First Contact & Charity Support Administrator

First Contact & Charity Support Administrator

(Temporary 12 month contract for maternity cover)

Location: Minerva Business Park, Peterborough, PE2 6FT. This is an office-based role.

Reports to: First Contact & Charity Support Co-Ordinator

Hours: Part-time. 16 hours per week to cover - Monday, Tuesday and Wednesday. Our core hours are 9am to 5pm – working pattern to be negotiated.

Salary: FTE £22,932 (pro-rata for 16 hours a week is £10,484)

Closing date: 5th March 2025 at 23.00

Interviews: Thursday 13th March 2025 at Head Office in Peterborough

Start date: Ideally, from April 2025

Purpose of the role

As a key member of the central admin team, the First Contact & Charity Support Administrator will be a first point of contact for Shine members, staff, and all external stakeholders; you will provide admin support across Shine, working closely with colleagues to ensure Shine members have access to the services they require.

• Manage Shine’s main switchboard and first contact email inbox.
• Update and maintain accurate membership, volunteer, and professional records on Shine’s database in compliance with UK GDPR regulations.
• Make member referrals for support to service staff.
• Process requests for resources from staff, members, and the general public.
• Monitor stocks of resources; co-ordinate with Marketing and Fundraising Teams to re-order as necessary.
• Assist with the processing of incoming and outgoing post, large mailouts as required and arranging courier shipments as requested.
• Manage and monitor the Shine Facebook inbox.
• Greet visitors and assist with meeting arrangements.
• Establish successful working relationships across the organisation.
• Keyholder responsibility.
• Other duties consistent with the role may be required from time to time.

Person Specification

Required skills

• Outstanding customer service and telephone manner - with confident, pleasant and professional communication skills, both written and verbal.
• Ability to deal sensitively with a range of enquiries, including those from people who may find communication difficult, who may be cognitively impaired or emotionally distressed, and to refer enquiries to the most appropriate team in Shine for support.
• Handle information confidentially and sensitively in line with GDPR regulations.
• Effective working relationships with colleagues.
• Proven experience with MS Office Suite (particularly MS Word, MS Excel and Outlook).
• Knowledge and experience of using and maintaining database records.
• Excellent organisational skills.
• Solid time-management skills with the ability to prioritise tasks.
• Willing to work attitude and can ‘hit the ground running’.
• Able to work independently and as part of a team.
• General disability awareness.
• Experience in using Salesforce or other CRM.
• Experience of and desire to work specifically in the non-profit sector.
• Experience of speaking with people who have cognitive or physical disabilities and support needs.

In return, Shine will offer you:

• A competitive salary - Shine is a real living wage employer.
• Regular working hours and no shift work.
• 25 days annual leave plus bank holidays (pro-rata for part-time hours), with discretionary paid leave between Christmas and the New Year.
• Opportunity to purchase additional annual leave.
• Life insurance after 12 months of employment.
• Access to wellbeing initiatives such as our Employee Assistance Programme.
• Support to learn and develop.

If you would like to chat about the role in more detail or have any questions, please give us a call and ask to speak to Nichola Cole, our First Contact & Charity Support Co-Ordinator on 01733 555988.

Shine is a Disability Confident employer and will offer guaranteed interviews if a disabled applicant meets the minimum criteria for the job.

To apply, please submit your CV and supporting statement, which should outline your interest and explain how you meet the role criteria, to recruitment@shinecharity.org.uk.

*Please note applications without a supporting statement will not be accepted*

Closing Date: Wednesday 5th March at 11pm.

Interviews will be held at Head Office in Peterborough on Thursday 13th March.

Ideal start date from April 2025.