Administration Management Jobs

At Ambitious about Autism, we're currently looking for an Office Manager to join our team at TreeHouse School.

You'll provide high quality administrative and reception support to TreeHouse School, overseeing the running of the front office and acting as a central information point for staff, parents and visitors.

Some key duties will include:

• Managing the stationery budget and ordering supplies for the school
• Line management of the Receptionist
• Arranging meeting room bookings
• Managing the team's annual leave

We are looking for someone who has:

• Strong administrative and reception experience
• Excellent IT skills
• Excellent interpersonal skills at all levels via telephone and written communication
• Experience of using your own initiative to plan and manage your own workload

In return, we offer great benefits including a generous holiday allowance and commitment to continued professional development (CPD), flexible, hybrid working and more!

This is a fantastic opportunity for an ambitious individual who would like to work for a forward-thinking, open and honest organisation and make a real impact to the young people we work with. Please find our full recruitment pack on the link below.

If you have any questions about the role or would like to have a confidential chat, please contact James Axford, Recruitment Officer.

Ambitious about Autism is fully committed to equality of opportunity and diversity and we warmly welcome applications from all suitably-qualified candidates. We welcome applications regardless of race, colour, nationality, ethnic or national origins, religion or belief, sex, sexual orientation, gender reassignment, marital or civil partner status, pregnancy or maternity, disability, or age. All applications will be considered solely on merit.

Ambitious about Autism is committed to safeguarding and promoting the welfare of children and young people and successful candidates will be subject to an Enhanced DBS check. As part of our Safer Recruitment checks, an online search maybe carried out in line with Keeping Children Safe in Education.

The Safeguarding responsibilities of the post as per the job description and personal specification.
Whether the post is exempt from the rehabilitation of Offenders Act 1974 and the amendment to the Exceptions Order 1975, 2013 and 2021. This means that when applying for certain jobs and activities certain spent convictions and cautions are ‘protected', so they do not need to be disclosed to employers, and if they are disclosed, employers cannot take them into account. Further information about filtering offences can be found in the DBS Filter Guidance.

We are looking for a proactive, organised, and detail-oriented Finance & Operations Administrator to join our dedicated Operations Team.

This is a varied and hands-on role, responsible for ensuring the smooth running of our finance, office, and building management operations. You'll work closely with all departments, our outsourced partners, and key stakeholders to support the daily functioning of the Society.

Key Responsibilities

Finance Support

• Prepare weekly payment packs for review by our outsourced accountants.
• Process invoices, expenses, and bank credits, ensuring correct authorisation and coding.
• Manage credit card expenses and out-of-pocket expenses via our online platform.
• Assist with debtors, creditors, and quarterly reviews with outsourced partners.
• Support the annual financial audit and maintain organised financial filing systems.

Office Administration

• Oversee office cleanliness and liaise with Facilities Management Receptionist as needed.
• Coordinate room setup, catering, and staff meetings.
• Maintain office supplies, stationery, and consumables, ensuring they are stocked and within use-by dates.
• Manage the Business Trainline platform and liaise with suppliers to review pricing.

Health & Safety

• Assist with Health and Safety administration, ensuring compliance with regulations.
• Act as a Fire Marshal and First Aider, conducting regular checks and maintaining supplies.
• Conduct monthly building health and safety checks and manage risk assessments.
• Provide health and safety inductions for new staff and contribute to policy development.

Building Management Assistance

• Support facilities management projects and liaise with contractors to resolve issues.
• Maintain key logs, coordinate building access, and manage handyman requests.
• Prepare tenant rent and service charge invoices and provide building inductions for new staff.

Key Attributes

• Proven 3+ years of experience in an administrative role, ideally in a similar environment.
• Strong organisational skills with attention to detail and the ability to prioritise effectively.
• Proactive and self-motivated with excellent communication skills.
• Proficient in IT, especially Excel, and experience using online expense platforms.
• Flexible and able to manage tasks under pressure while maintaining a high standard of work.

What We Offer

• Competitive salary and benefits package.
• A friendly, supportive and collaborative work environment with room for personal and professional growth through our training opportunities.

The Physiological Society is an equal opportunity employer. We are committed to actively promoting equality, diversity and inclusivity, creating an inclusive environment for all employees.

How to Apply
If you're a proactive and organised individual with proven administrative skills, we'd love to hear from you. Please submit a cover letter outlining why you’re the ideal candidate for this role

Please do not apply  if you do not have the legal right to work in the UK.

