Team Administrator Jobs

This is an exciting and engaging job opportunity to join elop’s dedicated and enthusiastic team. You will be supporting us to continue to save lives and improve mental health for LGBTQ+ community members through ensuring the smooth administration of elop's counselling, mental health and other services. 

As Services Administrator you will have a key role and direct responsibility for the administration of our counselling and mental health services, training and education services, and general office and organisational administrative duties.  This will include:

· responding to enquirers & information requests, and sign-posting callers to relevant staff

· receiving and processing service referrals and training applications

· taking and processing service and training bookings, and administering associated payments

· liaising with staff, volunteers, service users, clients, students, professionals

· maintaining central office and service files, data records, inputting and collating data

· assisting with service promotion

· administration of volunteer and student recruitment

· supporting admin volunteers

· contributing to staffing front of house/ reception

· maintaining administration of central office systems and associated facilities

· minute taking at varied service and team meetings

· contributing to service and training monitoring and evaluation

You will work with the Senior Management Team to ensure and maintain well administered, organised, efficient, and smooth-running services, systems, office and centre environment.

You will be well supported with an in-depth induction, regular line management supervision, and additional reflective practice opportunity as required.

Ordinarily, this is an in-person/ onsite position, but will commence temporarily online via remote homebased working, whilst we relocate to our new location.

This is a fantastic opportunity to join our busy Talking Therapies service (previously known as IAPT), working alongside the Psychological Wellbeing Practitioners (PWPs) as well as supporting clients of the service with enquiries and bookings.

You will be working with the PWPs to set up and maintain effective office systems and procedures to ensure the smooth running of administration for Richmond Talking Therapies. You will be contributing to a well-established service with an excellent reputation.

The successful candidate will have experience in an administrative support role and will bring strong organisational, data handling and IT skills. The role will involve processing sensitive data as well as speaking to clients, so a strong understanding of confidentiality is essential. Therefore, experience of speaking to people with mental health difficulties in a helping role, and good knowledge and experience of safeguarding practices is desirable but not essential.

Benefits of working for RB Mind:

· 25 days annual leave plus bank holidays each year, increasing by 1 day per full year of service (up to a maximum of 30 days)

· Bonus 1 day of annual leave per year over the festive period

· Flexible working options including working from home opportunities

· Paid time off for medical appointments

· Contributory Pension Scheme

· Employee Assistance Programme (EAP) which includes free counselling sessions and access to a wellbeing app.

· Training and personal development opportunities

· Staff away days and socials

Richmond Borough Mind values diversity and difference. We welcome applicants from all sections of the community, particularly individuals with lived experience of mental health problems.

Successful candidates will be required to complete an enhanced DBS. 

Please send a CV along with a covering letter which addresses how you meet the person specification for the role.

Interview date: Thursday 12th and Friday 13th December 2024.

We are looking for a dynamic individual to work as part of our Rehab Team to assist with a range of administration tasks and session support, support clients during workshops and with other admin tasks, be the first point of contact for all new enquiries and to carry out tasks allocated by the Rehab Team Lead

REHAB TEAM MEMBER

35 hours per week

£12.50ph

3% contributory pension

25 days holiday pro rata per annum in addition to public holidays.

3 months' probation

The post-holder will be based at Headway Surrey’s centre, at Headway House, 21 North Road, Guildford, GU2 9PU.  Occasional remote working may be offered either permanently or ad hoc with the CEO's prior agreement. 

On the job training will be provided at all times to help develop your skills and knowledge.

Following the successful completion of the probation period, the post holder will be required to undertake a self-study Brain Tree Training Course, called Cognitive Rehabilitation for Professionals which will be paid for by Headway Surrey. Assignments, exercises, and self-tests are included throughout the coursework—some of which are mailed or emailed to course tutor for feedback.

Training on Headway Surrey’s CRM database, Charitylog will be given.

