Office Administrator

About Us

The Pepper Pot Centre is a unique Day Centre situated in the heart of Ladbroke Grove which supports over 60s Caribbean, African and other BME communities of Kensington and Chelsea and neighbouring boroughs and is open to all. The Centre opened in 1981 and offers members a range of services in a warm and friendly environment.

We are a meeting place and day centre for older members of the community. Our wide range of activities both inside and outside our centre aim to be culturally sensitive and include the provision of nutritious meals, birthday parties for members, visits to theatres museums and the seaside and much more.

In 1976 & 2006 PPC was visited by the late Queen and by the Duchess of Cornwall in 2020.

We are now seeking a part-time Office Administrator to join our friendly team working 21 hours per week.

About the role

This is an exceptional opportunity for a proactive and community-focused individual with a strong understanding of the administrative needs of our organisation, particularly in supporting older people from Caribbean backgrounds and other BME communities. Join us and take an exciting step forward in your career as an Office Administrator.

We are looking for a dedicated and organised administrative staff member to join our team. The ideal person should be detail-oriented, professional, and have good written and verbal communication skills. Your main job will be to provide administrative support and to work closely with other team members to ensure that that the office operates smoothly and efficiency.

Roles and Responsibilities:

Administrative Support:

• Answer reception enquiries.
• Coordinate volunteers to ensure that the reception and phones are always adequately staffed and answered in a courteous and professional manner.
• Manage incoming calls, emails, and correspondence.
• Maintain records, databases, and filing systems.
• Prepare reports, presentations, and documents as needed.
• Assist in billing, invoicing, and financial record keeping.

Member’s Support:

• Assist members with paperwork, forms, and inquiries.
• Coordinate transportation arrangements for members as necessary.
• Maintain members’ records and update information as needed.

Facility Management:

• Monitor inventory and order office supplies as needed.
• Coordinate maintenance and repairs for equipment and facilities.
• Ensure the cleanliness and organisation of the premises, working with the cleaner as necessary.

Finance:

• Manage petty cash, expenses, and income within budget guidelines and bank cash regularly.
• Arrange for invoices to be paid.
• Maintain a record of payments made and expenses incurred to be presented to the Pepper Pot Centre accountant.

Communication and Liaison:

• Collaborate with other staff members to ensure smooth office operations.
• Collect feedback from members and families to improve services.

Supporting the Centre Manager:

• Assist in compiling data and information for reports and presentations.
• Prepare drafts of reports and documents for the manager’s review.

Professional Development:

• Stay informed about best practices in administrative support and adult day centre operations.
• Attend relevant workshops, training sessions, or conferences to enhance skills and knowledge.
• Share insights and learning with the manager and team to continuously improve operations.

Other:

• Take on related tasks as required by the centre manager and/or trustees.
• Compile and distribute information for Board meetings.

About you

Essential:

• Good understanding of the essential needs of older individuals, particularly from Caribbean backgrounds and other BME communities.
• Proven track record in successfully managing administrative tasks and responsibilities.
• Skilled in both planned and reactive approaches to event planning.
• Proactive and capable of working independently with minimal supervision, as well as collaboratively within a team.
• Attention to detail.
• Excellent organisational abilities with a methodical approach to handling multiple tasks simultaneously and meeting deadlines.
• Strong interpersonal skills with the ability to communicate effectively with diverse populations and build rapport with members and team.
• Proficient in writing letters, and reports.
• Fully competent in the use of Microsoft Office Suite, including Excel, Word, Power Point and other relevant software.
• Proven experience in an administrative role or similar position.
• Strong communication skills, both written and verbal.

•  A friendly and approachable demeanour.
• Strong customer service experience and ethos.

Desirable

• Experience working in a non-profit or community-focused organisation.
• Experience of working with a management committee.
• Knowledge of the Statutory and Voluntary sectors.
• Problem-solving skills.
• Strong research capabilities.
• Full clean driver’s license.

Application Process

Closing date for applications: 

The application deadline is Month 4th November 2024 with interviews in the week of 18/11.  However, we reserve the right to close the application early.  An early application is strongly recommended.