Administration Jobs

Purpose of the role:

As our CEO Office administrator you will play a pivotal role in supporting the Executive Committee and helping them lead ZSL effectively.  You will help create an operation where efficiency, organisation and enthusiasm come together. You will work closely with the Executive Committee, the Executive Assistant to the CEO and the wider admin support staff to form part of a small, happy and mutually supportive team.  You will be an integral part of supporting the conservation charity from the very heart of the organisation.

Key responsibilities:  

• Master of multitasking: Juggling various responsibilities with finesse, you’ll handle a spectrum of tasks including supporting the management of the Directors diaries, coordinating internal and external meetings and handling the administration of our Governance team.
• Guardian of productivity: You’ll be one of the go-to people for streamlining processes to make the CEO’s office more efficient and enjoyable.
• Ambassador of Hospitality: Your welcoming demeanour will make every visitor to the CEO’s office feel like an honoured guest, whether it’s a donor, supporter or team member, your hospitality will create a warm and inviting atmosphere.
• Event maestro: Your event planning skills will leave our stakeholders feeling well looked after and excited to be holding their meeting, workshop or away day at our zoos.
• Technology guru: You will need to embrace your tech savvy side as you navigate various office systems and tools. You will be responsible for managing email and letter correspondence, maintaining databases and the financial administration within the CEO’s office and the wider Executive Committee Team.
• Problem solver extraordinaire: Your knack for finding creative solutions will ensure any hurdles are transformed into opportunities.

About You:

Desirable but not essential

• Previous Admin support experience
• Personal Assistant experience
• Proven experience managing complex competing diaries at an executive level
• Interest in conservation in connection to our organisational goals and values
• Demonstrate an appetite and ability to learn and develop in the role
• Experience in events management 

This role is subject to standard pre-employment checks, including the candidate's right to work in the UK.

We strongly encourage applications from all backgrounds and celebrate the value of having a team of employees with diverse skills, experiences, and heritage. We are committed to ensuring our teams can bring their authentic selves to work without fear of discrimination. ZSL has active equality networks for our staff with lived experience and those who provide active allyship in Race and Culture, Team Pride, Disability Network, and Menopause Network, complemented by our strategic EDI Steering Group. 

About Us:

We’re ZSL, an international conservation charity. Through our unrivalled animal experts in our two zoos (London Zoo and Whipsnade Zoo), the work of our pioneering scientists, our dedicated conservationists, our purpose is to inspire, inform and empower people to stop wild animals going extinct. Our vision is a world where wildlife thrives and we’re working every day to achieve this. From investigating the health threats facing animals, to helping people and wildlife live alongside each other, we are committed to bringing wildlife back from the brink of extinction.  

What do we offer?  

At ZSL, we are proud of our approach to employee benefits. Our benefits include: 

• Our vision and purpose - you’ll work alongside colleagues who are passionate about science-led conservation, knowing that you will help us to inspire, inform and empower people to stop wildlife going extinct 
• Pension scheme - we offer a generous pension scheme with up to 12% contributory pension 
• Flexible working – talk to us about your flexible working requirements and we will do everything we can to make sure you work in a way that suits you  
• Holidays – 25 days annual leave allowance, plus UK bank holidays  
• Wellbeing – access to a blended programme of wellbeing initiatives, including confidential access to our 24/7 Employee Assistance Programme  
• Life assurance – eligible employees will be enrolled in ZSL’s life assurance scheme from their first day 
• Complimentary tickets – annual allocation of Whipsnade Zoo and London Zoo tickets, with a 30% discount in online and retail shops  
• Cycle2Work - our cycle to work scheme enables you to lease a bicycle  
• Season ticket loan - we offer an interest free loan for eligibly London-based employees to buy a season ticket for travel between home and work  
• Family friendly policies – we offer enhanced maternity, paternity, and adoption packages  

NB: We reserve the right to close our advertisement early or extend the advertising date until a suitable candidate has been found. We may host interviews while this role is open for advertisement 

The role of Project Administrator is a permanent position. We will consider applications for the role on a full or part-time basis, with a minimum of 22.5 hours per week.

