This role will provide friendly and efficient administrative support for ASSIST’s offices, focusing on delivering high quality, welcoming, client-centred services. You will be responsible for maintaining a professional front-of-house presence by meeting and greeting visitors, answering phone calls and emails and ensuring our multiple spaces are welcoming, appropriately equipped and ready to serve their many functions.
You will provide an important signposting service, via our telephone line, as ASSIST is often a first port of call for people needing support in Sheffield and we pride ourselves on being able to provide useful information for people.
You will help staff and volunteers in their work by providing administrative support and enabling the smooth running of ASSIST’s offices.
You will be central to supporting the effective delivery of ASSIST’s strategic and development projects. Working closely with the Director and Leadership Team, you will provide administrative support to enable the successful completion of wide ranging projects and events in line with ASSIST’s Strategic Plan.
MAIN DUTIES AND RESPONSIBILITIES
Communications
Responding to and screening incoming communications by phone, email, post and social media, including enquiries from volunteers, supporters, current and prospective clients, other organisations/agencies and members of the public.
You will be our front of house and first port of call for most external contacts. You will need to be informed and aware of ASSIST’s services and of other services in the city to signpost people to.
Office Administration
Ensuring a clean, pleasant and welcoming office environment, including working with colleagues to ensure spaces are trauma informed and meet the needs of clients, staff and volunteers
Setting up rooms and technology for meetings and services and minute taking, where required
Support and train volunteers in the use of office facilities, equipment and IT systems, including delivering Office Orientation sessions and ensuring any materials and guide documents are kept up to date
Maintenance and development of office systems, storage and stock
Purchasing of office items, stationery etc within the Office budget
Administrative support for ASSIST’s staff and teams, as required
Engaging with colleagues to ascertain their requirements of ASSIST’s office spaces
Ensuring the Office Risk assessment is kept up to date and implemented effectively
Sourcing and overseeing the administration of Mobile Phones and SIM cards for clients
To oversee and support a team of office volunteers, including recruiting, supervising and assigning tasks
Finance
Recording and banking donations of cash and cheques arriving through the office
Assisting with the processing and recording of expenditure, including expense claims, accommodation payments and invoices
Processing and overseeing the distribution of welfare payments to service users and administrative support for the welfare process and volunteers
IT/Database Administration
Support with ensuring data is captured and entered appropriately on our contact database
Support with the extraction of data from our database and timely reporting on client, volunteer and supporter activity
Contributing to the development of monitoring and evaluation of ASSIST’s services and activities
Deliver training to staff and volunteers on using CiviCRM
Support with the maintenance of the CRM database
Contribute to the IT team as an active member
Projects
To be a member, and contribute to the work of, ASSIST’s Resources Team
To provide administrative and project support to the Director and Leadership Team
To support the work and activities of the organisation, including supporting the planning and delivery of events and projects carried out by the organisation in line with its strategic objectives.
Other appropriate tasks as required by the organisation
An offer of employment is subject to a satisfactory Disclosure and Barring Service (DBS) check.
Location
Sheffield
Type of Contract
Full Time
Hours
35
Access to a Healthcare Cash Plan and Employee Assistance Programme6% Employer contribution to our workplace pension schemeCycle to Work schemeA supportive, wellbeing focused, work environmentThe opportunity to be part of an effective, well-respected community organisation
Closing Date
11-08-2025
How to Apply
Application Packs are available to download from our website: www.assistsheffield.org.ukCompleted Application Forms, queries about the post or requests to discuss the role should be emailed to: jobs@assistsheffield.org.uk Please be aware that we will not accept CVs.ASSIST reserves the right to interview and close applications early if we identify suitable candidates.
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