The application deadline is 28 February but we reserve the right to interview strong candidates as they arise.

About Gaddum

At Gaddum, we treat everyone as individuals. We really get to know those we help, understanding their world to offer a range of support that’s right for them. Our promise of tailored support is made possible by our breadth and depth of knowledge, through our unwavering commitment to the local people of Greater Manchester.

Our experience listening to generation after generation, for nearly 200 years, has taught us the importance of considering not just the individual but also the relationships around them. Our innovative approach means we can, not only build resilience, but identify further risks and offer preventive support now and in the future. At Gaddum, we believe that by supporting individuals, we ultimately help support entire communities.

Our aim is to empower and enhance the lives of people in Greater Manchester.
 

Outline of service:

Gaddum and Manchester Mind have come together to provide a new and innovative service which will support people to leave inpatient mental health settings and return to their community with the support they need to recover and remain well.

As a team, we will deliver psycho-social interventions, advocacy, housing and welfare rights advice and peer support. There will also be tailored support to young people (those under the age of 25). All we do is underpinned by listening and ensuring people feel heard – because we know that when people are listened to, they recover. The team will be working with colleagues within the mental health, primary care, inpatient and community sectors.
 

Job Purpose of Senior Administrator:

To provide high quality administrative support to the Discharge from Hospital Team – this will be a team based between Manchester Mind and Gaddum.

Your role will provide much needed support for monitoring, data and evaluation requirements of the service and the management of inbound webform referrals (including outcome/ feedback forms on our case management system).

You will also respond to or delegate emails and voicemails to the service appropriately, requiring a good knowledge of the service. You will also support the Service Manager with the improvement and development of administrative and reporting functions.
 

Main Duties and Responsibilities

Administration and Project Support

• To complete specific tasks allocated through work plans and project plans, independently.

• To manage resources of the service, maintaining the resources folder, ultimately ensuring people have the right information where and when they need it.

• To amend and update resources as needed on Canva, developing and updating them as required.

• Support the development of communication materials including Easy Read Guides with support from Service Manager.

• To coordinate the arrangement of meetings, conferences and other events.

• To minute and keep a record of meetings as required.

• To manage the purchasing of service and employee resources as required using Gaddum finance processes.

• To curate online resources, internally and externally.

• To develop and maintain administrative systems as needed.

Reporting and Monitoring

• To compile data as requested to assist in the production of monthly and quarterly reports as requested following standard operating procedures

• To run reports as appropriate using agreed databases (such as, but not limited to, NHS and Local Authority) databases.

• To build, run and amend reports to meet changing reporting requirements.

• To ensure data relating to client contact are accurately recorded on our case management system (such as, but not limited to, referral and feedback forms).

• To use Microsoft Excel and any other appropriate system to review and manage reports in line with data reporting requirements.

• To input outcome monitoring forms accurately on to case management systems from a range of mediums including online forms, paper form and other formats as preferred by the client.

• In respect of data entry, identify and support the organisation’s migration into technological solutions that remove the need for third person data input.

• Ensure best practice Information Governance approaches are in place to maintain the best data management systems possible – ensuring compliance with the Information Commissioner’s Office and Gaddum’s Information Governance Framework.

Managing referrals and maintaining records

• Process inbound webform referrals, checking for accuracy, duplication and completeness of data.

• Support, alongside colleagues, the development of referral routes that align with service needs.

• Identify gaps in completeness of data for reporting requirements and develop solutions to address them going forward (e.g. identifying training options to upskill colleagues).

• Ensure best practice Information Governance approaches are in place to maintain the best data management systems possible – ensuring compliance with the Information Commissioner’s Office and Gaddum’s Information Governance Framework. Communication with clients and professionals

• Managing team inboxes, responding to emails as appropriate and delegating communication to appropriate colleagues.

• Respond to voicemails as appropriate, ensuring people receive a timely and professional response and resolving issues with as fewer contacts as possible.

• Contact clients for feedback, where appropriate, and accurately input feedback into outcome monitoring fields.

The Samaritans of Manchester and Salford are looking for a part-time Administrator to work in their city centre branch. Manchester and Salford Samaritans is located in Manchester City Centre and is a local branch of the national charity Samaritans.