The focus of this role is to provide administrative support to HES projects to ensure back-office functions are efficient and timely. You will work across our fuel poverty and retrofit projects supporting project managers and key staff to ensure administrative tasks are completed to a high standard. The role will be varied, and some tasks will change over time as we secure further funded projects that require administrative support.

Pay and conditions

• The role is full-time however part-time will be considered, (minimum of 22.5 - 37.5 hours per week).
• The salary for the role will be £27,121 - £29,803.
• You will be entitled to 25 days paid holiday (plus statutory holidays).

CSE offer a range of benefits including, subsidised bike purchase and Tech Scheme, Life Assurance, Health Cash plan, retail discounts and discounted breakdown cover and many more.

We will pay fees and expenses on relevant training courses.

Specific responsibilities

An applicant appointed to the role will be expected to:

• To sort HES inbound post, ensuring items are passed to the correct team or staff member and coordinate HES outbound post requests, collating and printing information to send to households.
• To coordinate text messages to send to clients who would benefit from our advice services and speak to households by telephone and triage households to appropriate HES projects.
• To book home visits for advisors, keeping calendars up to date with appointments, cancellations and amendments. Accurately completing the home visits risk assessment when required.
• To coordinate events data and bookings across the team and supporting energy advisors with event preparation.
• To coordinate retrofit activity with funders and report back on outcomes and queries, managing 8+ retrofit staff diaries and keeping them up to date with appointments, cancellations and amendments.
• To record client details and follow HES team guidance documents to assess the help and support needed. Ensuring to update our client databases and other contact management systems accurately.
• Support the internal training programme, making sure evaluations are completed and booking inductions for new starters.

To see a more detailed list of responsibilities please see the supporting documents attached. These documents are also available to download from our website.

Essential attributes for this role include:

• Ability to respond to clients in a respectful and engaging manner.
• Ability to communicate effectively with people at all levels verbally and in writing.
• Ability to work in a team and able to identify areas where their skills complement others.
• Ability to maintain admin systems independently and accurately.
• Able to take responsibility for your own work and seeking support where necessary.
• Highly organised at managing time and a busy workload.

Please note, the above is an overview of the skills required for this role. To see the full list of essential and desirable skills please see the attached job description.

How to apply

To apply, please download and complete the application form available from our website. Your application should demonstrate your suitability for the role against the criteria outlined in the person specification.

The closing date for applications is Wednesday 4 September by 5pm.

Interviews are expected to take place Tuesday 10 September, though this is subject to change.  

If invited to interview, we will ask you to provide evidence of eligibility to work in the UK.

Salary range £27,000 – £30,000 per annum (£21,600 – £24,000 pro-rated) | 28 hours per week (part-time) | Permanent

This is a hybrid role, usually involving one day a week working at WGN’s Vauxhall office and another at one of our various community-based offices in West London

About us

Women and Girls Network (WGN) was established in 1987 and has spent over 30 years supporting women and girls across London affected by gendered violence. This includes childhood sexual abuse, domestic violence, rape, prostitution (including trafficking and sexual exploitation), female genital mutilation (FGM), and so-called ‘honour’ based crimes such as forced marriage.

About the role

This is a fantastic opportunity for an experienced and strong Administrator, preferably with HR recruitment and administrative experience; to support our newly formed people-oriented team. This is a key role within Women and Girls Network (WGN) and requires someone with sound experience of working within a multidisciplinary team within the charity sector. You must have a keen interest in the HR field and keen to progress on this career path.

This is an exciting opportunity to develop and shape the future of WGN’s Human Resources function work and focus so it remains aligned with our principles and approach in an ever-evolving landscape. To make an impact on the candidate experience as well as other stakeholders.

About you

Ideally you will have some understanding about working within the charity / not-for-profit sector and will be looking for an opportunity to contribute to our shared commitment of working towards the eradication of violence against women and girls and challenging inequality.

Interview details

The interview process will consist of two stages, it is anticipated that the first stage interview will take place virtually in the week commencing 16 September 2024, however, please note that dates may be subject to change.

Further information

If you’d like an informal chat about this opportunity to join our team, please contact us to arrange to speak with our HR Manager.

WGN’s employee benefits include: 3% pension contribution, enhanced leave entitlement and an Employee Assistance Programme, as well as the opportunity to work with a leading multi-cultural, women-led feminist charity.

