks are applied for in a timely manner
You will undertake any other appropriate admin tasks as directed by other members of the staff team or Trustees

If you are a proactive individual who thrives working as part of a small team, or on your own, and possesses the necessary skills, we encourage you to apply for this exciting opportunity as an Administrator.

Job Types: Part-time, Fixed term contract
Contract length: 8 months

Pay: £12.00 per hour

Expected hours: 12 per week

Schedule:

Monday to Friday

Application question(s):

1. Why have you applied for this fixed term part time post with Butterflies Haven?
2. What previous administrative skills and experience do you have? (Please refer to the job description)

Work Location: In person

Application deadline: 01/12/2024

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