A clean driving licence must be held. Car mileage allowance for travel to meetings in connection with work

JOB PURPOSE:

The main purpose of the role is to:

• Assist with a range of administration tasks and session support
• Support clients during workshops and with other admin tasks
• Be the first point of contact for all new enquiries
• Carry out tasks allocated by the Rehab Team Lead

A Rehab Team member will play a key role in achieving Headway Surrey’s objectives by working alongside the Rehab Team to achieve our vision and mission:

Vision - To be known as the go to place for acquired brain injury in Surrey.  Supporting people in Surrey from all circumstances with traumatic and acquired brain injury, their carers, and families, are supported to improve their quality of life by optimising recovery and maximising independence.

Mission – Headway Surrey supports people with head injuries, their families, and carers, and promotes understanding of the implications of head injury throughout Surrey.

ROLE OVERVIEW 

The key areas of responsibility include:

To support centre sessions which run on Tuesdays and Thursdays, 10.00 am to 2.30 pm, under the direction of the Rehab Team Lead and with the assistance of volunteers.

• Prepare cognitive tasks for clients
• Support clients to complete tasks
• Help to present educational brain injury workshops
• Facilitate conversation and encourage clients to follow centre guidelines for appropriate behaviour
• Support the Rehab Team Lead to facilitate other sessions throughout the day, which may include art, boardgames, discussions

To attend team meetings, planning sessions and rehab meetings as required, either in person or via Zoom.

To be the first point of contact for new enquiries and to provide administrative support to enable new enquiries (clients and carers) to access Headway Surrey’s rehab services by:

• Responding to all enquiries (telephone, letter, email or online referral forms) for support services
• Accurately recording all enquiry details and documentation on the CRM
• Ensuring all enquiries are followed up in a timely manner and chased up accordingly
• Collecting and gathering documentation
• Supporting clients to complete Brain Injury ID Card application forms, issued by Headway UK.
• Liaising with Adult Social Care and signposting to other agencies/services where appropriate

 INITIALLY

To undertake an induction program given by the Services Manager or CEO.  Observation of sessions, training on CRM, telephone system and other processes/systems.

OTHER TASKS

As a small organisation we plan carefully, but sometimes, medical and unplanned absences may present themselves.  We may need you to cover / help the team.  Training will be given, so that you are prepared for these eventualities.

To provide occasional support in the wider administration duties of the organisation as directed by the Service's Manager.

Headway Surrey is an equal opportunity employer. Employment is based solely on a person's merit, skills, experience and qualifications directly related to professional competence.Applications from individuals are encouraged regardless of disability, age, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

How to apply

For an informal telephone discussion ring

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Application Instructions

To apply, please send your CV and a short email, highlighting anything that will support your application to show why you are a great fit for our job.

No closing date: Position needs to be filled as soon as possible. 2 interviews (1 on zoom and 1 at the Guildford centre), references, DBS check.

Salary: £24,570  per annum pro rata

Location: Sheffield

Contract type: Fixed term until October 2026

Hours: Full time 37.5 hrs / week

Closing date: Monday 2nd December 2024 at 11.30pm 

Are you an excellent administrator with a passion for solving the housing emergency?  Then join Shelter as a Service Administrator in our Sheffield Hub and you could soon be playing a vital role in tackling injustice for individuals and communities across society. 

About the role 

You will be the first point of contact for in-person and telephone callers to the service - taking client details, providing information and working with your team to direct enquiries to the right people.

You’ll provide comprehensive administrative support, with shared responsibility for designing and developing systems and processes, data input and extraction, and finance administration. 

We are happy to talk about flexible working, personal growth, and to promote a workplace where you can be yourself and achieve success based only on your merit. 

About you 

We are looking for someone who:

• Has proven office administration and customer service experience. You’ll be a confident user of Microsoft Office, including Excel, Word, PowerPoint and Outlook.  
• Has a passion for social justice.  
• Will thrive in a fast paced and busy office environment, with a flexible and tenacious approach and will enjoy learning new skills.  
• Has strong data processing skills with the ability to input, extract and analyse data and to review processes, introducing new ways of working where needed. 