WGN is a leading charity in the Violence against Women and Girls Sector and is committing to supporting our survivors with the best outcomes. It is a black feminist organisation and as such are looking for women whose values align with these. We receive funding from a number of public bodies such as MOPAC, NHS and London councils.

We welcome and encourage applications from women of all backgrounds. We particularly welcome applications from Black, Asian and Ethnic communities.

This post is subject to satisfactory references and DBS check.

WGN is an equal opportunities employer.

The above post is exempt under the Equality Act 2010, Schedule 9, Part 1

Customer Service and Administration Officer

Hours: 28 to 35 hours per week

Starting salary: £25,767 (pro rata)

Location: Contractual base is our office in Chorley.

Contract: fixed term for a minimum of 12 months (potentially longer dependent on funding)

Do you want to join an organisation who are passionate about improving mental health and wellbeing for Lancashire communities? 

We’re looking for a bold and caring person to join Lancashire Mind in a new role: Customer Service and Administration Officer. You will support our range of services with administration support and provide vital customer service support to those contacting Lancashire Mind.

To succeed in the role, you will need excellent administration skills and be highly proficient in Microsoft Office and using databases. You will be warm and friendly with excellent customer service skills, often with people who may be in distress due to their mental health.

You will be flexible and adaptable with excellent time management and organisational skills. This is an exciting time as Lancashire Mind is growing and we want someone who believes in our vision of a Lancashire where everyone can have the best mental health and wellbeing possible. 

Lancashire Mind has a dedicated workplace wellbeing programme to ensure staff are supported with their own wellbeing which includes an Employee Assistance Programme, a half-day wellbeing day and wellbeing activities throughout the year.

We also offer a workplace pension scheme, paid emergency time off to care for dependents, regular supervision, and a commitment to supporting learning and development opportunities. We have also recently enhanced our annual leave offer with basic annual leave of 25 days, plus 3 days closure between xmas and new year, long service leave, the option to buy or sell annual leave and a half-day wellbeing day for all staff.

Above all, we are a friendly and supportive place to work; ‘Great staff team, positive and supportive culture’ (Lancashire Mind wellbeing survey, March 2024)

Please note: This post is subject to an enhanced DBS check.

Deadline for applications: 9am on 23 September

Interviews will be held on 1 October

Registered Charity Number 1081427

Registered Company Number 3888655

Lancashire Mind

Over the last few years, NHYC has grown to a team of over 50 staff.  This role will add capacity to our current Admin Team, supporting the organisation with increased demand around finance, admin and resources. You will work as part of a small, yet critical team to ensure the organisation and our services run smoothly.  You should be well organised, a great communicator, and experienced in or willing to learn financial procedures. The role is based at our day centre in Camden.

• Salary £27,144 – £29,952
• Deadline: 9am Monday 23 September

Are you looking for a dynamic and rewarding role working in an organisation with the feminist agenda at the core of its ethos? Do you believe in our values; to listen and support, to empower and respect, collaborate, innovate, and take accountability? 

We are looking for a Service Administrator

Salary: £21,000 - £24,000 per annum

Work Location: Based at one of the Advance Women’s Centres (West, North or East London) 2 days in Finsbury Park 

Working Hours: 35 hours per week

This post is open to female applicants only as being female is deemed to be a genuine occupational requirement under Schedule 9, Paragraph 1 of the Equality Act 2010.

Advance is committed to equality and diversity and strongly encourages applications from women with disabilities, from BME backgrounds and the LBT community.

The role:

In your role as the Service Administrator, you will be working with a team of Community Keyworkers, who cover a range of designated North, East and West London boroughs. The Minerva service provides holistic one to one community support and advocacy services to women who are being supervised by the National Probation Service (NPS) and your role will be to ensure the smooth running of this essential service.

What you will bring:

The successful candidate will be a skilled administrator, who can work efficiently to tight deadlines and under pressure. They will have strong interpersonal communication skills, working with a team geographically spread across London and handling referrals from external stakeholders, allocating them accordingly.

