Data & Administrative Officer

Job Title:        Data & Administrative Officer

Location:        The Gap Centre, 42 Stow Hill, Newport

Hours:            28 hours per week (Part-Time) Usual working pattern: Monday – Thursday, 9:30 AM – 5:00 PM (including a 30-minute unpaid break)

Salary:            £18,345.60 per year - Actual (£12.60 per hour - Real Living Wage)

Contract Terms & Role Evolution:   This role is initially offered on a one-year contract, with the intention of securing funding to establish a permanent position. As The Gap Wales continues to grow, the responsibilities of this role may evolve in response to organisational needs.

Reporting To:   Report directly to the Operations Director, while working collaboratively with all staff and providing support across departments as needed.

Job Purpose:

The Data & Administrative Officer - with Reception & Support Services duties will be responsible for managing reception duties, administrative coordination, service-user data handling, and frontline support. This role is crucial in ensuring the smooth day-to-day operations of The Gap Wales and creating a welcoming environment for asylum seekers, refugees, and other service users.

Organisational Context:

The Gap Wales is committed to supporting asylum seekers and refugees in Newport, offering structured advocacy, integration programmes, and community-led initiatives. This role plays a vital part in ensuring that individuals accessing our services receive timely support and an efficient administrative process.

Main Duties and Responsibilities:

Reception & Frontline Support:

• Serve as the first point of contact, greeting visitors and handling enquiries in person, via phone, and email.
• Provide frontline support by triaging service-user needs and signposting them to relevant staff, services, or external agencies.
• Maintain a welcoming and inclusive atmosphere, ensuring vulnerable individuals feel respected and valued.

Data Management & Analysis:

• Manage and update service-user records, ensuring accuracy and compliance with GDPR.
• Assist with data collection and basic analysis to monitor service impact and inform reporting.
• Maintain confidential records and assist with documentation required for funding applications and grants.

Office Administration & Coordination:

• Oversee daily office operations, including scheduling meetings, managing correspondence, and maintaining filing systems.
• Assist with event planning, volunteer coordination, and onboarding processes for new staff and volunteers.
• Support the preparation of reports, presentations, and outreach materials.

Basic Support Services & Resource Management:

• Provide administrative support to frontline services, including monitoring inventory and ensuring essential supplies are available.
• Maintain oversight of service-user needs and ensure appropriate guidance on available resources.
• Support fundraising activities and project documentation, ensuring transparency in organisational reporting.

Salary & Benefits:

• £18,345.60 per year (Actual), paid in line with the Real Living Wage.
• Annual leave: 25 days plus bank holidays (Pro rata)
• Pension scheme: Contributions in line with organisational policy.
• Reasonable work-related expenses will be reimbursed in line with organisational policy.
• Opportunity to work in a meaningful, community-focused organisation making a tangible impact.

Training and Development:

·        Successful candidates will benefit from robust training and mentoring programmes, ensuring continuous skill enhancement and professional growth. We invest in our team's development through regular workshops, courses, and hands-on mentoring, helping you stay at the forefront of your field. As the role evolves and funding is secured, there will be additional opportunities to expand your responsibilities and progress into a permanent, strategic position within our organisation.

General Responsibilities:

• Maintain confidentiality and handle sensitive information appropriately.
• Uphold values of equality, diversity, and inclusion in all aspects of work.
• Represent The Gap Wales professionally in interactions with service users, partners, and stakeholders.

Person Specification:

Essential:

Skills:

·        Strong organisational and administrative abilities.

·        Excellent communication and interpersonal skills, particularly in a frontline support role.

·        Proficiency in Microsoft Office and basic data management tools.

·        Ability to manage sensitive situations with empathy and professionalism.

Experience:

·        Candidates should be comfortable engaging in customer-facing interactions, managing reception duties, and providing proactive support in a busy environment.

·        Background in office administration, including recordkeeping, scheduling, and coordination.

·        Candidates need to be comfortable managing confidential information and adhering to GDPR guidelines.

Attributes:

·        A proactive, detail-oriented approach to work.

·        Ability to work independently while collaborating effectively with colleagues.

·        A commitment to equality, diversity, and inclusion in a community-focused setting.

Desirable:

Skills:

·        Multilingual abilities to assist in service-user communication.

·        Experience with data handling, reporting, and impact assessment.

Experience:

·        Familiarity with asylum and refugee support services.

·        Background in fundraising or supporting grant applications.

Attributes:

·        A strong understanding of the challenges faced by asylum seekers and refugees.

·        Adaptability to evolving organisational needs and responsibilities.