Job Description
Job Title: Data & Administrative Officer
Location: The Gap Centre, 42 Stow Hill, Newport
Hours: 28 hours per week (Part-Time) Usual working pattern: Monday – Thursday, 9:30 AM – 5:00 PM (including a 30-minute unpaid break)
Salary: £18,345.60 per year - Actual (£12.60 per hour - Real Living Wage)
Contract Terms & Role Evolution: This role is initially offered on a one-year contract, with the intention of securing funding to establish a permanent position. As The Gap Wales continues to grow, the responsibilities of this role may evolve in response to organisational needs.
Reporting To: Report directly to the Operations Director, while working collaboratively with all staff and providing support across departments as needed.
Job Purpose:
The Data & Administrative Officer - with Reception & Support Services duties will be responsible for managing reception duties, administrative coordination, service-user data handling, and frontline support. This role is crucial in ensuring the smooth day-to-day operations of The Gap Wales and creating a welcoming environment for asylum seekers, refugees, and other service users.
Organisational Context:
The Gap Wales is committed to supporting asylum seekers and refugees in Newport, offering structured advocacy, integration programmes, and community-led initiatives. This role plays a vital part in ensuring that individuals accessing our services receive timely support and an efficient administrative process.
Main Duties and Responsibilities:
Reception & Frontline Support:
* Serve as the first point of contact, greeting visitors and handling enquiries in person, via phone, and email.
* Provide frontline support by triaging service-user needs and signposting them to relevant staff, services, or external agencies.
* Maintain a welcoming and inclusive atmosphere, ensuring vulnerable individuals feel respected and valued.
Data Management & Analysis:
* Manage and update service-user records, ensuring accuracy and compliance with GDPR.
* Assist with data collection and basic analysis to monitor service impact and inform reporting.
* Maintain confidential records and assist with documentation required for funding applications and grants.
Office Administration & Coordination:
* Oversee daily office operations, including scheduling meetings, managing correspondence, and maintaining filing systems.
* Assist with event planning, volunteer coordination, and onboarding processes for new staff and volunteers.
* Support the preparation of reports, presentations, and outreach materials.
Basic Support Services & Resource Management:
* Provide administrative support to frontline services, including monitoring inventory and ensuring essential supplies are available.
* Maintain oversight of service-user needs and ensure appropriate guidance on available resources.
* Support fundraising activities and project documentation, ensuring transparency in organisational reporting.
Salary & Benefits:
* £18,345.60 per year (Actual), paid in line with the Real Living Wage.
* Annual leave: 25 days plus bank holidays (Pro rata)
* Pension scheme: Contributions in line with organisational policy.
* Reasonable work-related expenses will be reimbursed in line with organisational policy.
* Opportunity to work in a meaningful, community-focused organisation making a tangible impact.
Training and Development:
· Successful candidates will benefit from robust training and mentoring programmes, ensuring continuous skill enhancement and professional growth. We invest in our team's development through regular workshops, courses, and hands-on mentoring, helping you stay at the forefront of your field. As the role evolves and funding is secured, there will be additional opportunities to expand your responsibilities and progress into a permanent, strategic position within our organisation.
General Responsibilities:
* Maintain confidentiality and handle sensitive information appropriately.
* Uphold values of equality, diversity, and inclusion in all aspects of work.
* Represent The Gap Wales professionally in interactions with service users, partners, and stakeholders.
Person Specification:
Essential:
Skills:
· Strong organisational and administrative abilities.
· Excellent communication and interpersonal skills, particularly in a frontline support role.
· Proficiency in Microsoft Office and basic data management tools.
· Ability to manage sensitive situations with empathy and professionalism.
Experience:
· Candidates should be comfortable engaging in customer-facing interactions, managing reception duties, and providing proactive support in a busy environment.
· Background in office administration, including recordkeeping, scheduling, and coordination.
· Candidates need to be comfortable managing confidential information and adhering to GDPR guidelines.
Attributes:
· A proactive, detail-oriented approach to work.
· Ability to work independently while collaborating effectively with colleagues.
· A commitment to equality, diversity, and inclusion in a community-focused setting.
Desirable:
Skills:
· Multilingual abilities to assist in service-user communication.
· Experience with data handling, reporting, and impact assessment.
Experience:
· Familiarity with asylum and refugee support services.
· Background in fundraising or supporting grant applications.
Attributes:
· A strong understanding of the challenges faced by asylum seekers and refugees.
· Adaptability to evolving organisational needs and responsibilities.