In short, you will have:

• Experience of office management, co-ordination, and administrative skills
• A relevant qualification or comprehensive working knowledge of Microsoft Office, Outlook, Excel, and Access
• Knowledge of issues facing women offenders and those at risk of offending, both in and out of the Criminal Justice System.
• Experience of maintaining case management systems, data systems and producing regular monitoring reports
• Experience of multi-tasking and prioritising, remaining calm under pressure or in stressful environments

What we offer:

• 30 days holiday plus public holidays pro rata, and a day off for International Women’s Day
• Pension scheme
• Access to our Employee Assistance Programme
• Staff away days

In addition to the great benefits listed above, you will have the opportunity to work in a flexible, supportive environment with a team of committed, inspiring women and we will support you as you to continue to build your skills and experience and grow your career
 

Please note that any offer of employment will be made subject to references, confirmation of the right to work in the UK and satisfactory enhanced DBS check.

Job description

We seek an enthusiastic, motivated, and highly organized administrator to provide admin support for our Inclusive Cycling team. You will help people from diverse backgrounds, including those excluded due to age, ethnicity, economic disadvantage, disability, or health issues, to access the benefits of cycling.

You will act as a friendly, reassuring first point of contact providing support for those seeking our services. As a part of a small team of colleagues, you will work to ensure the smooth running of our services and play a key role in assisting the promotion of our activities. You will be in charge of keeping accurate records on our database so that we can report to our funders.

While your role will primarily be office-based, you will have the opportunity to go out and engage with our projects, meet the people we work with, and witness first-hand the positive impacts of our work. Additionally, you will have the chance to help shape our direction as we develop and grow as a team.

Whilst you will have at least some previous administration or customer service experience, a positive attitude, willingness to learn, attention to detail and excellent customer service skills are most important.

Key responsibilities

• Serve as the primary contact for public inquiries (phone, email, online) and assist with requests, bookings, and customer service.
• Coordinate with colleagues to manage activities, events, and bookings for venues, freelancers, and volunteers.
• Troubleshoot issues with service users, freelancers, and volunteers.
• Maintain accurate records using our database and IT systems; assist staff with information requests and system use.
• Ensure data security, hygiene, and GDPR compliance.
• Provide invoicing and financial details to the Finance team.
• Schedule maintenance for loan bikes and arrange their transportation.
• Order tools, equipment, and office supplies, and manage office logistics (e.g., meetings, storage of donated bikes).

Person specification

Essential

• Strong customer service skills with a friendly telephone manner and confident communication (spoken and written).
• Proficient in Microsoft Office (Word, Excel, Outlook) and office management applications, with a willingness to learn new databases and software.
• Ability and willingness to learn confident use of databases and different software types.
• Detail-oriented, proactive, and highly organized, with the ability to stay calm under pressure.
• Reliable, punctual, and numerate.
• Friendly, compassionate, and approachable, committed to equality, diversity, and accessibility, as well as continuous professional development.

Desirable

• Some administration/office assistant/customer service experience.
• Experience in creating and updating records and databases with personnel, financial or other data.
• Basic knowledge of GDPR and cybersecurity.
• Knowledge of cycling issues and their relevance to environmental, health, transport and social inclusion agendas.

Why join us?

• 32 days paid leave in each holiday year (incl. public holidays)
• 5% matched contribution to pension
• Company Sick Pay
• Staff discount on refurbished bike (or Cycle to Work scheme for new bike)
• Free cycle training
• Free annual bike service
• Techscheme
• Team building meetings and socials
• Professional development opportunities

About Life Cycle

We work with people of all ages, abilities, and backgrounds at every stage of their cycling journey: From learning to ride, to building a career in the cycle industry.

We know that with the right support, anyone can benefit from bikes. We help thousands of people each year by providing:

1. Bikes that are safe, smooth and fun to ride. 
2. Cycle training for all ages and abilities. 
3. Cycling activities for people with additional needs. 
4. Industry-accredited training for the public - and people in prison.

Our vision

A world with clean air and healthier people, where cycling is the chosen mode of transport, for most people, for short daily journeys.

Our mission 

To help more people experience the benefits of cycling – transforming lives and the environment.

To apply

Please apply via the application form on our website.

Deadline: 6th September

Interviews: 24th or 25th September

Start date: As soon as possible.

We are looking for a new team member to join our small but dynamic fundraising team to help us continue our exemplary stewardship and maximise our fundraising. You will be the first point of contact for many of our supporters and your role is critical in ensuring those supporters have a smooth, professional and friendly experience. This role holder will make sure all donors get the recognition and thanks they deserve whilst also making sure all of that income is processed and captured correctly.

