Purpose of the role

Help Plateful Café run smoothly by providing organised, reliable administrative support across its training, catering, volunteering and community activities. The role is primarily administrative, working with other teams rather than replacing their specialist responsibilities.

Main responsibilities

1. General administration

Maintain shared records, contact lists, templates, meeting notes and action lists, keeping information accurate and easy to find.
Help arrange meetings, send agreed invitations and reminders, prepare documents and follow up assigned actions.
Respond to or route routine enquiries using agreed guidance; escalate sensitive or complex questions to the appropriate person.

2. Purchasing and practical support

Research suppliers, compare prices and delivery terms, and prepare short recommendations for approved purchases, equipment, ingredients or merchandise.
Keep an organised record of quotations, orders, receipts and deliveries; purchases are made only with prior authorisation.

3. Events, markets and catering support

Assist the events team with checklists, booking and supplier details, volunteer rotas, materials, guest information and event follow-up.
Help request raffle prizes or in-kind donations using approved messages and record the responses; event leads retain responsibility for planning and delivery.
Provide administrative help for market stalls, pop-ups, community dinners and catering bookings as agreed with the relevant lead.

4. Volunteer recruitment and coordination

Post approved volunteer vacancies on agreed platforms, track enquiries and help arrange introductions or interviews.
Support onboarding administration, including forms, induction schedules and access to relevant policies; refer recruitment or safeguarding decisions to the designated lead.

5. Fundraising administration

Help organise funder information, supporting documents, deadlines and acknowledgements in coordination with the fundraising team.
Support proofreading, formatting and compiling attachments for grant applications when requested; researching and writing applications remain with the fundraising team.

How the role works

Work from an agreed task list, with priorities and deadlines set by the designated supervisor; give a short regular update on progress and any problems.
Use Plateful Café’s shared folders, templates and trackers, keeping documents in the agreed location rather than in personal accounts.
Observe confidentiality, data protection and safeguarding policies. Do not independently commit charity funds, approve public communications or make decisions about beneficiary cases.
Occasional attendance at events may be agreed in advance; the role does not require cooking or leading events.

What we are looking for

Good written and spoken communication; an organised, accurate and dependable approach.
Confidence using email, spreadsheets, shared documents and online platforms, with willingness to learn new systems.
Ability to take initiative within agreed boundaries, work independently and collaborate with volunteers and staff.
Commitment to equality, inclusion, confidentiality and Plateful Café’s mission.

What you will gain and the difference you will make

You will gain hands-on experience in charity administration, procurement research, event support and volunteer coordination. Your contribution will help reduce the administrative load on a small team, enabling more time for training, paid opportunities and welcoming community activities for refugees and people seeking asylum.

About Plateful Café

Plateful Café is a volunteer-led charity supporting refugees and people seeking asylum to develop skills, confidence and pathways into work in catering and hospitality. We deliver practical training, catering, community events and food-led activities that bring people together.

Volunteer Administration Assistant