Office Management Jobs

You will be part of a small team providing close support (2 days) to the Managing Director and setting up and leading organisational and management systems for the wider office at the Peterborough Cultural Alliance (PCA) (3 days). Whilst preference is for one person to hold this as a full-time role, the role can be divided across two post holders as part-time roles too.

Responsibilities will include using your skills and experiences to understand how to build systems, support the team in using them and leading from the front in managing both strategic administrative objectives of building an office that is fit for purpose and modelling a supportive and collaborative culture.

You will also be responsible for ensuring the day-to-day management of emails, filing, bookings and will ensure financial administrative tasks are completed in good time, helping to build a highly efficient and responsive reputation of the PCA office. Supporting the Managing Director to ensure diaries, itineraries, reservations and other tasks related to the smooth running of the office are key to success in this role. 

For clarity, whilst Nene Park Trust will be your employer, your work will be that of the Peterborough Cultural Alliance. 

This is a full-time position, working 37.5 hours a week. 

Partnership Manager - Wales

Location: The role will be based out of the BookTrust Offices in Cardiff.  BookTrust works in a hybrid and flexible way with an expectation of a minimum of 8 face to face collaboration days per month which could be at the Cardiff office, visiting partners across Wales and on occasions UK wide travel.  There will therefore be reasonable travel needed to fulfil the role, with occasional overnight stays.

Contract: Full-time, open to discussing flexible and part-time options

Salary:  £36,000.00

BookTrust is the UK’s largest children’s reading charity. We know that children who read are happier, healthier, more empathetic, and more creative. They also do better at school. Working with every local authority in England, Northern Ireland and Wales and supported by a range of funders including the Arts Council England, Northern Ireland and Wales Governments, we reach over 3 million families a year via partners in schools, children’s centres, health visitors and libraries. This incredible network helps us to get children reading across the country.

We’re looking for a positive and enthusiastic individual with a demonstrable ability to build strong and successful delivery and strategic relationships with a range of external stakeholders, including primary and secondary schools, local authorities, education sector organisations as well as other civil society organisations. The role will also involve ensuring the successful delivery of a set of BookTrust’s programmes and activities so strong organisational skills, experience of collaborating with different internal functional teams and being thorough and meticulous will be necessary attributes.

The Partnerships Manager will also contribute to the development of new activities and programmes and lead on the programme training and national and regional events for Wales so experience of devising and implementing new programmes and training would be advantageous.

To apply please send a copy of your CV to our website along with a covering letter showing how you meet the person specification and your motivations for applying for the role. Your covering letter should not be longer than two sides.

Closing date: 31st July at 11:59pm.

Applications will be reviewed on a rolling basis; therefore, early applications are encouraged.

Our Commitment to Diversity and Inclusivity

We aim to provide an inclusive recruitment process and actively welcome applications from diverse talent pools: minority ethnic candidates, candidates with disabilities and long-term conditions and candidates from underrepresented communities.

We are committed to equality of opportunity and want to ensure we have an accessible application process for all candidates. If you need any reasonable adjustments or would like us to do anything differently during the application process, please contact our HR team to discuss your requirements further.

BookTrust is committed to safeguarding and promoting the welfare of children. The recruitment and selection process reflect our commitment to safeguarding therefore, the suitability of all prospective employees will be assessed during the recruitment process in line with this commitment, and pre-employment checks.

Do you want to work with our partners to have an influential role on livelihood development?  APT Action on Poverty works to transform lives by helping people work with pride for a better future.  Committed to being led by the communities and people we work with, we work with our partners to provide economic solutions to address hunger, injustice and barriers to safe and lasting work in East and West Africa.

We are a small dynamic team and which takes pride in our forward-thinking and transparent approach and we're seeking a new Programme Manager for current and new work in Sierra Leone and Kenya.

We work with people who are marginalised by society such as through their disability, gender, age, conflict or environment. We tackle the reasons for vulnerability and exclusion, building on the self-reliance and dignity secured through economic solutions to tackle stigma, discrimination and abuse of rights.

The successful Programme Manager will manage current programmes in Sierra Leone (working with a corporate on child labour and strengthening CBOs for more inclusive governance) and support the development of new programmes in Kenya and possibly Tanzania.   The Programme Manager will play a key role in the development of APT Action on Poverty.

