VOICES Centre Administrator Job Pack

About VOICES

VOICES was founded in 2014 by a group of women who had experienced domestic abuse. Details of their founding principles and values can be seen on our website https://www.voicescharity.org/

VOICES has progressed to become a nationally relevant centre of excellence in trauma recovery after domestic abuse, with a growing range of trauma-informed, holistic services with and for survivors. During lockdown, the charity’s vision of a Safe Space Centre where survivors of domestic and sexual abuse can receive specialist, multi-faceted support became a reality when it acquired dedicated premises in Bath and opened in January 2022.

VOICES Values Framework

Lived experience is at the heart of all we do. Our approach is strengths-based, person-centred and recovery-focused. We subscribe to the No Them and Us approach, as Domestic Abuse can affect anyone and can inform and enrich the approaches of professionals and volunteers working with VOICES. We believe that an understanding of the long-term impacts of trauma and injustice/re-traumatisation through systemic or professional responses is essential for VOICES to provide a trauma-informed environment for clients, staff, trustees and volunteers. We strive to uphold inclusivity, equity, equality and diversity. 

Our principal focus as a charity founded by and for women impacted by domestic abuse is to create a Centre of Excellence, with physical premises that address the specific needs of women and girls impacted by domestic abuse first and foremost, while championing all survivors’ needs for appropriate and timely support and empowerment after abuse and working with partners to achieve this. 

VOICES believes in creating a working environment of mutual respect and compassion. Funding supervision and support for staff and volunteers is seen as essential to ensure the wellbeing of all. VOICES strives to provide a working environment that is supportive of staff who have parenting and caring responsibilities and is flexible and inclusive.  The volunteer and consultation work should be as effective as possible in providing routes into working with the charity and promoting the empowerment of those with lived experience.

The development model for VOICES aims to enable effective team work and line management as well as collaborative ways of working. The growth model for VOICES prioritises the development of a unique combination of services - lived experience-based training & consultation and peer support alongside holistic, long-term support for clients - rather than the expansion of client-related support services only. This reflects our understanding that the lived experience of service users must inform policy makers and services if the response to domestic abuse is to improve and meet the needs of those affected

Job Description and Person Specification

Job Title:        Centre Administrator/Reception role

Location:        Office based - VOICES’ premises in Bath

Responsible to:     Executive Officer

Contract:            Permanent

Hours:            Part-time, 30 hours per week, Monday-Friday

Salary:             £22,500-24,000 per annum depending on experience

Benefits:             25 days holiday, bank holidays, pension scheme, staff wellness fund

Closing date:        5pm 30 November 2022. Please send a CV and covering letter to

ursula@voicescharity.org

Interviews to be held week beginning 5 December 2022.

Start date:            As soon as possible


Job Description

While client facing services are mature and well established, the charity has developed to a point where the CEO and her core team require more structured organisational support.  The exciting development for VOICES in January 2022,  opening The Villa as a Safe Space Centre focussing on recovery from abuse, has created the need for a centre administrator & reception role. To meet this need, we are looking for the right person to join our small team. The work will be varied, ranging from providing day-to-day reception duties and administration of the Safe Space Centre, assisting the support team in their use of the building, together with our associate therapists and room hire by partner organisations providing individual or group therapeutic support, with potential for other services to be provided on the premises by further organisations in future. The administrator will be responsible for ensuring that the daily operation of the Centre provides a service environment that promotes wellbeing, trauma recovery and safety. The role will allow scope for a committed and outgoing individual to develop skills and knowledge around premises administration and the development of a trauma informed environment in a unique setting and as a key member of a small charity team.

The role has a varied remit due to the small size of the charity, and applicants may not have experience of all of the areas of work included in the job description. In-person support with the role and access to training will be provided by the charity as required.

VOICES is committed to supporting employees with professional development opportunities and staff wellbeing support. The charity is active in seeking to assist staff around the current Cost of Living crisis through appropriate and sustainable measures.

EEDI statement

We are committed to be an inclusive and welcoming employer. 

Our team is small, but we are dedicated to bringing onboard those with different experiences, as we understand that diversity of thought and experience will enable us to provide better support for our service users, and to be reflective of those who use our service.

