Volunteer Administration Assistant

Business & Skills Team

Location

Boulevard Centre

Working Hours

Volunteering takes place between 9:00am and 5:00pm, Monday to Friday. Days and hours are flexible and will be agreed with the Business & Skills Team.

About the Role

The Business & Skills Team delivers accredited training, business support, workshops and employability programmes for individuals, businesses and community organisations.

We are looking for a friendly, organised and reliable Volunteer Administration Assistant to support the day-to-day running of the office and training sessions. This role provides valuable experience in administration, customer service, digital skills and office systems while making a positive contribution to our learners, clients and staff.

Key Responsibilities

Reception & Customer Service

• Welcome learners, clients and visitors in a professional and friendly manner.
• Direct visitors to appointments, meetings and training sessions.
• Answer basic enquiries and take messages.
• Contact learners and clients by telephone or email when required.
• Help manage appointments and room bookings.
• Prepare refreshments for visitors, meetings and training sessions.

Administration

• Scan, print, photocopy and shred documents.
• Type notes, letters and other documents.
• Prepare learner files and organise paperwork.
• Register learners and maintain attendance records.
• Organise training handouts and course materials for sessions and follow-up emails.
• Assist with updating and amending Word documents, Excel spreadsheets and PowerPoint presentations.
• Support staff with general administrative duties.

Digital & Office Administration

• Organise archived files, filing cabinets and digital files, ensuring records are stored accurately and securely.
• Create and maintain electronic filing systems.
• Save documents correctly within the organisation's filing structure.
• Use Microsoft Teams, Word, Excel and PowerPoint to complete administrative tasks.
• Help create and maintain appointments, calendars and team schedules.

Training & Event Support

• Set up training rooms before sessions and tidy them afterwards.
• Help organise one-to-one appointments between learners and staff.
• Prepare learner resources and training packs.
• Organise food and refreshments for training sessions.
• Ensure training resources are available, organised and ready for delivery.

Office Organisation

• Check stationery, office supplies and training resources are fully stocked.
• Organise storage cupboards, filing cabinets and archive areas.
• Report low stock levels to staff.
• Maintain a clean, tidy and organised office environment.

What skills do I need?

Skills and Qualities

• Friendly, approachable and professional.
• Good organisational and time management skills.
• Good communication and customer service skills.
• Basic IT skills and willingness to learn new systems.
• Able to use or learn Microsoft Teams, Word, Excel and PowerPoint.
• Reliable, punctual and trustworthy.
• Able to work independently and as part of a team.

Volunteer Expectations

Dress Code

Volunteers are expected to wear smart office clothing suitable for a professional working environment. If this is not available, plain black clothing should be worn.

Professional Conduct

As a representative of Community CVS you are expected to:

• Be polite, friendly and respectful.
• Be punctual and reliable.
• Maintain a professional attitude at all times.
• Use appropriate language with learners, clients and colleagues.
• Ask for support if you are unsure of any task.

Confidentiality & GDPR

You may have access to confidential information during your placement. Volunteers must:

• Keep all learner and client information confidential.
• Follow GDPR procedures at all times.
• Never share personal information outside the organisation.
• Store paperwork securely.
• Report any data breaches immediately to a member of staff.

Use of Equipment

You may be required to use:

• Microsoft Teams
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint
• Printers, scanners and photocopiers

Equipment should only be used for Community CVS work and in accordance with staff guidance.

When do I need to be available?

	Morning	Afternoon	Evening
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday

Details

Volunteering takes place between 9:00am and 5:00pm, Monday to Friday. Days and hours are flexible and will be agreed with the Business & Skills Team.

Where does this role take place?