We are recruiting an Administrative assistant.

They will play a key role in both establishing and maintaining good practice in our busy office, which is shared with other refugee support organisations. This is a lively and stimulating working environment, with opportunities to engage with The Sanctuary as a whole.

The job description and person specification is below.

Please apply by letter and attaching a CV, to:

Jobs, South Yorkshire Refugee Law and Justice, The Sanctuary, 37 – 39, Chapel Walk, Sheffield S1 2PD

Or syrljcoordinator@gmail.com

Closing date: Monday 16th July 2018 at 23.59.

Interviews will be in the week beginning Monday 30th July 2018.

If you have questions about the job, please phone us: 07851 528145 or 07724 536249, Tuesdays and Wednesdays.


Job title:                             Administrative assistant

Responsible to:                 SYRLJ Coordinator

Salary:                                 £16,781 pa full time, pro rata: actual salary £6,712.40

Hours:                                 14 hours per week

Contract:                             Fixed term for 18 months. Renewal subject to funding

Holidays:                             25 days plus English Bank Holidays (pro rata)


About South Yorkshire Refugee Law and Justice

SYRLJ is a small voluntary organisation which has been providing legal help for refused asylum seekers since 2011. This includes research, advice, referral and fresh protection or family life claims. SYRLJ is based in The Sanctuary, Sheffield, a vibrant new centre for refugees, asylum seekers, and refugee support organisations.

SYRLJ is registered with the Office of the Immigration Services Commissioner to level 3. To date SYRLJ’s legal work has been carried out by qualified volunteers supervising students and others. We are entering an exciting new phase, as we have secured funding which enables us to employ a qualified Legal Officer and an administrative assistant. The funding comes through agreements with two of our existing close partners, the British Red Cross and ASSIST Sheffield. This will enhance our effectiveness in giving legal support to refused asylum seekers, and place our work on a more secure footing.

SYRLJ provides detailed research, intensive casework and legal advice. We investigate cases thoroughly and imaginatively with the aim of establishing a legal route forward to obtain status wherever possible. We focus mainly on fresh claims for international protection but also work on Article 8 and statelessness applications. There may be opportunities to expand our activities, for instance to include exceptional case funding applications and legal aid appeals.

We are well embedded in the local community and network of voluntary organisations, and have a strong relationships with local legal practitioners and the University of Sheffield Law Department, who recruit our student volunteers.

Job purpose

To support administratively the provision of high quality immigration advice to refused asylum seekers in South Yorkshire.

To maintain, and, where needed, to establish, effective and accessible office practices in SYRLJ

To assist in recording data to meet the monitoring requirements of our partnership agreements.

To work with the staff and volunteer team to maintain the ethos of SYRLJ.

Main duties and responsibilities
Equal opportunities
  1. To actively promote the aims, core values and equal opportunities of SYRLJ.
Administration supporting casework
  1. With other members of the staff team, to oversee the design, provision and use of SYRLJ’s office resources, including online resources and office equipment.
  2. To ensure efficient and confidential handling of incoming post, including scanning and uploading clients’ documents and informing caseworkers of its arrival.
  3. To support caseworkers in making appointments, giving reminders to clients, and booking interpreters.
  4. To support volunteers to use and become familiar with IT and other resources in SYRLJ
  5. To maintain, and where needed to establish, efficient document sharing.
  6. To maintain stationery and other office supplies in an economical and timely fashion.
  7. To ensure office equipment is maintained.
Financial administration
  1. To ensure timely payment of bills and invoices
  2. To ensure subscriptions are maintained
  3. To maintain a calendar of other renewals (e.g. insurance, licences) and to ensure that these deadlines are met.
  4. In collaboration with the Coordinator and Legal Officer, to develop and maintain an inclusive and creative working environment for staff and volunteers;
  5. To support delivery of training to volunteers and partner organisations as required.
  6. Assist in maintaining case records for the purpose of continuity, information retrieval, monitoring and reporting;
Professional development
  1. To attend support and supervision and appraisal meetings;
  1. To attend staff/trustee meetings as required.
  2. To undertake any other duties that are compatible with the functions of the post.
Working arrangements

The post holder will work a 14-hour week and be based at the SYRLJ office in Sheffield. Normal working hours will be within usual office hours, although there may be occasional meetings, training and other events outside normal working hours.

Actual days of work are negotiable, although spreading hours to cover more than two days is desirable.

SYRLJ is a small organisation. The post-holder will need to be highly motivated to identify priorities on a day to day basis. There is one existing part-time member of staff (the Coordinator), and a new post of Legal Officer is being advertised at the same time as this one. The Administrative Assistant will work closely with both staff members.

Person specification

Please note that all points within this list must be addressed when completing your application. You should go through the person specification point by point and show on your application how you have the particular experience, knowledge or ability asked for, giving examples. Applications must be in the form of a CV and covering letter.

Essential requirements
  1. Experience of carrying out effective office administration.
  2. Strong IT skills.
  3. Ability to communicate well with a wide range of people.
  4. Ability to work self sufficiently
  5. Ability to work in a resource limited environment
  6. Ability to work in a small team
  7. Demonstrable skills in written and spoken English to enable effective communication with colleagues and stakeholders
  8. Willingness and ability to work alongside volunteers.

Experience of working with volunteers or as a volunteer.

Other information

SYRLJ is not able to sponsor visas, and so the person appointed will need to have a right to work in the UK.

This post is part funded by the National Lottery through the Big Lottery Fund.

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