We have big ambitions to increase our fundraising income and this role is critical in making sure that as we grow, we have the procedures in place to keep everything running smoothy. Our donors and supporters are the lifeblood of what we do hear at Guts UK and whomever joins in this role will pride themselves on giving them all the best service possible.

So if  you care about people, have a keen eye for detail and process and are looking to start or build your career in fundraising – this could be the role for you.

Who are we?

Guts UK is committed to a world where digestive disorders are better understood, better treated and everyone who lives with one gets the support they need. Too many people are suffering or dying in silence or alone. They don’t know where to turn for information or support, diagnosis takes too long for many and treatment can often come too late.

We are the only UK charity that covers the entire digestive system from top to tail; the gut, liver and pancreas. We fund lifesaving research, provide patients with expert information and support and raise awareness about digestive symptoms and conditions. We are informed by evidence and expertise and have our community, and the patient voice, at the heart of everything that we do.

Who are you?

• You are committed to ensuring supporters get the best possible experience, feeling supported and valued throughout
• You are looking to build your career in fundraising
• You have great attention to detail and pride yourself on accuracy
• You work meticulously and take the time needed to get things right and do things properly ensuring you comply with appropriate procedures
• You are a team player and are happy to muck-in when / where needed
• You have a warm, engaging personality
• You have an interest or connection to our cause and a real desire to help the UK to get to grips with guts!

Please see the full job pack for further information including detailed role specification, requirements and benefits

37 hours per week / Permanent / working onsite Monday to Thursday, 9am-5pm Friday 9am-4.30pm

Our mission is to help children and young people have a fair chance to be who they want to be. We do this by providing a safe home, increasing life skills and self-confidence, and improving emotional wellbeing and mental health.

In delivering this role, you will provide a highly responsible administrative service to our colleagues who manage property payment (rent/arrears) collections, lease/housing management and compliance delivery within the organisation.

You will ensure that all internal systems hold accurate and up to date for;

• Rent/former arrears accounts

• Lease and Housing Management information

• Resident information

• Property and Compliance data

This is a dynamic role where you will work closely, building effective communication links across the Asset and Housing Management Team and the Finance Team to enable proactive and effective information posting and up to date property/compliance information.

In addition, you will support the wider Asset Management Team within administrative and system related tasks and work flexibly where necessary to attend team meetings and liaise with colleagues which may include traveling to YMCA DLG sites.

ABOUT YOU: We know that there are great candidates who will not fit everything described, or who have important skills we have not mentioned. If that is you, please do not hesitate to apply and tell us about yourself.

You will already have experience working in a varied administrative role, competent in using software packages (MS Office applications) and rent/ payment databases.

You will be an effective communicator at all levels with both colleagues and external partners, with the ability to self-motivate, work using your initiative and prioritise your workload. You will appreciate the need for an eye for detail, have demonstrable experience of reconciling data and other financial information. 

In addition, you will have a basic understanding of the key risks, challenges and opportunities for young people which may impact on their ability to pay rent, along with a basic understanding of supported housing.

About this job:  

Guided by the Bikeability Delivery Lead, your role will be varied and sociable. You’ll be empowering children across Bristol to benefit from cycling and helping people across Bristol access secure bike storage. 

As the Cycle Training and Bike Hangar’s Administrator, you’ll: 

• Be the first point of contact for bookings and queries (by phone and email). 
• Help the public with requests and bookings, providing excellent customer experience. 
• Liaise with colleagues to administer Cycle Training activities, booking venues, freelancers and volunteers as required. 
• Triage more complex requests to relevant staff in a timely and efficient way. 
• Help administer the Bike Hangar project, guided by the Bike Hangar Coordinator. 
• Use our database and internal IT systems for accurate record keeping. 
• Provide invoicing and financial information to the Finance team. 
• Help your team to maintain data security, data hygiene and GDPR compliance. 
• Help with the smooth running of the office. 
• Any other general office administration tasks, as necessary. 

About you:  

With excellent customer service skills, including a clear and friendly telephone manner, you’ll be a confident communicator, able to work alongside people from all walks of life.

