Volunteer Administration Assistant
Role Description
1.
Role details
Role title
Details
Volunteer Administration
Assistant
We are looking for Volunteers who are
able to support us with various
administrative tasks. No experience is
required, but an ability to work
independently and pay attention to
detail is essential.
Responsible to:
Health Opportunities Team Office Manager
Base:
1a Queens Walk, Edinburgh, EH16 4EA
Timescale/Hours
Usually one day per week,
10am – 3pm, but can be
flexible.
2.
Role and responsibilities
The Volunteer Administration Assistant will play an important role in supporting the Office Manager
with the day to day running of the Organisation’s administrative functions. This includes (but is not
limited to) general administration tasks such as filing, photocopying, data entry and reception duties.
Tasks are coordinated by the Office Manager.
3.
Time commitment required
There is flexibility in terms of the time commitment required for the role, but generally each Volunteer
Administration Assistant will come into the office for one day a week, on the same day each week. It
is important the Volunteer is able and willing to commit to a regular day each week, and attend
training and review sessions at agreed times.
Volunteer Administration Assistants are expected to attend an induction prior to starting with the
Health Opportunities Team. Additional training and review sessions will be arranged when
appropriate.
4.
Communications
Internal:
The Volunteer Administration Assistant is expected to be able to communicate effectively with other
members of the Team and ask relevant questions to gain clarity when carrying out tasks. Volunteers
are also invited to tell us about any benefits or challenges experienced in their role, in order to gain
support and improve the volunteering experience for all volunteers. We also encourage volunteers to
express their interests in developing particular skills and these will be accommodated where possible.
External:
Registered Charity SC031463
Registered Company SC217791
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The Volunteer Administration Assistant should be able to communicate confidently and politely with
members of the local community, other organisations, young people and the general public as
appropriate. This will normally involve answering the phone, writing emails and answering the door.
5.
Person Specification
Volunteer Administration Assistant: Person Specification
Essential
Results &
Qualities
Education,
training and
experience
Desirable
The volunteer is expected to be able to
perform the role as specified and
demonstrate the Key Competencies below.
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Some experience of Microsoft Office
programs, in particular Word and Excel.


Interests
Personal
Qualities

Interest in developing administration
skills and contributing to office work.

Enthusiastic, positive attitude and selfdirected.
Good communication and organisational
skills.
An effective ‘team-player’.
Attention to detail.
Able to work independently.








Experience in data entry.
Some knowledge and/or familiarity
with Microsoft Access.
Experience of working/volunteering
as part of a small team and/or in
the voluntary sector.
Interest in supporting a third sector
agency.
Interest in the emotional health and
wellbeing of young people.
Able to cope with a busy office and
frequent distractions.
Proactive but able to ask for help
when needed.
Able to learn quickly.
6.
Key Competencies
All administration volunteers at the Health Opportunities Team are expected to carry out their roles in
the following way:
TECHNICAL
INTER-PERSONAL
Knowledge
The Volunteer will be expected to
demonstrate some understanding of:
 Administration systems.
 The functions and needs of a small (but busy)
office.
 The challenges, opportunities and limitations
of working in the third sector.
 The importance of funding to the charity.
 The local community’s culture and needs.
Communication
The Volunteer will be expected to:
 Interact with others (including team members
and young people) in a respectful, dignified
and professional manner at all times;
 Share appropriate information, verbally and in
writing;
 Express ideas, thoughts and feelings in a
meaningful and constructive manner.
Registered Charity SC031463
Registered Company SC217791
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Skills
The Volunteer will be expected to
demonstrate their skills in:
 Using information technology effectively.
 Learning systems that are new to them.
 Organisation and attention to detail.
Negotiating and Influencing
The Volunteer will be expected to be able to:
 Compromise;
 Hear other people’s points of view and take
them on board;
 Act assertively (rather than passively or
aggressively);
Focus
The Volunteer will be expected to
demonstrate their abilities to:
 Manage time and priorities effectively with the
aid of their Support Worker,
 Complete tasks with due care and attention.
 Ask for help when needed.
Empathy
The Volunteer will be expected to be able to:
 Demonstrate sensitivity and consideration
towards others at all times;
 Take responsibility for their own emotional
needs and allow others to do likewise.
SELF REGULATION
LEADERSHIP
Self Control
The Volunteer will be expected to:
 Remain composed and calm under pressure;
 Manage impulsive feelings appropriately;
 Identify and respond to personal and
emotional needs appropriately.
Vision and Aspiration
The Volunteer will be expected to:
 Understand the broader policy and
environmental context of the work of Health
Opportunities Team;
Self Directedness
The Volunteer will be expected to:
 Take appropriate responsibility for tasks
delegated to them;
 Demonstrate initiative where appropriate.
 Be aware of their own learning and
development needs and communicate this to
their support worker.
Inspiring Others
The Volunteer will be expected to:
 Maintain high standards of conduct and
volunteering practice;
 Demonstrate a passion for, belief in and
commitment to the work of Health
Opportunities Team.
Integrity
The Volunteer will be expected to:
 Express feelings and thoughts with honesty;
 Demonstrate regard for others;
 Act ethically at all times;
 Nurture trust through consistent application of
Health Opportunities Team Values.
Innovation
The Volunteer will be expected to:
 Demonstrate independent thinking
 Share ideas
 Be open to new ideas and ways of working.
VALUES
Health Opportunities Team has a clear set of organisation Values which all volunteers are required to
demonstrate at all times.
Registered Charity SC031463
Registered Company SC217791
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These Values can be described as:
Dignity, Respect, Diversity, Rights, Responsibilities, Partnership
Health Opportunities Team believes that:
 Everybody should be treated with dignity and respect
 Our world is diverse. Different individuals and different communities have different needs
 Everybody has the right to achieve their full potential
 We all have responsibility for our own actions
 By working in partnership with young people, communities and practitioners, we can make a
greater difference in the lives of young people
7.
What the Volunteer Administration Assistant will gain:
We believe this is a fantastic opportunity for a volunteer to gain:
 Experience of volunteering within a small, dedicated team of people in the voluntary sector.
 A variety of administrative, reception and office skills, including the use of Microsoft Word,
Access and Excel.
 Regular opportunities to reflect on their learning and personal development
 Recognition for volunteering, including references for future employers and Saltire Awards (for
volunteers under the age of 25).
8.
About Health Opportunities Team
Health Opportunities Team is an independent charity committed to improving the social, emotional
and sexual wellbeing of young people in South East Edinburgh. We work in schools, community
centres, on the streets and in our own drop-ins.
Agency Objectives
Objective 1
To establish stable core funding
Objective 2
Generate income
Objective 3
Evidence the impact of our work
Objective 4
Increase our capacity to deliver our current programmes to more young people
Objective 5
Have realistic routes for our workers to progress, gaining skills, experience and
personal development
Objective 6
Raise our profile at strategic and policy level
Objective 7
Strengthen current and develop new partnerships.
Registered Charity SC031463
Registered Company SC217791
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