Location: Work base in Tunbridge Wells
Hours: minimum 35 hours per week (full time) over 5 days
Salary: £22,500 per annum
Contract: permanent post with 6 months’ probationary period
Closing date: 9am Monday 19th July 2021
Interviews: 22nd July 2021

About DAVSS: We are a small independent domestic abuse charity providing vital support services to victims of domestic abuse in West Kent. We have a team of 50 professionally trained volunteer domestic abuse/helpline advisers and a small team of dedicated staff.

We are looking for a dynamic individual with a keen eye for detail as well as excellent organisational skills for this fast paced yet incredibly rewarding role. You will be our first point of call for all administrative and office duties. You will need to have had at least 2 years’ experience in a senior administrative role. If this sounds like you, please send us your CV and a cover letter addressing how you meet the Person Specification section of the job description.

Main Duties:
• To always ensure the smooth and effective running of the office
• To be the first point of contact for all office communications (internal and external) and always ensure a friendly, prompt response
• To answer the office admin telephone and deal with enquiries
• To maintain and continuously review internal systems that prioritise high quality services for victims of domestic abuse
• To assist Volunteers and Managers with any administrative/IT/systems queries
• To assist with the gathering of statistics for monitoring reports
• To oversee the office email inboxes and the secure email inbox; prioritising, forwarding or actioning emails
• To promptly process all new referrals received via email, Helpline calls and the referral service onto DAVSS’ client software programme and Excel spreadsheets
• To promptly process client cases, once approved, for closure and file/archive as appropriate
• To maintain and update client records with any information received via email, phone, post etc. and to inform the client’s caseworker of these updates
• To liaise with outside agencies and to share information in line with DAVSS’ policies
• To book appointments and prepare paperwork for the monthly pro-bono solicitor clinics
• To source venues and book and organise DAVSS internal meetings
• Maintain all office rotas
• To assist the MARAC manager in ensuring all paperwork is prepared for the monthly MARAC
• To assist the CEO’s PA, when necessary, with the recruitment of new volunteers- creating personnel files, arranging interviews, requesting DBS checks and references etc.
• To undertake general office admin tasks as required such as photocopying, printing, scanning
• To assist with any other administrative task as required by management


Person Specification

Qualifications, Skills and Experience
Essential
• Excellent working knowledge of office IT and software packages such as Microsoft Word, Excel and Outlook.
• At least 2 years’ experience in an administrative role.
• Excellent planning, organisational and general office administration skills.
• Strong communication skills, verbal and written.
• Time management skills with experience of working to tight deadlines and multiple reporting priorities.
• Experience of maintaining and updating databases.
• Experience of taking the lead on continuously improving systems to maximise efficiency.
• Experience of good team and collaborative working.

Desirable
• Office management qualification.
• Experience of collecting and collating data.
• The ability to take and produce accurate meeting minutes.
• Previous experience of working with and supporting volunteers.
• An understanding of the complex nature of domestic abuse and the support available to victims.
• Experience of working in the charity sector.

Personal Qualities
Essential
• Conscientious with a keen eye for detail.
• Able to use your initiative with good judgement and problem-solving skills.
• Self-motivated and pro-active.
• Team worker.
• Reliable.
• An understanding of and commitment to the need for total confidentiality surrounding client work.
• Integrity, honesty and a high level of respect towards others.
• Enthusiasm and commitment to DAVSS’ cause and goals.
• Compassionate and empathetic towards those affected by domestic abuse.
• Strong commitment to Equality, Diversity and Inclusion.