Our Vision: Fewer people in the UK die by suicide.
The Samaritans do this by

• Reducing the feelings of distress and crisis that can lead to suicide.
• Increasing access to support for people in distress and crisis.
• Reducing the risk of suicide in specific settings and vulnerable groups.
• Influencing governments and local agencies to take action to reduce suicide.

The Manchester and Salford Branch currently has 180 active volunteers who provide a confidential, non-judgemental listening service round the clock every day of the year. Our callers can contact us on the phone or via email. The branch also supports Listeners in two local prisons.

The purpose of this job is to provide administrative support in the Branch so that the volunteers have what they need to provide the service that supports our callers.
The role will include:

· Responding to emails and enquiries. 
· Completing monthly checks of the building.
· Supporting the Leadership team.
· Managing information and records.

This is an office-based role a part-time post for 15 hours a week working 5 hours for 3 days each week. The role is a job share and is based in our office on Oxford Street in Manchester where volunteers take calls. The working hours will typically be 10am – 3pm. Typically Wednesday, Thursday and Friday to provide consistent support during the week. Approximately once a month there is a requirement to work in the evening for 2 hours to prepare and minute Leadership Meetings. The dates of these evening sessions are known well in advance. On those days any hours worked in the evening are instead of the usual hours earlier in the day. 

• PAY £12.00 per hour
• HOURS 15 hours per week over 3 days – typically Wed/Thur/Fri. - 10am-3pm 
• Office-based – central Manchester (Part of a job share)

A small well established national heart charity requires a half-time experienced Administrative Assistant to work in Bromley, Kent BR2 and Dulwich SE22.  Flexible Hours.  Working with friendly staff who meet goals of support, education and research for UK families with heart disease.

Previous charity experience and Microsoft Office familiarity desirable.

Job involves assisting with Website Management and Social Media Posting, hosting zoom Trustee Meetings and manning information booth at London conferences twice yearly.

Annual renewable contract with pension and 10 days holiday entitlement plus bank holidays.

Please see Marfan Trust website.   Closing Date: 28th February 2025 

   

Web Optimisation Manager

This role is based in the UK on either a remote homeworking contract or a hybrid contract based in our London office. Salaries are representative of work location.

Salary: £47,512 based in our London office, hybrid two days per week with three days from home.

Salary: £42,773 remote homeworker (UK)

Contract type: this position is a fixed-term contract for 12 months.

About us

Christian Aid exists to create a world where everyone can live a full life, free from poverty. We are a global movement of people, churches and local organisations who passionately champion dignity, equality and justice worldwide. We are the changemakers, the peacemakers, the mighty of heart.

We're committed to building a diverse and inclusive workplace, and recognise the value this brings in forming strong, creative and high performing teams. We welcome applications from all sections of the community, and from those with experience from outside of the voluntary sector. And no, you don't have to be Christian to work here - we encourage people of all faiths and none to apply. We just ask that everyone lives out our values of dignity, equality, justice and love. We value a good work-life balance, so we're open to part-time and flexible working. We also offer hybrid working for our office-based colleagues and the option of being a homeworker for most of our roles too.

Learn about our vision, mission and values

About the role

As a Web Optimisation Manager, you will lead efforts to enhance Christian Aid's digital presence by analysing web traffic, user behaviour, and driving data-informed improvements. A key part of your role will involve running A/B tests to identify opportunities for optimisation and improve conversion rates across our digital platforms. Collaborating with cross-functional teams, you'll develop and implement effective SEO strategies, refine user journeys, and deliver exceptional user experiences. Your expertise in advanced analytics, testing tools, and Conversion Rate Optimisation (CRO) will play a vital role in advancing Christian Aid's fundraising, advocacy, and engagement goals.

Key outcomes

-Drive the strategic development of the digital ecosystem to fulfil Christian Aid's needs and business objectives.

-Develop and implement the charity Search Engine Optimisation (SEO) and link-building strategy to improve our web platforms health and attract relevant traffic to support user acquisition targets.

-Deliver key projects, including technical SEO, site audits, keyword research analysis, competitor analysis, backlink analysis, and more, aimed at enhancing campaign effectiveness.

-Working with the Senior Digital Content Editor to deliver the digital content strategy across Christian Aid's digital channels, including social media.

-Collaborate with other teams to deliver the digital ecosystem content roadmap, ensuring our content addresses user needs. Brief in content requirements to support the delivery of SEO and CRO—Conversion Rate Optimisation work.