About the team 

Shelter Sheffield provide housing advice and support to people across the city. Our focus is on emergency homelessness, intensive support for children and families, people experiencing domestic abuse and people with multiple disadvantages. We take a holistic approach to help people deal with interrelated issues that can impact their ability to keep a home and help over 5,000 people a year, while also working to change the underlying systems that cause the housing emergency. 

About Shelter 

Home is a human right. It’s our foundation and where we thrive. Yet every day millions of people are being devastated by the housing emergency. 

We exist to defend the right to a safe home. Because home is everything, 

We need ambitious, passionate people to join us. This is your chance to play a part in the fundamental change we are striving to achieve. 

Our enemy is the social injustice at the core of the escalating housing emergency. To win this fight, we must be representative of the people we are here to help and those who support our movement In all our people decisions, we take pride in being inclusive, equitable and transparent. We are committed to combating racism both within and outside Shelter. We welcome you on our journey to becoming truly anti-racist. 

Apply to be part of our team and be the change you want to see in society. 

Safeguarding is everyone's business. Shelter is committed to protecting the health, wellbeing and human rights of those we support, and enabling them to live free from harm, abuse and neglect. All our staff will be expected to observe professional standards of behaviour and conduct their work in line with our Safeguarding Policies. 

Shelter does not accept unsolicited CVs from external recruitment agencies nor accept the fees associated with them. 

How to apply 

Please click ‘Apply for Job’ below. You are required to submit a CV and a supporting statement with responses to the points in the ‘About you’ section of the job description of no more than 350 words each. 

Please provide specific examples following the STAR format and ensure you demonstrate how you address the behaviours below in your responses: 

• We prioritise diversity and have an inclusive and open mindset 
• We work together to achieve a shared purpose 
• We learn from our experiences and are open to risk 

If you would like to find out more about the role, or to arrange an informal chat, please see the job vacancy on our webpage for more details.

Any applications without a supporting statement will not be considered.

Benefits 

We offer a wide range of benefits, including 30 days of annual leave, enhanced family friendly policies, pension and interest free travel loans. Our employees also have access to a tenancy deposit loan, payroll giving, cycle to work scheme and an employee assistance programme. 

Shelter helps millions of people every year struggling with bad housing or homelessness through our advice, support and legal services. And we campaign to make sure that, one day, no one will have to turn to us for help. We’re here so no one has to fight bad housing or homelessness on their own. 

Job title: Service Administrator

Responsible to: Deputy Director of Psychological Therapies and Wellbeing Services

Salary: Starting salary is £26,970.24 per year (Full-time equivalent), (SC4- SP19) which equates to £16,182.14 per annum at 22.5 hours per week.

Hours: 22.5 per week 

Contract type: Fixed Term until March 31st 2026

Location: Hackney/Remote

Benefits: See supporting documents for information on benefits.

We are seeking an experienced service administrator who will support all aspects of MindCHWF components of the Safe Connections Collaborative, which would include the Community Suicide Prevention Training and the Grief in Pieces Support for Suicide Loss Services.

The post holder will be an exceptionally well-organized individual who will take responsibility for key parts of the team’s remit. They will excel in a fast-paced administrative environment, managing their varied workload with competing deadlines. A keen eye for detail will be essential, as they ensure accuracy and precision in all aspects of the work.

The post holder will assist Senior Management in applying our ethos of continuous improvement, ensuring that we continue to provide excellent service across all relevant areas. 

About Mind in the City, Hackney and Waltham Forest:

We are a multi-disciplinary provider of specialist mental health services and a part of the Mind Federation.

We promote both recovery from ill health for people with recurrent and enduring mental health difficulties and early intervention for those at risk of developing mental health issues, or who struggle with common mental health conditions.

We currently support around 5,000 people a year through a variety of services focusing on psychological, social, economic and workplace wellbeing, and support minoritised communities.