Reporting directly to the CEO, your key responsibilities will be: supporting contract delivery and financial management, developing/maintaining donor relationships, seeking new partnerships and project opportunities, proposal development and applications to institutions.

Experience of living and working in East or West Africa, a track record in proposal development and applications to institutions, knowledge of livelihood development and rights based approaches are key areas for this role.

This is a remote role, we meet up once a month in Evesham.  We will also consider applicants who wish to work 80% FTE.

A Candidate Brief is attached and also on our careers page on our website.  Please do check it out!  We will be excited to hear from you!

Responsible to: Director of Policy Research & Impact

Contract type: Part-time working 3 days a week between Mon-Thur / Fixed-term contract for 18 months initially

Closing date: 21st July 2024 at 23:59

Interviews: We will be interviewing on a rolling basis, please apply as soon as possible

Who we are

Speakers for Schools is the largest social mobility charity in the UK. We help to level the playing field between state and independent schools by giving all young people access to the same prestigious networks available to the top fee-paying schools.

We believe that by inspiring young people to explore their ambitions through our speaker programme, facilitating access to multi-day experiences of the world of work, and supporting young people to successfully seize opportunities available to them, then we can make a profound difference to the lives of young people, their future happiness and prosperity.

By 2028, our ambition is that every young person in the UK has access to high quality work experience. Yet today, less than half of young people leave secondary school having had any work experience whatsoever. 

Role Summary

Speakers For Schools is looking for a senior and experienced Evaluation Manager to lead and oversee an impact evaluation project.. This role requires a dedicated professional to manage the day-to-day operations of an independent evaluation conducted by an external agency.

The Evaluation Manager will ensure the project is executed smoothly, meets its objectives, and delivers high-quality, actionable insights. This position is ideal for someone with strong project management skills, a solid background in evaluation methodologies, and the ability to work collaboratively with various stakeholders.

The Evaluation Manager works closely with the Director of Policy, Research and Impact and the Director of Programme and Delivery to ensure the successful implementation of the project. The successful candidate will be the main point of contact for the evaluation delivery, and it involves a great level of internal and external stakeholder engagement and communication skills.

Key Duties / Responsibilities:

Strategic Purpose: 

· Lead the evaluation project, ensuring it adheres to timelines, budget, and quality standards.

· Serve as the primary point of contact between the external evaluation agency, internal stakeholders and the funder.

· Monitor the progress of the evaluation, addressing any issues that arise and ensuring that milestones are met. 

· Make informed, timely, and effective decisions to drive the project forward. The candidate should be able to analyse complex situations, consider various perspectives, and choose the best course of action to resolve issues and make progress. 

Engagement: 

· Coordination and facilitation of effective communication and collaboration among all parties involved, including staff, partners, and the evaluation agency. 

· Build and maintain strong relationships with a diverse range of internal stakeholders, including the Programmes and Delivery Directorate, Technology and Data team and Communications 

· Collaborate with the Data Compliance team to ensure adherence to data integrity and security standards

· Prepare and present regular updates to senior management and the funding body, highlighting key findings and progress. 

Delivery: 

· Conduct regular checks and audits to ensure data quality, completeness, and integrity.

· Work closely with the evaluators to address any discrepancies or issues identified during data collection or analysis. 

· Develop a how-to-guide for future impact evaluations for the charity and design a knowledge transfer tool during the course of the project

· Develop and implement processes for data validation and verification to improve accuracy and reliability. 

· Adherence to data compliance, standards, guidelines, and best practices to ensure our data integrity and consistency. 

· Ensure safeguarding best practices are embedded in all organisational activities. 

 Note: This job description is intended to convey information essential to understanding the scope of the role. It is not intended to be an exhaustive list of responsibilities and duties required.

Skills / Experience / Knowledge:

Essential

· Minimum of 5 years of experience in evaluation, impact or a related field. 

· Knowledge and experience of both quantitative & qualitative research and evaluation methods, tools and techniques 

· Highly numerate and computer literate, including advanced Microsoft Excel and PowerPoint skills, as well as a wider range of project management, CRM and internal communication tools 

· Experience in analysing, interpreting and presenting data; Familiarity with evaluation methodologies and best practices 

· Strong verbal and written communication skills 

· Detail-oriented with a commitment to accuracy and quality 

· Able to develop and lead strong internal and external relationships 

· Proactive and positive problem solver, self-starter and start-finisher 

Desirable

· Knowledge of the specific sector related to the funding (e.g., education, technology, community development, careers education/employability). 

