Pearls Project
Office Support and Administrator - Volunteer
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About the Role
We're looking for an organised, reliable and proactive volunteer to help our growing women's charity run smoothly. You'll support recruitment, team and trustee admin, develop practical systems and provide general office support in a flexible hybrid role.
What difference will you make?
Pearls is a small charity with a growing team, volunteer community and range of activities. Our work is varied – from supporting women one-to-one and running groups and outreach, to recruiting and supporting volunteers, developing new projects, working with partners, managing funding and supporting our trustees.
As Pearls grows, there is an increasing need to delegate some of the administration and organisational work that sits behind all of this. Having someone who can take responsibility for agreed tasks and help us develop simple, effective systems will help everything run more smoothly.
Your support will help us manage areas such as recruitment, volunteer and staff records, trustee administration, policies, finances and the everyday organisation that keeps Pearls working well. This will help our staff and volunteers feel supported and allow more of our team's time and energy to be focused on providing good support to women.
We're a small charity, so we need systems that are practical and proportionate rather than complicated. Someone who can work efficiently and effectively, spot where things could work better and help us find straightforward solutions will make a real difference.
Ultimately, your contribution will help us build strong foundations for Pearls, support our team to do their roles well and increase our capacity to provide consistent, high-quality support to women.
What are we looking for?
We're looking for someone who is organised, reliable and enjoys helping things run smoothly behind the scenes.
You'll need excellent communication and team-working skills, good attention to detail and the ability to work independently. As a small team, it's important that you can take responsibility for agreed tasks, work flexibly and communicate clearly so everyone knows where things are up to.
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We're particularly looking for someone who:
- Has excellent written and verbal communication skills.
- Can represent Pearls Project well when communicating with volunteers, applicants, trustees, partners or other organisations.
- Is an excellent team worker and able to build positive working relationships.
- Is organised and able to manage different tasks and priorities.
- Has good attention to detail and works efficiently and effectively.
- Can work independently, use initiative and take responsibility for agreed areas of work.
- Can report back clearly and effectively, keeping the team updated on progress, actions and anything needing attention.
- Is flexible and able to respond to the changing needs of a small and developing charity.
- Is confident using everyday digital and office systems.
- Can develop simple, practical ways of organising information and processes.
- Understands the importance of confidentiality and handling sensitive information appropriately.
- Is dependable and follows through on agreed actions.
Our values and way of working are important across the whole of Pearls, not just in our direct work with women. Compassion, connection and a relational approach should be reflected in how we work with each other, our volunteers, trustees, partners and the wider community. We're looking for someone who can understand and represent this approach in their work and communication.
Experience in administration, office management, HR, recruitment, charity administration or a similar role would be helpful, but we're also interested in people with transferable skills.
Experience of supporting trustees, Boards or governance administration would be useful but isn't essential.
If you have bookkeeping, accounting or payroll skills, we'd also be very interested in hearing from you. However, these skills are not required – bookkeeping and accounts support is also available as a separate volunteering opportunity.
Most importantly, we're looking for someone who can become a trusted part of our small team, understand how Pearls works and help us develop systems and administration that support our relational way of working.
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Hybrid
What will you be doing?
Pearls Project is looking for an organised, reliable and proactive volunteer to provide administration and office support to our small and growing women's charity.
We're at an exciting stage of development and are putting in place the systems and processes we need as our team, volunteer community and activities grow. We want someone who can help us keep things organised, develop straightforward systems and make sure the day-to-day administration behind Pearls runs smoothly.
Your role could include helping with
- Working with the team to set up and maintaining simple administrative and office systems.
- Volunteer and team recruitment administration, including applications, references, DBS processes, induction and training records.
- Supporting the onboarding of new staff and volunteers.
- Maintaining staff, volunteer and organisational records.
- Supporting trustee and Board administration, including meeting papers, minutes and actions.
- Organising policies, documents, shared files and organisational information.
- Supporting general finance administration, including invoices, expenses and record keeping.
- Helping develop practical systems as new activities and projects grow.
- Providing general administration and office and operational activity support to the Pearls team.
If you have bookkeeping, accounts or payroll experience, there is also the opportunity to support this area and potentially offer additional hours. (Bookkeeping and accounts support is also available as a separate volunteer role, so please still apply if this isn't part of your skill set- There is an additional role description on reach for this)
This is a hybrid role with some time with the Pearls team in Liverpool and with much of the work able to be completed remotely, with regular check ins.
We're looking for around 4–6 hours per week, with flexibility around how these hours are arranged.
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