Administrative Assistant (job share)

Job Overview

Incredible Surplus CIC – a volunteer‑led charity offering support to local communities.

Location: Mainly home working, plus one day per week (minimum 3 hrs) at unit 56‑58 Great Western Close, Birmingham, B18 4QF. Hours: 8 hours per week (job share) – flexible schedule across three days; overlap for both people.Salary: £13.45 per hour – the Real Living Wage. Start date: June/July 2026. Notice period: 1 month. Contract type: Self‑employed contractor – invoice us, handle tax and NI contributions.

Job Description (Job Share)

Incredible Surplus is seeking two administrative assistants to support day‑to‑day tasks alongside volunteers and co‑directors.

Responsibilities

• Calendar/Diary – keep records and reminders of monthly, quarterly and annual obligations and ensure deadlines are met on time.
• Forward emails, phone messages & enquiries.
• Basic bookkeeping & finance using Xero:
• Administrate bank account, PayPal, Sum Up and Multipay.
• Handle expenses, wages (payroll) and government submissions.
• Vehicle fleet admin – tax, MOT, service, insurance appointments.
• Allocate money/budgets for sub‑projects e.g. Compost Culture.
• Provide updates for committee meetings when requested.
• Legal – keep certifications, insurances and legal paperwork up‑to‑date, organised and available for inspection.
• General admin – file, update public website calendar, respond to and keep daily task group informed.
• Order equipment.
• Apply for funding and maintain paperwork e.g. winter food fund.
• Meet supervisor regularly, including quarterly performance reviews.

Qualifications

• Excellent oral and written communication skills.
• Strong computer skills – Excel, Google Sheets, Word, Google Docs, Email. Xero proficiency and familiarity with social media and website content management are a plus.
• Strong interpersonal skills – sensitivity and flexibility essential for a volunteer‑led organisation.
• Strong organisational skills – manage competing demands, prioritise tasks and keep the project running smoothly across several sites.
• Ability to work on own initiative, meet deadlines and seek clarification when unsure.
• Motivated and enthusiastic – quick thinking and problem‑solving to mobilise volunteers and support swiftly.
• Non‑judgemental and anti‑discriminatory attitude – valuing every volunteer’s contribution.
• Understanding of food waste, food poverty, circular economy and passion for helping communities flourish.

Incredible Surplus CIC is an equal opportunity employer. We welcome applications from all backgrounds.

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