Previous administration or customer service experience is preferable, as well as a good knowledge of Microsoft Office (Word, Excel, Outlook). Most importantly, you’ll be highly organised, have a strong attention to detail, a positive attitude, and an enthusiasm for continuous learning.

About Life Cycle:

Life Cycle is a charity that works with people of all ages, abilities, and backgrounds at every stage of their cycling journey, from learning to ride, to building a career in the cycle industry.

You’ll be joining us at an exciting time of our journey; public interest in cycling is the highest in a generation, and demand for our services is growing. Your efforts will directly impact the environment and local communities.

Company benefits: 

• Pension scheme (5% of salary). 
• 31 days holiday per annum (pro-rata). 
• Company sick pay. 
• Staff discounts on refurbished bikes.  
• Cycle to work scheme and TechScheme. 
• Free cycle training and an annual bike check-up. 

Salary: £23,400 - £23,900 

How to Apply: 

Please fill out the anonymous application form available on our website.

Deadline: 5 pm on Friday 6th September 2024. 

Interviews: Tuesday 17th September at Life Cycle, The CREATE Centre, Smeaton Road, Bristol, BS1 6XN. 

Start date: We are looking to have a candidate in post as soon as possible.

Your new company

This organisation is the largest independent regulator of the UK's 710,000 registered nurses, midwives and nursing associates.

This regulator sets the qualifications students must achieve to step into their first job with the right skills and knowledge to look after patients, mothers, and the public with kindness, skill, respect and compassion. Better and safer care for people is at the heart of what we do, supporting nurses, midwives and nursing associates across the UK to strive for the highest standards. By promoting professionalism, we help to inspire confidence amongst the public and pride amongst nurses, midwives and nursing associates. Held in high regard, they are able to act as leaders in their communities.

Your new role

To provide support to the Assistant Registrar and team in enabling them to make informed decisions regarding applications to the register and following the Registrar's decision to assist in the management of the Registrar's appeal process.

Case management of registration applications

• Manage a caseload of registration applications. Gather evidence in order to ensure the Registrar is able to make informed judgements and decisions.
• Evaluate whether applications for renewal or readmission satisfy the post-registration education and practice standards.
• Assess information provided by the applicants and from other relevant sources.
• Liaise with internal and external stakeholders to ensure that the management of cases is supported by the appropriate expert advice, including the police service and medical professionals and employers.
• Act as the contact point for the applicants, responding to their queries and proactively updating them on the progress of their cases.
• Investigate any issues that may affect the Registrar's judgement on registration applications. Issues of whether the applicant is safe and effective to practise, whether they hold approved qualifications and whether they satisfy the prescribed standards of continual professional development.
• Quality assure each case prior to presentation to the Registrar, ensuring all relevant information is presented.
• Prepare reports and present cases to the Registrar for decision and offer advice on cases when required.
• Minute meetings to ensure decisions are accurately recorded and updated. Relay these decisions to applicants in line with SOP.

Case management of Registration appeals

• Manage a caseload of appeals ensuring that cases are created appropriately and managed in line with standard operating procedures
• Act as the contact point for the appellants, responding to their queries and proactively updating them on the progress of their cases.
• Engage with all stakeholders, including witnesses, employers and other organisations as required. Write witness statements and take evidence from witnesses.
• Liaise with members of registration and legal advisors to ensure that appeals are managed through investigation within the agreed timescales and KPI's.
• Record the outcome of appeal hearings and meetings, updating the in-house and other data recording systems.

What you'll need to succeed

• Casework management, able to organise, prioritise and respond flexibly to changing demands. Able to work proactively to deliver against targets and tight deadlines.
• Good communication skills. A clear and assured communicator both verbally and in writing. Able to present information clearly and listen actively.
• Able to understand and explain complex policy and legislation to internal and external stakeholders, with the ability to display empathy and understanding whilst dealing with customers.
• Experience of working with sensitive personal information and appropriate data protection measures. Excellent attention to detail when dealing with sensitive information.

What you'll get in return

The client is looking for a Case Officer to join the team asap.
The role is on a hybrid working pattern for 2 days in the office in Stratford, and 3 days working from home.

