Birmingham, West Midlands
£21000 pro rata
Contract, Part-time, 30 hours per week
Job description

This exciting new role, funded by the National Lottery, will be provide key services to the team, ensuring that the business of ASIRT runs smoothly, an in compliance with regulations.As well as being responsible for financial reporting, you will provide administrative support to the legal work of the team, and work to help develop the systems and process of the organisation.

You will be at the centre of the team as we move into our new strategic plan, at a time of change within the organisation and within the sector. This is an exciting opportunity for someone looking for a career in immigration law within the charity sector. There will be opportunities for development and training for the right candidate.

Specific duties

Administrative responsibilities

  • Maintain office administrative systems including filing & electronic records and support the Director to ensure our work is compliant with GDPR, our policies and procedures and the requirements of the Office of the Immigration Services Commissioner (OISC)
  • To provide receptionist duties to the team
  • Board support responsibilities
  • Support the Director and Board in developing and maintaining the charity’s HR, financial and other policies, procedures, and processes, and carrying out regular reviews alongside the Director in light of business needs and external requirements
  • Support the Director with the coordination of Board of Trustees’ meetings, ensure meetings are diarised, the agenda and papers are compiled and distributed in a timely manner and in an appropriate format, and minutes are taken, checked and distributed

Financial responsibilities

  • Support the Director in financial matters, such as coding income and expenditure, checking bank statements, liaising with external bookkeeper to ensure payroll is completed accurately, management accounts are received, and so on
  • Maintain petty cash processes, including monthly reconciliation
  • Team Support responsibilities
  • Check and input data within our information management systems (Advice Pro), run reports from the system and record any other activity on other relevant documents and forms
  • Place stationery orders and ensure team members have what they need to do their jobs
  • Produce client care letters and case closure letters, maintain electronic and paper filing systems

HR responsibilities

  • Support recruitment, selection and induction processes, providing administrative support, and guidance and advice to all staff involved to ensure all policies and procedures are adhered to
  • Undertake initial training in policies, procedures, and processes, as well as setting up computer and database login, for volunteers, individuals on placement and new employees.
  • Support the development of policies and procedures and ensure that all are kept in line with current legislation

Other responsibilities

  • Contribute to the development of the website and other social media
  • Participate in and contribute to own appraisal and supervision process, and continuing professional development
  • Other tasks as may be deemed appropriate or necessary to the smooth functioning of the office
  •  Be aware of and adhere to the organisation’s policies and procedures, including the organisation’s equal opportunities policies and with due regard for health and safety
  • Travel as appropriate to deliver the role
  • Work flexibly and be available for occasional out-of-hours, including evenings and weekends

Person Specification

E = essential

D= desirable

Candidates will only be considered for interview if they meet the essential criteria.


  • A demonstrable commitment to the field of migrants’ rights (through work, volunteering or study) (E)
  • At least 2 years’ experience working in a small busy team, preferably in an advice or charity setting (E)
  • Experience in financial procedures including (but not limited to):  petty cash handling, banking, managing invoice flows and coding and attributing income and expenses, (D)
  • Experience of working with a diverse and vulnerable client group (D)
  • Experience of organising and minuting meetings (D)
  • Experience of working within a quality-regulated environment, e.g. OISC, Lexcel, AdviceUK or other (D)


  • Ability to work with a wide range of individuals, groups, and external agencies(E)
  • Excellent written and verbal English skills (E)
  • Strong computer skills, including speed and accuracy, and a good understanding of spreadsheets, ideally Office 365 cloud based and AdvicePro (E)
  • Understanding of typical office equipment, such as photocopying, scanning, printing (E)
  • Ability to work to deadlines, manage and prioritise your work effectively (E)
  • Some knowledge of HR policies and processes and of GDPR (D)


Personal qualities

  • Well organised, able to undertake multiple tasks, work under pressure, meet competing demands, take good decisions and stay focused
  • Pay close attention to detail, able to understand different project requirements and monitor against them, including identify errors and omissions against requirements and then ensuring compliance
  • Able to work without close supervision and as part of a team, flexible and adaptable
  • Excellent communication skills, including the ability to listen, discuss and influence with openness and integrity.

Other requirements

  • Our work sometimes requires a degree of flexibility and so the post holder will occasionally be expected to work out of normal office hours, including some evenings and weekends.
  • Language skills in the communities we work with would be advantageous



How to apply

Closing date for applications: midnight on 31/1/2020                   

Interviews will take place week beginning 8/2/2020

Note that at this time our intention is to conduct interviews via a Zoom or similar conference call. Full instructions will be supplied in advance -

Please send a recent CV and a letter of application, expressly addressing the points on the person specification through the Charity Job applciation process.

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Posted on: 07 January 2021
Closing date: 31 January 2021
Tags: Admin, Finance
Job closes in 6 days
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