HEADWAY OXFORDSHIRE – Administration Assistant

Job Description

Hours: Part time – 20 hours over 5 days (Mon-Fri)
Pay scale: starting salary £19,240 fte (£10,400 pro rata based above weekly hours)
Place of work: 4 Bagley Wood Road, Kennington, OXON, OX1 5PL (Onsite parking

Reporting to: Operations Manager
Aims of the post: To provide comprehensive administrative support to the Operations Manager and other employees as directed by handling a variety of admin tasks to ensure the
efficient and smooth running of the office/organisation.

Tasks and Responsibilities
1. Front of House reception duties

2. Respond to emails (admin@ email address), telephone and face to face enquiries

3. Receive, sort and distribute incoming mail

4. Manage Meeting room diary

5. To attend and accurately record the weekly Allocations meetings

6. Collation of new referrals and presentation at weekly Allocations meetings

7. Data entry on the CRM for new referrals

8. Weekly and Monthly Activity and Rehabilitation Centre (ARC) attendance report collation

9. Collation of IT issues and liaison with IT support provider to resolve

10.Prepare and oversee all recruitment admin and interview prep (including Volunteers)

11.Facilities and supplier contracts liaison including overseeing contract terms

12.Ordering office supplies

13.Supporting the Operations Manager with staff annual leave requests

14.Regular Health & Safety checks and supply orders (including PPE)

15.Monitoring of policy review schedule and prepping docs for review by

16.Vehicle servicing oversight and booking (MOT’s etc)

17.Outside organisation liaison

18.Digital Membership Service – setting up and monitoring sessions – tracking membership (new and expired) and taking necessary actions

19.To attend regular supervision sessions with manager and attend Headway Oxfordshire staff meetings.

20.Other duties as required by line manager.

Person Specification

Essential Criteria 
Substantial and in-depth knowledge of
MS Office

Excellent time management skills and ability to multi-task and prioritise work

Ability to work under pressure

Attention to detail and problem-solving skills

Ability to communicate at all levels, verbally and in writing

Excellent interpersonal skills

Commitment to equal opportunities

Discretion and judgement

Desirable Criteria

Experience with CRM systems – data
input and system management

Experience of working with people with
a disability in a paid, volunteer or carer

Knowledge of voluntary sector


Closing date: 5pm on Friday 23rd October.

Once filled in, please return to Charlotte Carlisle at opsmanager@headway-oxford.org.uk or call 01865 326263 if you have any questions.