-Lead the tag management strategy, structure, tools, server-side tagging, and CDP - Customer Data Platform integration.

-Continually review and optimise user journey, UX and CRO across the digital ecosystem in order to support both fundraising and non-fundraising goals.

-Use a range of tools and platforms to regularly analyse website performance, produce reports and use key insights to improve user experience and conversion rates and influence wider marketing/comms activity.

-Collaborating with our in-house Digital Development team to plan new digital features and functionalities, execute website structural changes, and ensure seamless CRM integration.

-Maintain knowledge of merging trends and changes in regulations and essential systems (e.g., Google Analytics 4), and advise and recommend to the Digital Lead and others on the organisational response needed to maintain the required capability.

About you

We're seeking a results-driven digital expert with a strong background in web optimisation, including strong experience with A/B testing and multivariate testing to enhance user experiences and conversion rates. You are highly skilled in SEO strategy, UX, and analytics tools like GA4, SEMrush, and Hotjar. Your leadership and collaboration skills enable you to guide teams, work with multiple stakeholders, and translate data into actionable improvements. Proficiency in CMS platforms (e.g., Drupal) and a solid grasp of HTML and CSS are essential. If you're passionate about using data-led strategies to make a tangible difference, this role offers the perfect opportunity. Experience in eCommerce or the charity sector and familiarity with GDPR principles will be a bonus.

Further information

At Christian Aid we strive to be an inclusive and diverse employer and recognise the value that this brings in helping to build strong, creative and high performing teams.

We are actively encouraging racialised minorities, LGBTQ+, people with disabilities, returning parents or carers who are re-entering work after a career break, people with caring responsibilities, people from low socioeconomic backgrounds, women, and older workers to apply. This is because these groups are under-represented within our teams, especially at senior level, and we recognise and value the contributions members of these groups make to strong, creative and high performing teams. To discuss this role in greater detail, please contact Antonio Cappelletti on email address [email protected]

We have a strong Christian ethos and we encourage applications from all faiths and none (with the exception of Director positions where there is a genuine occupational requirement to be a practicing Christian - Exempted under the Equality Act 2010).

All successful candidates will require a DBS/police check appropriate to the role and location and a Counter Terrorism Sanction check as part of your clearance for commencing your role with us. We also participate in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information as part of the referencing process from job applicants' previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

This role requires applicants to have the right to live and work in the country where this position is based and undertake the role that you have been offered. If you are successful and we make you an offer for the role, we will be required to conduct a right to work check on your immigration status in the UK. We will contact you regarding the documentation you will need to provide to evidence this.

You can expect a wide range of rewards and benefits, including a generous holiday allowance, a season ticket loan, and flexibility that will ensure you enjoy a good work/life balance.

The National Services Administrator will work closely with the National Services Coordinators to:

• Support the recruitment and onboarding of volunteers into Cruse’s National Services
• Use National Services Systems to support the onboarding process, such as creating accounts for new volunteers, supporting the DBS process 
• Monitor the National services email boxes and redirect/support as appropriate 
• Providing administrative support throughout the Induction programme and Continuous Professional Development programme, coordinating with national training teams as required 
• Provide administrative support to the Helpline Manager as required 

Cruse welcomes and encourages applications from all protected groups as defined by the Equality Act 2010.

Appointment will be made on merit. Criminal Record Checks All staff are required to complete a Criminal Record check. Staff working directly with clients will be required to complete an enhanced check. We comply with the relevant codes of practice and they can be viewed online: 

Applicants in England and Wales: DBS Code of Practice

Applicants in Northern Ireland: AccessNI Code of Practice Previous convictions will not prevent full consideration of your application to work with Cruse.

Our Recruitment of Ex-offenders' Policy & Handling Criminal Record Check Data Policy are available on request by email. We comply with all relevant data protection legislation and process your data fairly.

Are you highly organised, motivated by your Christian faith and have excellent system and administration skills that will help support our Programmes team? Do you want to be part of supporting vulnerable communities across the globe to access the healthcare they need through the delivery of essential medicines and supplies? 

IHP’s vision is to see a world in which all suffering due to lack of healthcare is eradicated. Our Christian faith underpins all that we do. It motivates us to care for those in need, and give our best in all circumstances, as an expression of God's love. We serve the poor in health without regard for ethnic or religious background, focusing on where the need is greatest.

The Programmes team are looking to recruit a Programmes Administrator to support administrative functions across key programmatic areas and to provide general administrative support to the Programmes Team.

