Administrative Assistant

Contract Type: 
Part time
Application deadline: 
Monday, 28 February, 2022 - 17:00
Fixed Salary
Per Hour
West End Refugee Service

Contract Type


Reports to

Finance and Operations Manager

Informs and Co-ordinates with

Office Manager, staff and volunteers

Working Hours

15 hours per week

During Covid-19 restrictions the role will require a mixture of home and office working.


9.90 per hour (Living Wage)

Deadline for Applications

Monday 28th February 2022 5pm


Tuesday 15th March 2022

Please note that if you are successful at gaining an invitation to interview you will be informed of this via email on Thursday 10th March 2022

WERS is looking for a positive, proactive and efficient Administrative Assistant with good communication, organisation and IT skills to provide essential administrative support to a busy team delivering vital services to asylum seekers and refugees in Newcastle and the surrounding area.

Please find below the job description and person specification.

Please see the vacancies page of our website for the application form Jobs — West End Refugee Services (WERS)

Please complete the application form and send to or post to: Melissa Younger, Finance & Operations Manager, West End Refugee Service, St Philip’s Vicarage, St Philip’s Close, Arthur’s Hill, Newcastle upon Tyne, NE4 5JE to arrive by 5pm on Monday 28th February 2022.

About WERS

West End Refugee Service is a registered charity supporting people seeking asylum and refugees in the North East of England.  Our range of integrated services aim to tackle disadvantage, poverty, discrimination and isolation experienced by those we support.  Our services include advocacy and advice via drop-ins and outreach work, a hardship fund for destitute asylum seekers, practical support for those experiencing poverty, a befriending project, a supported volunteer project for clients and an awareness raising programme.  WERS aims to empower men and women, whose futures have been irrevocably changed by past events in their home country, to regain control of their lives and fulfil their potential.

The Administrative Assistant Role

In your role you will provide an essential positive, welcoming and supportive office contact for all users of the service. You will work with the Finance and Operations Manager and the Office Manager to support all aspects of the day-to-day activities at WERS operate efficiently and effectively, providing a range of administrative support and accurate record keeping of its services. You will work as an effective member of the wider WERS team, delivering administrative support across all WERS projects as applicable.

Main Responsibilities

You will:

  1. Work alongside the Office Manager, to act as an initial point of contact for general enquiries from service users including people WERS supports, volunteers, supporters and partners, via phone, email, face-to-face.
  2. Support accurate record keeping across all areas, contributing to reports and complying with data projection policies. 
  3. Support the coordination of the WERS diary, staff rotas and room usage within the building.
  4. Support the Office Manager & Finance and Operations Manager with basic building and office maintenance and coordination (IT infrastructure, office supplies for staff, internal signage etc).
  5. Provide administrative support to the team, using a range of Microsoft Office Programmes e.g., processing post, typing/printing letters, creating reports/documents, minute taking, maintaining the WERS online diary, booking interpreters, supporting evaluations.
  6. Support Operations and Finance Manager and Office Manager with bookkeeping tasks, recording monthly expenditure, and processing expenses and payments as required.
  7. Work within the policies and procedures of WERS and apply consistent principles of diversity and equal opportunities throughout the work of the charity.
  8. Attend training as appropriate.
  9. Undertake any other duties as may reasonably be required.
  10. Uphold the mission, vision and values of WERS.

Person specification

We are looking for someone with a positive and proactive approach who really enjoys working in a team. We work to support people who experience significant challenges and hardship and we work at pace.  We’re a small charity with big impact. We are looking for someone who can provide key support to a busy team, who can communicate sensitively with a broad range of people from clients to partners, supporters and to volunteers and can work under pressure managing multiple priorities. 


  1. Good attention to detail, ensuring high quality of data and record keeping.
  2. Strong organisational skills.
  3. Good IT skills including knowledge of Microsoft Office Packages.
  4. Strong communication skills with the ability to engage with a broad range of people, by phone, in person and by email.
  5. Good numeracy and literacy skills.
  6. The ability to work flexibly, is organised and able to manage multiple daily tasks.
  7. Commitment and understanding of equal opportunities.
  8. Friendly, approachable and non-judgemental.
  9. Commitment to the work of WERS tackling the challenges faced by asylum seekers and refugees in UK.
  10. Willingness to work collaboratively, supportively and flexibly, within a busy team.


  1. Experience of working in an office environment.
  2. Knowledge and understanding of issues facing asylum seekers and refugees.
  3. Aptitude and willingness to learn new skills/ IT packages.
  4. Working knowledge of databases 
  5. Experience of bookkeeping and accountancy packages.

We particularly welcome applications from black and minority ethnic candidates, individuals with lived experience of seeking asylum, and people with language skills relevant to the community that we work with.