Our values are:

Working with Mind CHWF means you’ll be part of a dedicated, passionate, and professional workforce who cares about the work they do and make a real difference to the lives of the people in the City of London, Hackney, and Waltham Forest.

Our values are:

Connected: Creating a compassionate and supportive community.

Fair:  We strive for equity- no-one's needs should go unmet.

Brave: We walk with people, offering help by doing what works - proven or new

We are committed to actively becoming anti-racist in everything we do. This is a critical priority for Mind CHWF. We embrace diversity and understand that being an inclusive organisation that recognises different perspectives, will enable us to provide excellent services.

We are committed to ensuring all our employees are treated fairly and equitably at work and promoting equity in physical and mental health for all.

Those with lived experience of Mental Health are encouraged to apply.

Value-based Recruitment:

We know that for various reasons, not everybody who can successfully perform in a role, performs their best under traditional interview/selection procedures. We are therefore seeking ways to breakdown further barriers in our recruitment & selection process.

Shorted-listed candidates will be provided with some questions to help them prepare for the interview.

 How to apply:

For more information on the vacancy and how to apply, click the ‘Apply’ button - Please note that we are unable to consider incomplete applications.

Please see the document section below for the application pack.

To be considered for this post, we need to receive the following:

1. Completed application form; and

1. A copy of your latest CV.

Please note that if we do not receive the two documents listed above then we can’t consider you for the role.

The closing date is by 30th November 2024, however, please do not delay applying as this advert may close before the stated deadline if we find a suitable applicant for the role.

We are a disability confident employer. All applicants with a disability, who meet the minimum essential short-listing criteria are guaranteed an interview. If this applies to you, please let us know in your application.

Your privacy and the security of your data is our top priority. Please take a moment to read through our applicant’s privacy notice.

The Early Intervention Administrator role requires an individual who is relational, hard-working, pro-active, and can use their initiative on a day-today basis. The role is central to TLG sustaining and achieving positive impact through TLG’s volunteer programmes and church partner network. Passionate about supporting vulnerable children and their families, the church and TLG’s vision, the post-holder will lead up, across and down within the organisation, so to ensure that key outcomes are achieved within stated deadlines

The successful candidate will be well-organised, collaborative and flexible in their approach to work. With strong customer-focus, he/she will support church partners and staff team members effectively, with an eye for detail and a personable approach. To support the ongoing growth in our church partnerships network, the post-holder will collaborate with team members to lead in the development and maintenance of the online platforms and processes surrounding the Early Intervention programme, and our CRM system. With a creative approach to work and a hunger for personal and professional development, this is a role for an ambitious administrator who thrives in a fast-paced working environment that requires creative problem-solving, focused on constantly improving ways to serve our partner churches and the children and families they support.

TLG is a Christian charity and, as a team, we want to bring our faith to the work we do; as such, we are recruiting an individual with a strong and vibrant Christian faith. We would welcome applications from candidates from diverse backgrounds to enable us to better reflect the needs of the communities we serve.

Initial Interview Date (Online): 9th December 2024

Final Interview Date (In Person): 12th December 2024

Closing Date: 4th December 

40 hours per week, shift work including weekends and bank holidays

Permanent contract

Twickenham (TW1)

We have presently a fantastic opportunity to join one of our 16+ Homes, located in Twickenham, and make a difference to our Young People’s lives.

About Us

Our vision is for every child and young person to be safe, loved and happy, to achieve their potential and have a bright future.

St Christopher's is a leading charity for children and young people. We are proud of our history of providing fostering, children's homes and innovative leaving care services across the UK & Isle of Man.  We have a passionate commitment to our young people, placing them at the centre of everything we do.  We provide positive life experiences for young people who are unable to sustain a placement in their parental or foster home.

We are an equal-opportunity employer keen to develop an inclusive workforce where people feel they belong.  We hope to attract applications from under- represented groups, including people from different cultures, nationalities, socioeconomic backgrounds, ages, disabilities, religions, faith, sex, orientation, childcare responsibilities, and gender-diverse identities.