· Skill in developing training and professional development programmes to build the capacity of staff and partners to contribute to impact and quality efforts. 

· The ability to identify innovative approaches and technologies that can enhance impact and quality for the charity in the long term

· Familiarity with quality assurance frameworks

Speakers for Schools Values

PASSION: We are committed to levelling the playing field for young people across the UK, creating social mobility and tackling disadvantages.

AGILITY: We challenge our ideas of what is possible in order to better meet the needs of those we support. We are human, make mistakes, learn, evolve and adapt.

INTEGRITY: We act with empathy and bring our authentic selves to work every day. We value and respect the talent, time and intentions of those we work with.

COLLABORATION: We are one team with one mission and only by working together can we deliver better outcomes for young people. We support each other unconditionally and feel motivation in shared success as well as individual progress.

DIVERSITY: We know it takes people with different ideas, strengths, identities, interests, and cultural backgrounds to make our organisation succeed. We encourage constructive debate and critical friendship.

Benefits offered at Speakers for Schools:

· 25 days annual leave plus bank holidays and option to purchase annual leave

· Morning of your birthday off

· Pension scheme

· 3 voluntary days per year

· Wellbeing programme

· Enhanced maternity/paternity/adoption package

· Subsidised office furniture

· £500 a year training allowance

Diversity at our core

Speakers for schools is committed to an inclusive and accessible recruitment process and encouraging equality and diversity among our workforces. As a Disability Confident Employer, we acknowledge that some candidates may require additional support to overcome barriers experienced during the application process. If you require any reasonable adjustments to support your application or interview, please reach out to us.

The Application Process:

Please apply as soon as possible by submitting your application through our recruitment portal.

The deadline to submit your application is 21st July 2024 at 23:59.

 We will be interviewing on a rolling basis, please apply as soon as possible to avoid disappointment. Please note that we reserve the right to close this advertisement early if we receive a high volume of suitable applications.

Speakers for Schools is committed to safeguarding the young people we work with and expects all staff members to share this commitment. Appointees are subject to a DBS check. Having a criminal record will not automatically exclude applicants. You are also required to have the Right to Work in the UK for this role.

 If you have not heard from us two weeks after the closing date, please presume your application has been unsuccessful.

Haven House Children’s Hospice supports hundreds of families, looking after children and young people who have life-limiting or life-threatening conditions. Our mission is to provide the highest quality palliative and holistic care services to children and their families in our local communities.

With funding challenges throughout the hospice sector, Finance plays a crucial role in supporting the charity and overseeing its financial management.  As a key part of that work, we are now looking for a Finance Manager to oversee the operational activities of the Finance function.

Chichester District Foodbank is a vibrant and ever-evolving community project which provides emergency food to over 9000 local people every year. We are looking to employ an Office Manager for 37.5 hours per week at £28,000 to £30,000 per annum. 

As the Office Manager you will manage the overall running of the Foodbank office/building, including overseeing HR, implementing policy and procedures, including Health and Safety, maintaining administrative processes, managing stakeholders, serving the trustee board, and working closely with staff in the implementation of events and projects.

Responsibilities

As the Office Manager you will be responsible for managing the overall running of the Foodbank Office/building and administrative processes.

The postholder will do this by:

• The first point of contact for clients and stakeholders on the Chichester District Foodbank main telephone or central email, dealing with initial enquiries and referring them to relevant member of staff when appropriate. 

• HR – manage the HR dashboard, Breathe HR, prompting managers to complete appraisals and regular one-to-ones, managing policies and supporting managers in the recruitment of staff using platforms such as ‘Indeed’.

• CRM – main point of contact for Salesforce, creating templates and providing reports, prompting staff to keep contacts up-to-date, data cleaning etc. 

• Stewardship of regular and one-off donors, acknowledging receipt of donations, encouraging Gift Aid signup, and sending letters of thanks on behalf of the CEO. 

• Supporting the Operations Manager with volunteer recruitment admin where necessary.

• Responsible for building management including liaising with utility suppliers and taking responsibility for health and safety in the Chichester District Foodbank offices and centre. 