This role involves close collaboration with other departments, particularly in the Corporate Partnerships, Logistics, and Compliance teams, to ensure the efficient and effective placement of medicines and medical supplies in compliance with regulatory guidelines and best practices.

Additionally, the role provides administrative support for cross-team activities such as fundraising and communications, as well as for organisation-wide initiatives. This position is ideal for someone with strong administrative skills who is seeking a programme-facing role in a dynamic and supportive environment.

Person Specification

-   Experience of administration and record keeping to a high standard
-   Experience of working with data and systems
-   IT literate in all major MS Office applications
-   Highly organised, efficient and self-motivated
-   Excellent written communication skills
-   Strong interpersonal skills and ability to adapt as part of a small team
-   Ability to work with competing priorities, deadlines and targets
-   A commitment to accuracy, numeracy and excellent attention to detail
-   Ability to work within a regulatory/compliance framework
-   Committed to IHP's Christian Ethos and Values
-   Willingness to work flexible hours including occasional evening or weekend work 

The following would be desirable:

- Experience of managing relationships with external stakeholders
- Understanding of the international development, humanitarian or global health sectors

For further details regarding responsibilities and person specification, please see the job description.

IHP is an Equal Opportunities Employer and is committed to working and embedding diversity and inclusion in all areas of our work including recruitment and selection. We actively encourage applicants to inform us of any specific support or reasonable adjustments we can make in the recruitment process (eg for disability or neurodivergence) and will continue this conversation into employment, as appropriate. 

Staff regularly spend time together praying for IHP’s work and there is an occupational requirement for the post holder to have a personal commitment to the Christian faith.

Applicants must have the legal right to work in the UK.

IHP Staff Benefits

• 25 days annual leave plus bank holidays 
• Specsavers eyecare vouchers
• Life Insurance and Critical Illness Cover
• Health and wellbeing support 
• Bike2work scheme
• Training and development opportunities
• Hybrid working/Modern office near Chancery Lane tube station

We have an active Equality, Diversity and Inclusion staff working group.  Our staff describe our culture as 'inclusive', 'dynamic' and 'rewarding', a place where you will be supported to 'thrive professionally and personally'. A new starter has described IHP as a place which 'puts people at our heart'. 

Join a dynamic team where your skills are valued, your voice is heard and you have the space to work independently and develop!

Applications will be reviewed as received and interviews will be held when required so please submit your application at the earliest opportunity.

We currently have a vacancy for a full-time and permanent Office Administrator. This role involves working on the reception, making bookings, responding to enquiries, dealing with customers and supporting the ministers. The Office Administrator will provide a warm welcome to all visitors to Hinde Street Methodist Church and be part of a small and friendly team. The role is largely administrative but there will be opportunities in digital communications, marketing and community engagement.

Hours: Full-time 35 hours per week 
Benefits: Read more about the excellent benefits we offer on pour profile page
 
Join us and use your skills, knowledge, passion and energy to help us achieve a future free from arthritis.

An exciting new opportunity has opened at the UK’s largest arthritis charity, Versus Arthritis for a highly experienced Events Administration Officer.  The roles report to the Senior Executive Administration Manager within the Chief Executive Office. 

About the role

You will be an events administrator and will be responsible for delivery a programme of events, committees and advisory groups, working closely with colleagues within Research and Health Intelligence (RHI) and Services and Influencing (S&I) directorates and the wider team. 

You will also support the delivery of a secretariat function for the charity’s expert committees and advisory groups. 

About you

If your knowledge, skills and experience include the following then we’d love to hear from you:

• Significant successful experience of event organisation. 
• Project management experience.  
• Excellent written and verbal communication skills and the ability to work with people at all levels. 
• Excellent time management and organisational skills, with the ability to operate autonomously and as part of a team. 
• Strong Microsoft Office 365 skills with experience of using Outlook, Word, PowerPoint and Excel. 
• A proactive and conscientious approach with good attention to detail and the ability to manage own workload working towards delivery of plans and excellent conflict resolution. 

*As a hybrid worker the expectation is that you will spend around 40% of your working time in our office spaces or working in community settings. As an inclusive employer we will consider home-based working for anyone where office-based hybrid working would be a barrier to being able to work for us, for example for someone living with a long-term health condition or disability.

