Office Administrator

We’re on the lookout for a new Office Administrator!

The Literacy Pirates are looking for an enthusiastic and highly organised individual to run our office and several operations-based projects as we expand our organisation. In this hands-on role, the Office Administrator will oversee office management, facility operations, and some management of our hardware and software, while also leading projects and ensuring compliance with health and safety regulations.

About us

Literacy Pirates is a small but ambitious charity with a strong mission and exciting plans for growth. Our work is centred around creating a positive impact, and we thrive on collaboration and innovation. We need an organised and proactive Office Administrator to ensure the smooth running of our headquarters. This role is essential in keeping our team supported, our systems efficient, and our space safe and welcoming. If you’re someone who enjoys problem-solving, keeping things in order, and working in a dynamic environment, we’d love to hear from you!

You might have some of these skills and experiences and not all. That’s OK. We can teach you the details of the role. If you think you can learn fast and will enjoy the work laid out, we really want to hear from you.  
 
You can tell us about your experiences in education, volunteering, community work, personal projects, or work.  

Who we're looking for
The attributes and attitudes we’re looking for are:

• Highly organised with the ability to manage multiple projects. 

• Tech-savvy and curious about digital innovation. 

• Comfortable working in a busy office environment. 

• Excellent problem solving skills and ability to learn new things. 

• Strong team player who enjoys working with different people in a supportive role. 

• Commitment to our mission and the children we work with. 

• Experience in office administration or similar roles (desirable). 

• Knowledge of health and safety procedures and GDPR compliance (desirable). 

Office Administration: 

• Work with the SLT to implement and maintain core policies and procedures. 

• Ensure compliance with health and safety regulations, including risk assessments, audits, certifications, and training (fire drills, first aid, evacuation procedures). 

• Liaise with tenants and landlords to uphold appropriate processes and procedures. 

• Manage data processing, GDPR compliance, and act as the organisation’s Data Protection Officer. 

• Oversee office supplies and supplier management, ensuring best value in all contracts and services. 

• Handle incoming enquiries via phone and email. 

Facility Management: 

• Conduct regular building checks (fire alarm tests, PAT testing, etc.) to maintain a clean and safe workspace. 

• Supervise contractors, including cleaners. 

• Address facility issues and manage repairs with tenants and landlords. 

• Process invoices and provide basic bookkeeping support. 

• Monitor costs and undertake quote comparison processes for financial efficiency. 

Systems Administration: 

• Act as the first point of contact for IT issues, updates, and maintenance. 

• Resolve IT problems or coordinate with our Tech and Systems manager and external IT support providers. 

• Manage IT procurement, ensuring appropriate equipment is in place and maintaining an accurate record of IT assets. 

• Ensure all network updates, licences, and software are current and tendered every three years. 

Project Management: 

• Oversee the design, renovation, and logistics of the Hackney Ship as needed. 

• Lead and support digital, agile, and administrative projects, ensuring timely and budget-conscious delivery. 

• Assist in recruiting new team members. 

• Manage marketing and bookings for our fantastical space hire. 

Governance: 

• Support the Chief Executive and SLT as needed. 

• Maintain accurate governance and compliance records. 

Go to our website for more details on benefits and how to apply.