• Responsible for equipment management, keeping an up-to-date asset list, liaising with suppliers and contractors, making sure all staff have equipment needed to complete their work i.e. phones systems, laptops, and mobile phones. 

• Responsible for procuring office supplies, including stamps. 

• Responsible for IT systems including Office 365 and Google drive, ensuring intellectual property is secure, staff have relevant access and corporate assets can be accessed by all. 

• Managing Chichester District Foodbank events, managing correspondence with event attendees, procuring event equipment and volunteers. Ensuring event information is communicated accurately and timely across all channels in collaboration with the Communications Officer. 

• Oversee community collections and collection boxes/buckets – making sure that we adhere to fundraising regulations and licences, counting, and banking money and thanking relevant organisations. 

• Manage organisational policy reviews and development.

• Manage the Chichester District Foodbank office volunteers including the tech volunteer who provides IT support. 

• Responsible for creation and development of a Chichester District Foodbank archive.

• Lead on data protection /GDPR. 

• Support CEO and Trustees by setting up meetings, providing agendas, board papers and minutes, booking venues and refreshments, whilst maintaining confidentiality. 

• Support internal communications as directed by the CEO. 

• Provide occasional management support for foodbank sessions when the Operations Manager is unavailable.

PERSON SPECIFICATION: 

Personal qualities

The postholder will:

• Have leadership and team management skills.

• Be organised, self-motivated and able to manage their time.

• Have excellent communication skills. 

• Have problem-solving and decision-making abilities. 

• Be adaptable and flexible, able to embrace change and quickly adjust to the evolving charity’s needs.

• Be able to work unsupervised and under pressure.

• Be technically proficient, experience of a CRM system is desirable.

• Knowledge of Human Resources practises.

If you are a detail-oriented individual with a passion for organisation and team leadership, we encourage you to apply for the Office Manager position. Join us in a fast-paced environment where your skills will be valued and developed.

BENEFITS OF WORKING WITH US:

People are the most important asset that Chichester District Foodbank has – without our people we could not achieve any of our goals.

Personal development program
Continuous personal development is actively encouraged and training opportunities explored. 

Pension
The charity contributes 3% of an employee’s annual salary to a pension scheme. Staff contribute 5% of their annual salary. 

Holiday entitlement
25 days plus bank holidays. You will be gifted extra days to cover the Christmas week. 

Commitment to safeguarding
Chichester District Foodbank takes the safety of everyone within the charity very seriously and expects that everyone will work within Chichester District Foodbank’s safeguarding policy.

Office Manager
Healthcare Infection Society
Based in King's Cross
Salary £36,000

Hybrid working offered, 2 days a week in the office

Charity People are delighted to be working in partnership with the Healthcare Infection Society to recruit an Office Manager.

About The Healthcare Infection Society
The Healthcare Infection Society is a network of over 1300 expert members who work in the prevention and control of healthcare-associated infections. Their members are drawn largely from the medical profession and are predominantly consultant microbiologists and doctors enrolled on an infection specialty training programme. Nurses, clinical scientists, research scientists and others with a demonstrable professional interest in healthcare associated infections are also a vital part of their membership network.

The Role
We are currently looking to recruit an Office Manager to work to ensure the Healthcare Infection Society's back-office operations are effectively managed; this includes premises and facilities, information technology and general administration. Working closely with the CFO, you will process the Society's financial systems, overseeing the running of the Society's office property, involving health and safety, utilities, managing suppliers and troubleshooting and resolving any issues arising.

In addition to this, you will provide support to projects, managing events and update policies and other documents.

The Candidate

• Knowledge and / or experience of managing an office / facilities.
• Strong organisational skills and an ability to identify priorities, manage multiple responsibilities / tasks, and meet deadlines.
• The ability to collaborate across teams.
• Knowledge and / or experience of handling financial transactions
• A working knowledge of Microsoft Office / M365 applications (especially Word, Excel)

Charity People are managing all applications for this role; all applications should be sent to Ben Garner, Senior Consultant at Charity People in the first instance.

Charity People actively promotes equality, diversity and inclusion. We match charity needs with skills and experience of candidates, irrespective of age, disability (including hidden disabilities), gender, gender identity or gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation. We want to do this because we know greater diversity will lead to even greater results for the charities we work with.

