Bristol, Bristol City (Hybrid)
Saint Paul's, Bristol City
£11.700 per annum (£28,860 pro rata)
Permanent, Part-time, 15 hours per week
Job description

Aid Box Community is a small, dynamic refugee charity whose staff team is supported by an amazing pool of volunteers and donors. We are looking for am experienced  Administrator who will be responsible for efficient and effective administration of the charity.

Aid Box Community provides support, supplies and sanctuary to refugees and people seeking asylum in Bristol. Our Welcome Hub is a safe space where people can come to be part of our community, for a chat and a cuppa, signposting to our partner services or just to escape isolation and build friendships. We also have a Free Shop where we provide a choice of free, quality items donated by the public - from clothing, toiletries household toys, to electrical items. We run a Connections program connecting people for friendship and run both Women’s and Men’s Activity Groups. All with loads of Love and Hope. 


The Charity Administrator will be responsible for documentation relating to HR and governance and ensure appropriate staffing practices are maintained. They will formally report to the Directors and liaise regularly with the Board Treasurer.  

Key responsibilities:   

  • Charity administration  

  • Manage charity calendar    

  • HR support 

  • Support with Governance, Risk Management, GDPR 

  • Oversee Statutory Responsibilities and Health & Safety 

  • Secretary to the Board of Trustees 

Charity Administration: Manage charity calendar; develop and maintain all key documentation for the charity including policies, contracts, risk assessments etc; create and maintain filing and other office systems; ensure that office systems are reviewed and kept up to date; monitor welcome email address and respond or forward as appropriate. 

HR: Manage contracts; provide focal point for team questions and managing all day-to-day HR issues; liaise with Director HR lead; organize staff manual policies awareness and organise training sessions for team and trustees; regular review and update of HR policies; assist with recruitment and onboarding new volunteers and staff. 

Governance/Risk Management: Staff manual review, organise policies awareness and training for team; organise training as needed for trustees; support the Director in their safeguarding role; uphold and implement GDPR compliance; support with regular review and update of governance and risk management process.  

Charity statutory responsibilities and Health and Safety:  support the directors in ensuring charity legal, statutory and regulatory compliance including filing returns to charity commission etc; ensure Directors and Trustees have all up to date documentation and reminders of all statutory and other Charity Commission guidance; organise training sessions as required 

Secretary to the Board: liaise with the Chair, prepare meeting papers and take minutes at trustee meetings and other meetings (max 15 a year, some of which are evenings); uphold all formal Company Secretary duties with the Charity Commission.  


Experience, qualifications, and requirements 

This role requires great attention to detail and excellent organisational skills and requires experience working as a PA or Administrator.  

Applicants must be adept at using Microsoft Teams, Outlook and Excel.  

We are looking for candidates with a passion for supporting, and/or lived experience of, the challenges faced by asylum seekers and refugees in the UK.  


You must  

  • Have a high level of attention to detail  

  • Be highly organised and self-motivated 

  • Have a minimum of 2 years' experience as an administrator or PA 

  • Be willing to learn and be adaptable to the changing needs of a small, dynamic charity  

  • Be an open and honest team player who is passionate about what we do and the impact we make  

  • Be able to work effectively from home and a busy office  

  • Be able to access Bristol as required   

You would ideally have  

  • Charity Experience 

What we do for you  

Role with purpose – Your work will be changing the lives of the most vulnerable people in our society. 

High energy, high impact environment – The nature of the work means that we are always ready to respond to crisis, meaning that no two days are the same but the work we do has a direct impact on the people we work with, and this gives back a huge level of job satisfaction.  

Application process  

To apply for this position, we would like to see an up-to-date CV, a supporting letter of no more than 500 words with some information about you and why you think you would be right for this role. 

If you are successful, we plan to interview on Thursday 16th June so please be available on this day or let us know if this will be a problem.  


Registered Charity Number 1172697 


More about Aid Box Community

Aid Box Community provides support, supplies and sanctuary to refugees and people seeking asylum in Bristol. Our Welcome Hub is a safe space wh... Read more

Posted on: 19 May 2022
Closed date: 12 June 2022 at 23:59
Tags: Admin, IT

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