HFU Project Administrator

Job Description

 

Job Title:

HFU Project Administrator

Location

RMC operates four branches located in Birmingham, Wolverhampton, Walsall, and Dudley.

The successful candidate will be based at the Birmingham site and will be required to travel to all branches as needed.

This is an in-person, on-site role with no hybrid or remote work options available

Reporting To:

Integration Projects Manager

Salary and benefits:

£23,000-£24,000 (dependent to experience)

Additional Benefits:

·       Company-matched pension scheme

·       Employee assistance program

·       Health and wellness support

·       Mental health resources

·       Comprehensive training and opportunities for career advancement

Hours:

35 hours per week, Monday to Friday, from 9:00am to 5:00pm.

Contract: 

Fixed term

Probation period:

6 months

Annual Leave:

21 days + 1 concessionary day and 8 Bank Holidays

 About the Role

The Refugee and Migrant Centre is seeking a highly organised and detail-oriented HFU Project Administrator to join our Resettlement Team in Birmingham. This role is essential in ensuring efficient administrative support for the Homes for Ukraine (HFU) scheme, contributing to the smooth operation of the project and compliance with funders’ requirements.

RMC is a well-established charity with over 25 years of experience supporting refugees and migrants. Our services include immigration advice, education and employment support, welfare benefits guidance, and resettlement assistance. The HFU Project Administrator will play a vital role in supporting the delivery of our HFU services, helping newly arrived individuals integrate successfully into their new communities.

Purpose of the Role

The HFU Project Administrator will provide high-level administrative support to the HFU Management Team. This includes ensuring effective data management, preparing reports for stakeholders, and supporting the team in delivering high-quality resettlement services.

Main Duties and Responsibilities

Administrative Support:

• Provide secretarial and administrative support for the HFU Project Team.
• Serve as the key contact for internal communications related to the HFU service in Birmingham.
• Assist the Senior Administrator in meeting funding audit requirements.
• Maintain and update internal records and databases to ensure accurate record-keeping.
• Assist with the production of project materials, including newsletters, email templates, and leaflets.
• Manage general office tasks such as ordering stationery, filing, and archiving.
• Take minutes during team and stakeholder meetings when required.
• Manage diaries, arrange appointments, and book meeting rooms and conference facilities.
• Provide support for events as required.

Data Collection & Monitoring:

• Collect, manage, and present data from case recording and outcomes monitoring systems.
• Prepare reports for funders, stakeholders, and internal management.
• Support the Admin Lead with monitoring and evaluation, ensuring timely submission of performance reports for the HFU service.
• Ensure compliance with GDPR and data protection policies when handling client information.
• Suggest and contribute to process improvements for data capture and monitoring.
• Respond to ad hoc information requests as required.

Flexibility & Compliance:

• Support the overall aims of the HFU service by undertaking additional tasks as required.
• Maintain a flexible approach to work and adapt to the evolving needs of the project.
• Ensure all administrative processes align with RMC’s policies and funders’ requirements.

 

 

Person Specification

Essential:

• Minimum of 2 years of experience in a related administrative role, preferably in monitoring, evaluation, or data management.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office and Office 365.
• Strong attention to detail and organisational skills.
• Ability to manage multiple tasks and meet deadlines effectively.
• Experience in handling sensitive information and ensuring data protection compliance.
• Commitment to equality, diversity, and inclusion.
• Ability to work independently and as part of a team.

Desirable:

• Educated to degree level or equivalent experience.
• Experience in conducting primary quantitative data collection and entry.
• Understanding of housing and welfare services available to refugees and migrants.
• Experience working in a multicultural environment and awareness of challenges faced by newly arrived communities.
• Fluency in a second language relevant to refugee and migrant communities.

Terms and conditions of employment

 

The following conditions of service will apply:

Salary

£23,000-£24,000 (dependent to experience)

Location

Birmingham

Pension

RMC will contribute 3% of gross basic salary

Holidays

21 days per year plus public holidays pro rata for part-time post.  Holiday entitlement increases to 24 days after 2 years and 29 days after 5 years

Hours of Work

35 hours per week (excluding lunch breaks).

Probation

This post will have a probationary period of 6 months

Notice

One month’s notice of termination of employment on either side.

Disability

We are committed to making every reasonable adjustment to the workplace or working arrangements so as to accommodate people with disabilities.

Enhanced DBS:

Employment in this post will be subject to a satisfactory police clearance being obtained. Because of the nature of the work for which you are applying, this post is exempt from the Rehabilitation of Offenders Act 1974 (exception) Order 1975 and you are, therefore, not entitled to withhold information about convictions which for other purposes are ‘spent’ under the provision of the Act.

Travel expenses

If travel around the Black Country is undertaken in your own vehicle for work purposes this can be reclaimed at the rate of 45 pence per mile.

Training

Commitment to supporting you to develop and upskill.

 

 

Flexibility

In order to deliver the stated aims of this post, a degree of flexibility is needed and the post holder may be required to perform work not specifically referred to above. Such duties will fall within the scope of the job within the appropriate pay grade. The job description will therefore be subject to periodic review with the post holder to ensure it accurately reflects the duties that are being performed.

 

What we hope you'll do next

 

We are keen to hear from all candidates whose skills and experience fulfil the criteria set out above. Please complete the application form, indicating where you first saw the job advertisement and demonstrating your professional fit with the role.

 

Equal Opportunities

 

We're an equal opportunity employer, which means we'll consider all suitably qualified applicants regardless of gender identity or expression, ethnic origin, nationality, religion or beliefs, age, sexual orientation, disability status or any other protected characteristic. We recruit and develop our people based on merit and their passion for creating better outcomes, and we're committed to creating an inclusive environment for all employees.

 

Closing Date:   Monday, 31st March, 2025

We reserve the right to close this vacancy early, if we receive enough suitable applications to take forward to interview prior to the published closing date.

Please note that RMC is not a sponsoring organisation. If your visa requires an extension within the next 12 months with the support of employer sponsorship, the Refugee and Migration Centre is unable to provide assistance with this.