Do you have a passion for environmental sustainability? Are you skilled in identifying and implementing improvements to business practices?  Are you looking for an opportunity to utilise your contract negotiation and relationship management skills?  If you are looking for the next step in your career, this could be the opportunity to broaden your operations or office management experience and perform a vital role in helping us to achieve our mission. 

This is an exciting time to join us at the Medical Research Foundation, where we have recently launched our new five-year strategy.  We are looking for an Operations and Office Manager to help us achieve our mission to drive the life-changing advances of tomorrow, by laying the foundations for ground-breaking new discoveries today.  Reporting to the Director of Governance and Operations, you will play a crucial role in the delivery of our operations and office management, and in our delivery of our environmental sustainability strategic objectives.   

Your main responsibilities will be:

• Designing and implementing policies and practices which put environmental sustainability at the forefront of our business operations; championing environmental sustainability practices across the organisation
• Identifying and delivering business-wide operations efficiencies by refining existing, and establishing new, business policies and processes
• Overseeing the day-to-day management of the office ensuring it is an efficient, safe and pleasant working environment for staff and visitors; liaising with the building management company and the IT service provider; troubleshooting or escalating IT and building-related issues as they arise
• Managing external service provider contracts, including procuring and negotiating new contracts where required
• Ensuring a first-class customer service experience for those contacting the charity
• Line management of two members of staff.

We would like to hear from you if you:

• Have a commitment to OR experience in developing environmental sustainability practices
• Have significant experience working within an operations role OR an office/facilities management position
• Have experience in identifying and implementing business improvements through contributing to the development of policies and procedures
• Are able to build and maintain effective working relationships with suppliers and other key stakeholders
• Have experience of training, motivating and managing people
• Have a sufficient understanding of IT matters and terminology (as a user) so that you can effectively liaise between users and the IT service provider
• Have an eye for spotting potential issues and taking action where needed, within the office environment
• Are solutions-focused and target-orientated, with the ability to see the bigger picture
• Are able to think and plan strategically, combined with a keen eye for detail
• Are confident in bringing appropriate challenge to behaviours and established practices
• Able to bring a sense of ownership to ensuring the office is well maintained and an enjoyable work environment

We will offer you

We will offer a salary of £45,000 - £48,000 for a full-time 36-hour week and double-matched pension contributions up to 10% max employer contribution.  We offer 30 days of annual leave plus bank holidays (pro rata) per year, excellent financial, health and social benefits and an opportunity to join a dedicated team making a difference to human health. 

We value spending time working in-person to develop strong connections with each other and with our mission.  As the role will be responsible for overseeing the day-to-day management of our office in Central London, it will be suited to somebody looking for a position that is predominantly office-based, although there will be opportunities for remote working.

Visit our website for further information and details of how to apply.

Are you ready to step up and contribute to a prestigious youth charity who are looking for a multiskilled Executive Assistant to support their CEO and manage their office function.

As Executive Assistant and Office Manager, you will provide executive support to the CEO and SLT, manage travel arrangements and scheduling, provide administration support for internal and external meetings, and be the primary contact for day-to-day office operations. You will be flexible and highly organised in your approach to time management and multi-tasking with excellent communication skills and a positive attitude.

To be an excellent Executive Assistant and Office Manager, you will need:

• Excellent communication skills, written and verbal
• Experience building and managing relationships
• Experience with office management and Health & Safety
• Excellent planning and organisational skills

Salary: £ 35,000 - £ 40,000
Contract: Temporary
Location: Hybrid - London

Closing date: ASAP

If you would like to have an informal discussion, please call Chloe on 02030 062787 or email your interest along with your CV to [email protected].

Ashby Jenkins Recruitment is a specialist charity recruitment agency, we use our extensive sector knowledge and experience to match candidates to the most suitable roles. We take a relationship-led approach to recruitment, working ethically, and supporting people to find their perfect role within the not-for-profit sector.

We are passionate about improving equality across the sector, you can read more about our commitment to diversity here.

If enough applications are received the charity reserves the right to end the application period sooner.

At Bexley Voluntary Service Council (BVSC), you will find a team who are absolutely committed to supporting a strong, sustainable, and influential voluntary and community sector that can make a positive impact on people’s lives in Bexley.

We work hard, we help each other and go out of way to help others and find solutions rather than focusing on problems. We are positive and proactive and, although absolutely focused on our areas of expertise, we work as a team so that BVSC is the best it can be. Above all, everything we do is to strengthen our local Voluntary and Community Sector.