About the Role

We are seeking an Educational Events Administrator to lead the Core Topics programme, a series of educational events across the UK. You will manage event logistics, liaise with speakers and sponsors, oversee delegate communications, and ensure smooth event delivery. The role involves travel and overnight stays for approximately, but not limited to, 12 events per year. Reasonable time-off-in-lieu (TOIL) is available.

About You

We’re looking for an organised and proactive events professional with 1-2 years' experience in event planning, strong communication skills, able to juggle multiple priorities to tight deadlines and IT proficient. Experience in the membership or not-for-profit sector, CRM systems (Microsoft Dynamics), and marketing platforms (Dotdigital) is desirable.

Why Join Us?

Enjoy hybrid working, career development opportunities, and the chance to contribute to education in healthcare. 

Why the Association?

The Association of Anaesthetists is a membership organisation for Anaesthetists with almost 10,000 members.  Our main aims are to advance and improve patient care and safety and to promote and support education and research in the field of anaesthesia.  We represent, protect, support and advance the interests of our members.

Key responsibilities:

General

1. To contribute to the educational objectives set out in the department and the 5 year strategy.

2. To lead on, with guidance from the Educational Events Manager, all Core Topics programme activities to ensure KPIs are met. To also work on ad-hoc meetings and courses of similar size and complexity as and when needed.

3. To work with the board lead for Core Topics and the education committee to continually keep the Core Topics programme innovative and fresh, in terms of topics and format.

4. To be a proficient user of the CRM (Microsoft Dynamics) and be part of future proofing the CRM through testing further updates and engaging with the CRM department on further upgrades.

5. To be fully responsible for the end-to-end management and running of Core Topics and to help the Educational Event Administrator (Seminars) with seminar meetings.

6. To provide support in the running of the Association’s webinar programme using Zoom Webinar.

7. To undertake all delegate correspondence, sharing responsibility to monitor and take ownership of the general events inbox. To deal with initial enquiries, to confirm bookings and to process cancellations and ensure queries are resolved prior to the meetings. 

8. To be a point of contact for telephone and email enquiries pertaining to the Association meetings, courses, Core Topics and seminars. To proactively respond to all enquiries and ensure that they are dealt with in an efficient and timely manner. 

9. To assist the Educational Events Co-ordinators with allocated components of the Conference project plan where assigned which may include but are not limited to: badging, accommodation, workshops, photography.

Core Topics Logistics

1. To lead on the Core Topics programme proactively ensuring set KPIs are achieved. This will be done by forward planning to ensure the Core Topics are booked in the calendar of events in a timely manner to ensure maximum lead times for marketing of the Core Topics programme. Avoiding where possible conflicts in the Core Topics programme with other Association events and other society/organisations events that may be in direct competition.

2. To be responsible for all organiser, speaker, and delegate management for Core Topics making sure all requirements are accurately recorded and that their needs are met before, during and after the event.

3. Communicate sponsorship and exhibition opportunities to the Partnerships and Sponsorships Manager. Act as the primary contact for exhibitors and sponsors post-onboarding, providing administrative support and ensuring clear communication, timely deliverables, and positive relationships throughout all event stages.

4. Work with our e-education Manager in setting up and running webinars using Zoom. 

5. To be responsible for on the day running of the Core Topics. This will include travelling to Core Topics across the UK and will require overnight stays.

6. Contract with venues for Core Topic events, ensuring they are within budget and have favourable terms. Work with the venues to coordinate requirements such as room setup, catering, and audiovisual needs.

7. To prepare delegate, speaker and exhibitor materials for meetings and Core Topics.

8. To ensure that all bookings are correctly processed via the Association CRM. To keep accurate records of booking numbers and patterns and to report progress to the team on a weekly basis. 

Finance

1. To produce and maintain accurate financial records of bookings taken for meetings and Core Topics and to issue invoices and receipts where necessary.

2. To liaise with the finance department regarding registrations and to ensure resolution of financial queries.

Continual Improvement

1. To be responsible for post evaluation information for events detailing delegate statistics and feedback, making recommendations for improvement and to attend and give feedback on all aspects of event activities during weekly meetings.

2. To work with the events team to ensure the continual development and improvement of the educational programme, both through content and format of meetings, be it online, hybrid or in-person.

3. To ensure the smooth running of administrative systems throughout the team, maintaining an effective filing and archiving system and to develop procedures to accurately record information.