What you need to do now

If you have the above recent skills and if you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV.
The client is reviewing CV's and looking to hold meetings in the week of the 16th of September 2024. Start date circa the beginning of October for a 6-month duration.

Hays Specialist Recruitment Limited acts as an employment agency for permanent recruitment and employment business for the supply of temporary workers. By applying for this job you accept the T&C's, Privacy Policy and Disclaimers which can be found at hays.co.uk

JOB ROLE 

Salary range: £10,030-£13,372, FTE £25,073

Location: Stoke Mandeville Hospital, Aylesbury

Contract type/ hours: Part time, 15-20 hours per week

Closing date: 1 September 2024

We are seeking a friendly, organised, part time administrator, to provide support to the Head Gardener at Horatio’s Garden Stoke Mandeville, at the National Spinal Injuries Centre, Stoke Mandeville Hospital, Aylesbury.

Horatio’s Garden is a charity that creates and cares for, beautiful gardens in NHS spinal injury centres. Leading garden designers develop the stunning sanctuaries for patients and their family and friends, creating an environment which becomes an integral part of their lives and care whilst spending many months in hospital.

The beautiful garden at Stoke Mandeville includes stunning planting, a water feature, and a large garden room to give patients a warm sheltered place to enjoy the garden in all weather.

The Garden Administrator will join a team of six other dedicated administrators across the charity’s existing projects. You will work closely with the Head Gardener and a team of volunteers to nurture the beautiful space for patients and their visitors.

You will be responsible for the administration of the garden and coordination of the large group of volunteers. With the Head Gardener you will also arrange social events for patients, their families and visitors.

The role is a fantastic opportunity for a confident administrator who is efficient and organised, with great IT skills and a proactive, can-do attitude. You will need to be adaptable and friendly and happy working with volunteers and patients. An understanding of the healing benefits of gardens would be beneficial. We welcome informal enquiries. 

The role is a part-time salaried post for 15-20 hours based in our garden, with flexibility for overtime to cover when the Head Gardener is on leave or absent from the garden.

We are an equal opportunities employer, and we welcome applications from all suitably qualified persons.

Key responsibilities include:

· Volunteer coordination, training and recruitment

· Support the Head Gardener with administrative duties

· Develop administration methods to support the efficient running of the garden

· Provide support in the planning and running of events in the garden

· Plan and organise garden tours

· Ensure the garden and buildings are presented to a high standard at all times

· Share in the upkeep and cleanliness of the kitchen and garden room

· Support visitors to the garden, booking in visits and assisting with garden tours

· Purchasing necessary supplies for the garden

· Collate the banking of donations and managing petty cash

· Support the sale of charity merchandise and replenish stock as required, with regular stock takes

· Ensure promotional leaflets and posters are tidy, up to date, stocked and on display

· Other duties to support the efficient running of the garden

Essential skills and experience required:

· Highly competent administrative experience, at least 2 years

· Excellent IT competence, agility and experience with using Microsoft 365 programmes, in particular Excel, Word, Outlook, Teams and SharePoint

· Excellent written and verbal communication skills

· Outstanding attention to detail, proactive, lots of initiative and drive

· Able to form positive working relationships with staff at all levels, key stakeholders and volunteers

· An adaptable and flexible attitude

· Approachable, friendly and the passion to advocate the values of the charity

Desirable skills and experience:

· Experience of volunteer coordination and recruitment

· Experience of organising events and fundraising activities

· Bookkeeping

· Appreciation of gardens and their ability to heal

As a Charity we are committed to creating and promoting a culture that protects and preserves the welfare of the vulnerable people in our care. Our safer recruitment practices support this by ensuring that there is a consistent and thorough process of obtaining and evaluating information from and about candidates including criminal record checks, to ensure that all persons appointed are suitable to work for our Charity.

HOW TO APPLY

Please read the full job description above before applying. Please upload your CV and one page covering letter outlining why you are suitable for the role. We look forward to receiving your application.

Frazzled Cafe is a small mental health and wellbeing charity founded by Ruby Wax OBE, that provides a safe environment where people who are feeling frazzled and overwhelmed by the stresses of modern life can meet to talk and share their personal stories. 

We run our free meetings online every single day of the year for anyone who needs them, and anyone can book and be included to talk, share, listen and to feel heard.