We are looking for a dynamic individual to take on the day-to-day administration of BVSC. This is a key role at BVSC – a varied, interesting, creative role that requires a solid background in IT, database management, website maintenance, administration and supporting a large team.

Key Duties:

• Reviewing, refining and managing our database and website
• Ensuring the Community Directory is up to date, ‘live’ and reviewed regularly, with organisations supported to update and amend their own directory entries
• Providing administrative support to the CEO and HR & Governance Manager in their day to day work
• Supporting the Office Manager with induction and provide general support to the staff team with IT
• Being a key member of the social media and communications team
• Managing room bookings, events and CEO diary
• Supporting the Office Manager to manage the office service contracts

Planning Reviewing and Organising

• Overseeing the day-to-day BVSC administrative processes which include booking rooms, diary management, receiving phone calls, managing a general email inbox, updating our website and database, helping problem solve if occasional IT issues occur.
• Processing and recording Community Lottery applications.
• Team members are responsible for their own administration; however you will provide admin support to the organisation eg booking training courses, managing room bookings, offering support to staff that are facilitating Teams meetings/training events.
• Maintaining levels of stationery and office supplies as appropriate.
• Ensure all electronic and paper record systems which contain sensitive or person identifiable records are stored in compliance with the Data Protection Action and our Information Governance standards.
• To actively plan, support, and administer BVSC’s networks, internal and  public meetings – taking minutes when required.
• To review current electronic filing systems, keeping folders organised, up to date and using archive appropriately.
• To be a key member of the communications team that manage the BVSC Twitter, Facebook and Instagram accounts keeping them current and relevant by scheduling content created by the team.
• Raising and processing Purchase Orders to buy equipment and services for the organisation.

Communication

• Respond to general enquiries, answer the BVSC phone and being the first point of contact in the office, ensure delegation of this responsibility in your absence
• Communicating with all partners via email, letter and over the phone
• Being the key point of contact for all suppliers and support contracts

Research, Support & Development

• The post holder will help produce regular impact reports for senior staff
• Contribute comprehensively to the annual workplan, updating and completing actions as they arise
• Support BVSC and our member groups to meet quality standards as needed
• Research local and national events, training and funding opportunities to publicise for the charity sector
• To undertake any other duties which the CEO, line managers or Trustees may reasonably require.

Person Specification

Essential 

• Experienced office administrator with excellent interpersonal and communication skills
• The ability to work as part of a team and provide efficient and professional administrative support to other office members
• Excellent working knowledge of Microsoft 365 suite including Word, Excel, Outlook, and a range of 365 apps e.g. Teams, Forms, SharePoint – these are used daily
• Excellent IT skills and experience of maintenance and input to CRM database systems
• Experience of working within a framework of confidentiality and with access to sensitive personal data
• Knowledge of website management and maintenance (WordPress and Drupal)
• Experience of using various design, communication, or project planning platforms e.g. Canva, Sway
• A creative problem solver and able to prioritise a varied workload, managing conflicting priorities to meet deadlines
• Ability to develop and maintain relationships with colleagues, professionals, and voluntary sector providers across the borough
• Enthusiasm, flexibility and a positive ‘can do’ attitude
• Ability to prioritise your own workload and effectively manage several tasks at any given time
• Strong organisation and planning skills and the ability to work with initiative and with limited supervision
• The personality and temperament to deliver in a sometimes fast changing and busy environment

Desirable 

• Existing knowledge of local voluntary services and resources
• Must have access to own transport (car, motorbike, bicycle) and able to travel efficiently across the borough
• Ability to contribute own ideas and solutions to the team
• A good level of written and spoken English and grammar, numeracy, attention to detail with high level of accuracy
• Alignment to our organisational values

About you

You’ll definitely be someone who loves working at a high level and has solid experience of providing close support to the Chief Executive. You are collaborative with excellent communication skills. You have excellent attention to detail and will thrive in a fast paced environment with strong organisation skills. You’ll be experienced in using various means of software with experience of managing a Chief Executive’s diary and liaising with external contractors.

About the role

This is a varied role; from managing the Chief Executive’s office effectively and proactively, to organising and coordinating general office procedures and administration of the office.