4. To be responsible for implementing quality assurance within the Association QA policy and procedures

5. To develop and maintain effective relationships with members, staff and external contacts.

6. To attend educational committee meetings as and when required, to produce reports relating to Core Topics/meetings to be submitted to the education committee.

Marketing

1. To proactively review and update the content of the events and Core Topics pages of the Association website on a daily basis (where necessary).

2. Work closely with the Digital Communications team and Educational Events Manager to plan, develop, and execute promotional activities that enhance event visibility and boost registrations.

3. To assist with data collection for events and further analysis if required.

This job description is intended to reflect the main duties and responsibilities of the post and is not an exhaustive list of duties. The post holder may be required to undertake other duties which are commensurate with the role.

Person specification

Skills, knowledge and experience 

Essential

Educated to degree standard or equivalent.

1-2 years’ experience of organising the logistics of events, delivering results on time and to budget. 

Sound administrative skills and proven administration experience in a busy, customer-focused environment.

Experience of flexible working with ability to vary work patterns and prioritise tasks to meet the changing needs of the business as and when required. 

A very strong organiser, able to juggle multiple priorities, achieve tight deadlines and delegate clearly. 

Excellent oral and written communications skills with confidence to communicate clearly, concisely, effectively, with an excellent telephone manner. 

Excellent interpersonal skills and able to develop good relationships with colleagues at all levels.

Demonstrates a positive ‘can do’ attitude.

Resourceful, flexible, and creative, proven ability to solve problems and work well under pressure. 

A conscientious worker who applies attention to detail.

Strong Computer and IT literacy skills in a Windows environment.

Desirable 

Experience of working within the membership or not-for-profit sectors. 

Experience of using Microsoft Dynamics

Experience of using marketing software platforms such as dotdigital

Experience in running online events, using Zoom.

Hours: Full time, 37.5 hours per week​

Location: Hybrid working between Vauxhall, London (3 days in the office per week) and home​

Contract: Permanent​

Do you want to work with a multiple charity of the year winner? We are FoodCycle, and our vision is to make food poverty, loneliness and food waste a thing of the past for every community. We connect communities, reducing loneliness and food poverty – working with thousands of volunteers and surplus food to help everyone who needs us. By creating welcoming spaces for people from all walks of life to meet, eat and have conversations, we are supporting people’s health and mental wellbeing.​

You will support our mission by ensuring efficient office operations and maintaining a safe and organized work environment. You will have the opportunity to liaise with all levels of the organisation, from the CEO to the volunteers who work at our community meals. No two days will be the same, and tasks will range from organising travel for regional teams, sending out equipment to support new Projects launches, and answering the main office telephone to supporting larger projects like our annual guest surveys.​

You will have the opportunity to improve processes and seek efficiencies. You will be an excellent communicator, with great organisational skills and previous experience in an office environment. You will be confident answering phone calls, including from vulnerable people, and be able to work on various projects at once. This is a hybrid role, with 3 days a week at our Head Office, so you will need to live within a one hour commute of Vauxhall, London.​

Benefits: We offer 26.5 days holiday plus bank holidays, and additional holiday for length of service (pro-rata for part-time). Our healthcare package allows staff to claim money back on healthcare bills and includes access to telephone counselling and online GP appointments.​

How to apply:Please upload a CV of no more than two sides, and a covering note/letter of no more than two sides explaining why you are suitable for the role, via our vacancy website.​​

Deadline for your application:11.59pm on Sunday 16th February 2025.​

Interview process: Shortlisted candidates will need to complete a 30 minute task prior to being invited to interview. We will shortlist applications as they come in, so we recommend applying early.​

Interviews: planned for Wednesday 19th February 2025.​

Inclusivity: FoodCycle is an equal opportunity employer and welcomes applications from individuals of all backgrounds. We are committed to creating an inclusive and diverse workplace where everyone feels valued and respected.​

Safeguarding: Safeguarding is Everyone’s business – FoodCycle is committed to safeguarding and promoting the welfare / wellbeing of children, young people and adults at risk. This role will therefore require a satisfactory Basic DBS check.​

Please note that you will need to have existing Right to Work in the UK to apply for this role. We are unable to provide visa sponsorship.​

At Humanimal Trust we passionately believe that humans and animals should benefit from equal medical progress. Do you wish for a future where all patients matter whatever the species? As the Administartion and Finance manager you will enable the charity to operate in an organised, efficient and effective manner. This vital, varied and senior role in a small team involves a range of key functions, proactively supporting the CEO and Board of Trustees. It encompasses a range of business support functions, including book keeping, HR administration, coordination and monitoring of projects, office management, developement of policies and procedures, and will also hold the position of Company Secretary.