We warmly welcome those of different cultures, ethnicities and beliefs. We encourage applications from a wide range of people and would be happy to discuss adjustments that may be required at any part of the recruitment process to help everyone be equitably set up for success.

Due to the nature of the work carried out in our premises this role is restricted to female applicants only in accordance with the provisions of the occupational requirement (Equality Act 2010, pursuant to Schedule 9, Part 1).

Hours of Work: 30 hours/wk during the hours when the centre is open, usually Monday-Friday 9am-4pm. 

This is an office based role to meet the operational needs of our charity.

Salary: £22,500-24,000 p.a. pro rata  (dependent on experience).

Responsible to: VOICES Executive Officer 

Any offer of employment is conditional on the following:

Satisfactory results obtained from a criminal record check; Satisfactory responses from reference requests; Eligibility to work in the UK

Person Specification

Essential

Our ideal candidate must be able to work on their own initiative, and have good organisational, timekeeping and teamwork capabilities. They will have good communication skills and have some experience of reception and/or administration roles as well as experience and confidence using a variety of IT programs and software. They will have the capacity to learn to create social media posts for the charity via software for which training will be offered as needed.

But just as importantly, they will have the compassion, interpersonal ability, flexibility and empathy to fit in with and support our cohesive team, and to coordinate the daily operation of the charity within the Centre. They will bring these attributes to benefit their colleagues but also our volunteers and clients in a way which reflects VOICES’ vision and culture.

The successful candidate will support the development of our administrative and service provision functions, working with the senior leadership and finance administrator as required and with the support staff, volunteers and clients in the Centre premises. They will be responsible for the day-to-day office administration of charity records and resources; money, people, information technology and the premisesThey will administer this with integrity and accountability, ensuring compliance with the policies and procedures of the charity and with charitable and other legislative guidelines.  

Desirable

A good  understanding of IT systems and platforms (website and social media) to support communications and  the development and strengthening of IT systems and digital delivery by the charity either through in-house training or external consulting support for the VOICES team. Experience in creating social media posts for an organisation using Canva or another software would be very useful for this role.

Centre Administrator day-to-day duties and responsibilities:

Note: This job description may be updated from time to time to reflect the on-going development of VOICES.

General Administrative Duties

Administer systems and processes for VOICES day-to-day administration, ensuring VOICES meets its legal and statutory obligations, including for Health and Safety.

Ensure the safety and security of personnel and premises relating to the use of the Centre premises.

Be available to greet and sign in visitors, and answer general telephone or email enquiries to the charity. 

Receiving and sending postal correspondence on behalf of the charity, ensuring secure post box and redelivery services run smoothly

Be the first point of contact for any partner organisations in relation to existing or potential premises use and day to day working issues.

Liaise with contractors and services visiting VOICES, and with e.g. cleaners, waste management, utilities providers, scheduling works in consultation with the senior leadership.

Administer the scheduling of space use in consultation with the Executive Officer to ensure appropriate requirements for confidentiality and women-only spaces are met.

Ensure the building is safe, welcoming and accessible to all clients and that a trauma-informed service provision approach is reflected in the management of the physical working space.

Any other duties required to ensure the smooth running of the Centre premises.

Maintaining the smooth running of day to day operation cash flow e.g. petty cash, and other financial matters in line with VOICES’ finance policies and procedures.

People Support

Support clients and volunteers visiting the Centre 

Support the team in running VOICES’ core activities and services 

Support the finance administrator by maintaining attendance records, petty cash records, purchasing receipts and invoices

Support the HR administrator by administering staff information including DBS’s and ensuring records are up to date

Information Technology

Support the development of IT systems administration – including improvements to the shared drive and other upgrades as necessary

Arrange for training and support for staff in the use of IT and on information security, including data protection, data recording, remote working protocols, etc.

Oversee the development and maintenance of the VOICES website, including digital services to clients and others impacted by domestic abuse and violence.

Create social media posts via Canva in line with the charity communications policy 

Update charity information to ensure that appropriate information is available to potential donors and clients via digital engagement

Confidential Matters

Ensure that all staff, associates, volunteers, clients and partner organisations are aware of the importance of protecting confidential information relating to the premises, charity activities and individual data.