Volunteer Administration Assistant

Volunteer Administration Assistant

Posted for Community CVS

Posted by Community CVS

Register your interest

You will be redirected to the Community CVS website to express your interest.

Business & Skills Team

Location

Boulevard Centre

Working Hours

Volunteering takes place between 9:00am and 5:00pm, Monday to Friday. Days and hours are flexible and will be agreed with the Business & Skills Team.

About the Role

The Business & Skills Team delivers accredited training, business support, workshops and employability programmes for individuals, businesses and community organisations.

We are looking for a friendly, organised and reliable Volunteer Administration Assistant to support the day-to-day running of the office and training sessions. This role provides valuable experience in administration, customer service, digital skills and office systems while making a positive contribution to our learners, clients and staff.

Key Responsibilities

Reception & Customer Service

• Welcome learners, clients and visitors in a professional and friendly manner.
• Direct visitors to appointments, meetings and training sessions.
• Answer basic enquiries and take messages.
• Contact learners and clients by telephone or email when required.
• Help manage appointments and room bookings.
• Prepare refreshments for visitors, meetings and training sessions.

Administration

• Scan, print, photocopy and shred documents.
• Type notes, letters and other documents.
• Prepare learner files and organise paperwork.
• Register learners and maintain attendance records.
• Organise training handouts and course materials for sessions and follow-up emails.
• Assist with updating and amending Word documents, Excel spreadsheets and PowerPoint presentations.
• Support staff with general administrative duties.

Digital & Office Administration

• Organise archived files, filing cabinets and digital files, ensuring records are stored accurately and securely.
• Create and maintain electronic filing systems.
• Save documents correctly within the organisation's filing structure.
• Use Microsoft Teams, Word, Excel and PowerPoint to complete administrative tasks.
• Help create and maintain appointments, calendars and team schedules.

Training & Event Support

• Set up training rooms before sessions and tidy them afterwards.
• Help organise one-to-one appointments between learners and staff.
• Prepare learner resources and training packs.
• Organise food and refreshments for training sessions.
• Ensure training resources are available, organised and ready for delivery.

Office Organisation

• Check stationery, office supplies and training resources are fully stocked.
• Organise storage cupboards, filing cabinets and archive areas.
• Report low stock levels to staff.
• Maintain a clean, tidy and organised office environment.

What skills do I need?

Skills and Qualities

• Friendly, approachable and professional.
• Good organisational and time management skills.
• Good communication and customer service skills.
• Basic IT skills and willingness to learn new systems.
• Able to use or learn Microsoft Teams, Word, Excel and PowerPoint.
• Reliable, punctual and trustworthy.
• Able to work independently and as part of a team.

Volunteer Expectations

Dress Code

Volunteers are expected to wear smart office clothing suitable for a professional working environment. If this is not available, plain black clothing should be worn.

Professional Conduct

As a representative of Community CVS you are expected to:

• Be polite, friendly and respectful.
• Be punctual and reliable.
• Maintain a professional attitude at all times.
• Use appropriate language with learners, clients and colleagues.
• Ask for support if you are unsure of any task.

Confidentiality & GDPR

You may have access to confidential information during your placement. Volunteers must:

• Keep all learner and client information confidential.
• Follow GDPR procedures at all times.
• Never share personal information outside the organisation.
• Store paperwork securely.
• Report any data breaches immediately to a member of staff.

Use of Equipment

You may be required to use:

• Microsoft Teams
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Printers, scanners and photocopiers

Equipment should only be used for Community CVS work and in accordance with staff guidance.