Office Coordinator

Severn Wye are looking for an Office Coordinator to help with running our new offices and increasing team of staff.

Severn Wye is a charity that runs dozens of projects that help reduce carbon emissions, create a sustainable future for rural communities, ensure that vulnerable households stay warm and healthy, make businesses more energy efficient, pilot carbon-saving technologies and inform policymakers in matters of sustainability and climate change.

This is an interesting and varied role providing administrative support across the organisation and supporting the smooth running of the office. This role will be responsible for office administration including liaising with the landlord, office suppliers, managing the contract and relationship with the external IT support provider. The role will also support the HR function in particular recruitment and onboarding of new staff including office induction for all new starters on health and safety procedures. 

If you come to work with Severn Wye, you’ll be joining a dynamic and innovative charity that’s committed to change, for our clients, communities and the planet. We pride ourselves on being a flexible, empathetic and an inspirational place to work. You’ll be working alongside colleagues who all have the same motivation; to make a real difference to people’s lives. If you’d like to join a growing organisation that’s at the forefront of tackling fuel poverty and climate change, then why not apply? We’d love to hear from you.  

JOB DESCRIPTION

Job title

Office Coordinator

Working hours

Part time, 25 hours per week (over 5 days)

Salary

£25,710- 29,080 FTE

Reporting to

Director of Finance

Location

Office Based at our offices at Gloucester Quays and includes free parking

 

Key responsibilities

– Provide administrative support across the organisation and supporting the smooth running of the office including those staff working remotely.

– Work with colleagues to make improvements to administrative systems, taking the lead on implementing changes where appropriate.

– Ensure that Trustee meeting, Sub-Committees meeting, executive meetings and the AGM, are fully serviced, including preparation of agendas, circulation of papers, and preparation of minutes.

– Providing support to recruitment, including liaising with potential candidates, setting up interviews and induction schedules for new staff and ensuring that staff records and renewable documents on HR Partner are up to date.

– Ensure the smooth running of our office, including maintaining office supplies, liaising with the landlord, facilities and utilises service providers.

– Oversee the office induction for all new recruits including health and safety procedures.

– Have responsibility for the managing the contract and relationship with the external IT support provider and be their main point of contact.

– Respond to requests from staff regarding hardware, software, or network connection problems or questions, and arrange IT support and advice to staff from the external ICT support provider, this includes arranging laptops, mobile phones and printing.

– Ensure that agreed systems for office security and access, including the Health and Safety policy and procedures, are implemented, for instance issuing ID card and administration duties for the lone worker App.

– In addition to the tasks and duties outlined in this job description, to undertake such duties which are generally compatible with the functions of the position.

 

PERSON SPECIFICATION

We are looking for an enthusiastic and experienced coordinator who is highly organised and able to manage their own workload. You must be confident in working with a wide variety of people across the organisation and willing to take the lead on administrative processes.

 

We are looking for someone with

– Diploma in Business Support/Administration or equivalent. 

– Minimum of 2 years of previous experience of office administration;

– Good organisational skills with the ability to prioritise work;

– Good IT skills, especially Excel and web-based systems;

– High level of professionalism, discretion and confidentiality;

 

Desirable skills and experience include

– Strong interpersonal skills, able to build rapport with people from different backgrounds and cultures;

– An eye for detail;

– Ability to self-motivate;

– A team spirit to work collaboratively within the organisation;

– Strong administrative skills and demonstrable experience with administrative tasks;

– Ability to work with the external IT support provider to ensure staff IT support needs are met;

– Experience of managing office premises, including ensuring they are well-maintained, secure and safe;

– Understanding of Health and Safety legislation and ability to ensure measures are undertaken to comply with statutory provisions

– Experience of working in the not-for-profit sector;

– Experience of providing secretarial support to a Board

– Experience of using HR Partners or similar HR package;