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Volunteer

“Volunteers don’t get paid, not because they’re worthless, but because they’re priceless

Secretary

Executive Committee      Hours per week: 15 -25 hours
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Are you someone who has valuable office skills that you feel are not being put to optimal use? Do you possess sound knowledge of computer systems and software and take pleasure in organizing files, managing people and performing general office tasks? To keep up with the pace of our work, we are looking for a skilled and motivated individual to provide clerical admin support.

 

This is a great opportunity for you to contribute to the betterment of society by using your skills to help those in need. If you are passionate about helping others and want to make a positive impact on your community, we welcome you to join our team.!

In this role as a Secretary, you will play an important part in ensuring the smooth operation of office procedures by providing clerical and administrative support. Your tasks will include assisting your colleagues and executives with planning and distributing information. Additionally, you will act as the primary point of contact for any inquiries, requests, or issues that may arise, making you a crucial member of the company's team.

Responsibilities

As our Secretary, you will be responsible for a variety of tasks to ensure the smooth running of the office. 

 

  • You will be expected to answer incoming phone calls, greet callers politely, and direct them to the appropriate person or department. If the person they are trying to reach is unavailable, you may need to take a message and ensure that it is delivered promptly.

 
  • You will be responsible for scheduling and coordinating appointments and meetings for the CEO & and other staff members. This will involve liaising with external clients and internal colleagues to find suitable times and dates, booking meeting rooms and sending out invitations and agendas. Taking notes at meetings, writing up minutes and distributing them between relevant staff members, key stakeholders
 
  • You will be responsible for drafting and typing up letters, emails, memos, and other documents as required. You may also be responsible for formatting and printing documents, and ensuring that they are distributed to the appropriate recipients.
 
  • You will need to maintain accurate and up-to-date contact information for volunteers, members, suppliers, and external partners. This will involve creating and updating electronic and paper-based records, as well as managing databases and filing systems.

  • You will be expected to assist in the preparation of regular reports by collecting and collating data, formatting documents, and proofreading and editing content as required.
 
  • You will be responsible for organizing and maintaining an efficient and effective filing system for the office. This will involve creating and updating files, ensuring that they are properly labelled and stored, and retrieving documents as required.
 
  • You will be responsible for monitoring levels of office supplies such as stationery, printer cartridges, and other consumables, and ordering new supplies as required.
 
  • You may be required to make travel arrangements for the CEO, including hotel bookings.
 
  • You will be responsible for keeping accurate records of office expenses and submitting reports to staff members as required.
     

Requirements

  • Proven work experience as a Secretary or Administrative Assistant

  • Familiarity with office organization and optimization techniques

  • A high degree of multi-tasking and time management capability

  • Excellent written and verbal communication skills

  • Integrity and professionalism

  • Proficiency in MS Office

  • Police clearance and Working with Children

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