About us

Carers UK is the leading national charity for unpaid carers. Our support, advice, information and campaigning work are now needed more than ever, as unpaid carers are providing more and more care, adversely impacting on their own health and wellbeing. We exist to make life better for carers and bring about lasting change.

Diversity and inclusion

Carers UK is committed to becoming a diverse and truly inclusive organisation. We strive to create a workplace where our colleagues and volunteers can truly be themselves and feel like they belong and constantly seek to ensure all voices are heard.

To embrace this culture of diversity, our employee and volunteer recruitment should reflect our stakeholders and the society that we serve and support, regardless of age, race, gender, sexual orientation, physical abilities, disabilities or religious practices. We value individual diversity and are actively building diverse teams here at Carers UK and value our colleagues from a wide range of backgrounds.

As a membership charity for carers, we particularly seek employees and volunteers with a real understanding of the issues faced by carers. Reasonable adjustments can be made to the process and role dependent on the needs of the applicant.

At Carers UK we want our application process to be as accessible as possible. If you need any adjustments to apply please email the recruitment team to discuss.

The closing date for applications is 5pm, 24 July 2024

Carers UK anonymises all applications prior to shortlisting.

Carers UK reserves the right to appoint at any stage, should an outstanding candidate emerge.

Carers UK are actively interviewing as we receive applications.

Carers UK may carry out online and social media checks as well as seek references before a formal offer is made.

The role of Office Coordinator is essential to the efficient and effective day-to-day work of the organisation, ensuring the team are well equipped to successfully carry out their roles and helping the organisation to support the optimum number of young people to the highest possible quality. Whilst you will have specific areas of responsibility (see below), you will also be expected to contribute towards the wider vision of Matrix Trust, as appropriate. 

1) Office and Building

• Support Maintain and, where necessary improve, office systems.
• Proactively ensure the building is clean, tidy and maintained to a high standard, liaising with SLT and external contractors where necessary to achieve this.
• Proactively purchase and restock office, cleaning and hygiene resources, ensuring a ready supply at all times.
• Proactively purchase and restock staff refreshments, ensuring a ready supply at all times.
• Proactively ensure physical and digital notice boards are kept up-to-date.
• Proactively ensure digital team calendars are kept up-to-date.
• Support the team in utilising the GSuite and printing facilities.
• Act as the first point of contact for all internal and external queries, ensuring that emails, phone messages and postal enquiries are responded to promptly.
• Support the Head of Operations in their role as Senior Fire Marshall, Health and Safety Officer, and Data Protection Officer.
• Prepare rooms for team meetings and events, as required.

2) Human Resources Support

• Utilising our HR database, maintain accurate, organised and confidential HR records.
• Liaising with Line Managers, administer the annual leave and sickness process.
• Liaising with the Designated Safeguarding Lead, administer the DBS process.
• Support the Head of Operations by administering the recruitment and induction processes.
• Support the Head of Operations by administering the team performance processes, including probations and appraisals.
• Coordinate and book staff training, ensuring all regulatory requirements are met.
• Coordinate a range of inclusive team social events.

3) General Administrative

• Support Support the Head of Operations in maintaining detailed and accurate records of the grant application process.
• Support the Head of Operations with basic data entry on grant applications.
• Support the Head of Operations in collating data for grants applications and any necessary reports.
• Support the wider team with occasional administrative tasks, as required.
• Provide occasional administrative support to the Board of Trustees and SLT, as required.

The Role

• Developing and maintaining the central portfolio plan, helping to capture and sort new project demand.
• You'll also be working with the projects on a day-to-day basis to provide comprehensive support, ensure key controls are in place.
• Championing the PMO framework, promoting the adoption of good practice and be a key go to person for the teams.

What we're looking for

What's in it for you

This is an excellent opportunity to work with contemporary thinkers in a progressive membership organisation. The successful candidate will join a strong brand with a reputation for excellence and legal expertise, committed to promoting equality, diversity and inclusion, and a culture of trust, clarity and respect.

We offer hybrid working, a generous flexible benefits package, a friendly working environment and the opportunity to develop your career within a professional organisation.

Please note: if you are an internal applicant, Pay Policy will apply.

The Law Society represents solicitors in England and Wales. From negotiating with and lobbying the profession's regulators, government and other decision makers, to offering training and advice, we're here to help, protect and promote solicitors.

If you would like to have an informal discussion about the role, please contact Gemma Wieberg on

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;