Position: Administration and Finance Manager

Accountable to: CEO

Responsible for: Administration Assistant

Location: Remote working, with occasional in person time.

Full time

Circa £40,000

Responsibilities:

• Provide executive support and guidance to the CEO and Chair of the Board of Trustees
• Ensure the Trusts records for the Charity Commission for England and Wales and for the Scottish Charity Regulator are always up to date and any changes in relevant law and guidance are communicated to the CEO and Board
• Manage dailyadministrative activities
• Take ownership of data entry, retrieval and database maintenance
• Liase and manage external providers. Contract negotiation
• Resonsible for Trusts book keeping and financial reporting
• Take accountability for invoices and expenses
• Liaise with payoll bureau to accurately process salaries
• Administer uto enrolment pension scheme
• Support the designated Data protection Officer by advising on obligations, monitoring compliance and training staff
• Contribute to and support the delivery of the strategic business plan
• Review policies, procedures,staff handbooks and the Governance Manual to an agreed rolling schedule
• Ensure appropriate infrastructure is in place and colleagues are trained in the use of CRM systems, and communications and engagement platforms

Closing date: 2nd March 2025

First Interview: w/c 10th March 2025

Essential functions

Organisational operations 

1. Managing the office, ensuring team members have the space, equipment, and services they require;

2. Ensuring HIAS+JCORE is meeting all requirements around regulations including implementing health and safety policy and procedures, and arranging and ensuring staff attendance at relevant training; 

3. Responding to external phone and email enquiries; 

4. Administering HIAS+JCORE’s DBS system for staff and volunteers;

5. Liaising with the charity’s insurance provider.

Events

1. Providing support to HIAS+JCORE events, including venue booking, registration, communication, working with suppliers, and other support before, during, and after events; 

2. Organising staff meetings, training, away days, social events and celebrations; 

3. Ensuring events take place within agreed budgets.

HR 

1. Managing recruitment and inductions of new staff, maintaining personnel files and HR records; 

2. Managing processes around holiday and leave;

3. Liaising with the charity’s payroll provider and ensuring relevant documents are sent to staff;

4. Ensure that employment law and other relevant legislation is being complied with; 

5. Ensuring staff compliance with all HIAS+JCORE and HIAS policies and processes. 

Finance support 

1. Working with the freelance finance manager to ensure timely updating of accounts and payments;

2. Oversee staff payment cards;

3. Fundraising administrative support. 

Governance and staff support 

1. Coordinating the work of the Board of Trustees, including organising Board meetings and papers, attending meetings and taking minutes; 

2. Administrative tasks relating to liaising with and updating records held by the Charity Commission and Companies House; 

3. Administrative support and diary management for Executive Director and Deputy Director. 

 IT 

1. Responsible for the management of HIAS+JCORE’s IT systems. Ensure data protection laws are being adhered to. Point of contact for the ICO; 

2. Ensuring regular safety testing; 

3. Work with partners at HIAS to implement new systems;

3. Working with the team to implement our new Customer Relationship Management (CRM) system. 

Other Responsibilities 

1. Any other duties as required by your line manager. 

Qualifications and Experience  Essential 

• A self-starter that is able to take initiative and work independently on new projects, including finding ways to improve the efficient and smoother running of the HIAS+JCORE office team; 

• A willingness to learn on the go;

• Excellent IT skills. Proficiency in Microsoft Office 365 suite including being able to undertake key tasks such as mail mergers; 

• Awareness of statutory and regulatory requirements; 

• Awareness of GDPR and data protection legislation; 

• Ability to communicate well in writing; 

• Excellent attention to detail; 

• Excellent organisational skills; 

• Ability to work well as part of a team and with other volunteers; 

• Ability to oversee and manage projects on an ongoing basis;  • Commitment to HIAS+JCORE values, social justice and anti-racism. 

 

Desirable 

• Experience of working for a small charity 

• Experience of interacting with charity governance and trustee boards

Experience required 

• Prior administrative experience; 

• Experience of managing a database system; 

• Experience of holding responsibility for data management, HR and ensuring compliance with statutory requirements; 

• Proficiency in IT and ability to learn how to use new equipment.