We're looking for a confident and positive self starter with a high level of emotional intelligence and brilliant communication skills to be our new Project Support and Administrative Officer.

The role will develop and implement Frazzled Cafe communications including managing inboxes and marketing via social media, printed materials, and newsletters. The Project and Support Administrative Officer will provide support to the CEO and Training and Programmes to plan and manage service delivery, support the recruitment, training and queries of volunteers, as well as provide day-to-day administrative support to enable the effective running of the Frazzled Cafe meetings and functions.

Frazzled Cafe runs meetings throughout the day, from early in the morning until late in the evening seven days a week – the Project Support and Administrative Officer will be responsible for scheduling these meetings and supporting our Facilitators when issues arise.

Please note that there may be some evening and weekend work expected when emergency tech or meeting issues arise. 

Main tasks:

Core Programme:

● Manage the delivery of all Frazzled Cafe meetings by being the main point of contact for day-to-day queries, managing the day to day running of core programmes, ensuring documents, schedules, records and systems are all up to date, and being on call to deal with any issues that arise.

● Respond to all public enquiries in a helpful and efficient manner

● Managing the Frazzled Cafe meetings schedule by arranging our meetings with volunteers and uploading them onto our booking website

● Design all pre- and post- volunteer meeting polls and ensure these are completed

● Hosting Ruby Wax public meetings with Ruby on Zoom

Volunteer Support:

● Support the Training and Programmes Manager in the recruitment, evaluation and training of volunteers

● Be confident in having constructive and difficult conversations via Zoom, phone and email with our stakeholders and volunteer network

● Ensure all volunteer records and training tracking is maintained and updated, and arranging training meetings

● Assess feedback forms from volunteers that may highlight problems or risks within meetings and manage these accordingly

● Support all volunteers in case of distress, queries, updates, problem solving and escalating queries to the Training and Programmes Manager when required

● Support and minute monthly volunteer meetings

Communications and Marketing:

• Manage and design social media content across Frazzled Cafe’s platforms
• Write copy for a weekly external newsletter and monthly internal bulletin
• Promote Frazzled Cafe via printed materials, social media and partner relationships
• Web management

Data and internal operations:

● Manage and oversee all data collection from the core programme meetings, including analysis and presentation of results to CEO, Training and Programmes Manager and Trustees

● Build and maintain relationships with prospective and existing partners

● Support CEO and Development Manager with funding applications and relevant administration tasks

● Maintain office systems and the central filing system

● Assist colleagues whenever necessary.

Shared Responsibilities:

With the CEO and Training and Programmes Manager:

● Design and rollout ongoing participant feedback surveys, evaluate survey data and present conclusions/proposals for next steps to internal stakeholders.

● Manage continuous improvement projects to support the organisation and your own development 

● Help with the development and implementation of the Frazzled Cafe strategy.

● Play a key role in the design and delivery of volunteer recruitment, training and support.

● Assist in the production of the Annual Report of the charity and other publications and publicity material.

● Represent the organisation at external meetings where appropriate.

The University of Strathclyde seeks to appoint a Development Assistant to work within the Alumni & Development team. You will provide operational support to a busy fundraising program, which raises funds through the development of relationships with a wide range of alumni, trusts and foundations and company supporters. Working directly with our fundraising teams and across the wider department, this is an excellent opportunity to progress your administrative skills in a dynamic environment whilst supporting the generation of philanthropic income at Strathclyde.

Your day-to-day responsibilities will be focused on providing administrative support for a wide range of fundraising activity. You will have the opportunity to assist in event planning and delivery, support our Telethon and Giving Day campaigns, facilitate meeting arrangements between fundraisers and donors and organise complex travel itineraries for fundraisers undertaking UK and International travel. From time to time this will include communicating directly with our alumni and supporters. You will further maintain the department’s administrative systems, including some financial processes, and support the effective running of the wider department.

The successful candidate will have strong administrative experience, ideally gained in a customer focused environment. They will be able to prioritise their own tasks within the agreed framework of the role and have an interest in developing their career within a higher education and fundraising setting.

If you are passionate about higher education, and supporting projects that will benefit students, then you could have the opportunity to help deliver an ambitious fundraising strategy at Strathclyde.

Formal interviews for this post will be held on 10/09/2024.