St Christopher’s Academy

When you join St Christopher’s, we will set you up in your career with a tailored development plan. Whether you want to move across to a different service, become a Manager or just explore further your current role, we will support you to map out your career trajectory and help you achieve your professional ambitions. If you want to learn more about St Christopher’s Academy, please click here

We are proud that 84% of all our Team Leaders, Deputies and Managers are internal promotions.

About the Role

As Team Leader, you will assist the Manager in the running of a 16+ residential service, supporting the delivery of high quality transition services for young people that promote their independence and increase their life skills.

We have an enthusiastic team including Support Workers, Waking Night Staff and Management who all have different interests which they bring to the service. If you’re ready for a challenge and think you have the skills to drive St Christopher’s forward we would love to hear from you!

Applicants should have

• At least two year’s relevant experience providing housing and/or support services to vulnerable individuals.
• A good understanding of the regulatory framework relevant to the provision of housing services for young people.
• Knowledge of the welfare benefits system in relation to young people.
• Ability to lead, motivate, supervise and support staff and be a positive role model.
• Ability to prioritise own workload and to work flexibly to meet deadlines or service requirements.
• Ability to use own initiative as well as be an active team member.
• Flexibility to work evening and weekend shifts and participate in the On-Call system.

What you should expect from us

• Salary of £29,358 per annum.
• Competitive pay and reward structure offering salary progression based on performance.
• A friendly working environment, a fun, open and honest culture.
• 25 days holiday rising to 27 days after 3 years’ service, plus Bank Holidays, pro-rata.
• Industry leading training programme including access to level 3 qualifications, children’s right and participation, CSE, empowerment, mental health and social pedagogy.
• Contributory pension scheme, enhanced maternity and company sick scheme.
• UK Life Assurance (Death in service) to the value of 3 times your annual salary.
• BUPA employee assistance programme, offering counselling, financial advice and legal support.
• Cycle to work scheme.
• Bluelight card; discount shopping scheme at hundreds of retailers across the UK.
• Discretionary funded training programs.
• Employee awards based on performance and length of service.
• Fantastic opportunities to develop your career within our range of services.

Recruitment Process

At St Christopher’s we are committed to the safeguarding of all children and young people in our care. During the recruitment process you will be expected to complete an online application form to ensure we capture essential information to meet legislation, best practice and vetting requirements.

Applicants will ideally already be on the DBS Update Service; if this is not the case St Christopher's will carry out a DBS (police) check prior to starting.

Your online application must include a supporting statement addressing the criteria stated in the Person Specification. 

Closing date: 29 November 2024

Interview date: 9 December 2024

We advise to apply as soon as possible as applications will be reviewed on a rolling basis.

St Christopher’s Fellowship has a minimum age requirement of 21 for roles working directly with children and young people in our residential and semi-independent Homes.

Citizens Advice Kingston is an innovative, welcoming and friendly local Citizens Advice office, and we provide a high quality advice and information service to local people across a range of topics. 

We operate a hybrid model of working which is heavily reliant on digital elements. The post holder will work with the Chief Executive and other senior staff to lead the team in maintaining and developing effective models of administration. 

The ability to work remotely as required and also support and supervise others using remote systems is essential to this role. Remote working systems rely significantly on the use of IT over a range of applications so a positive and creative approach to digital services and systems is essential. 

Reporting directly to the Chief Executive and you will be responsible for the smooth running of the administration of the organisation. 

We are looking for someone with strong administrative skills and excellent computer skills, who is an effective communicator with experience of building relationships at all levels. You must also have experience of managing a diverse workload, and have strong planning and organisational skills.

Closing Date: 5pm on 4th December 2024        Interviews:  10th December 2024

Operations Administrator

We are looking for an Operations Administrator to join the team supporting facilities and building maintenance and offering general admin and operational support.

This role could also be full-time incorporating the HR support function, which at the moment is as separate standalone part-time role.

Position: Operations Administrator

Location: Bristol (onsite)

Hours: 15 hours per week (0.4 FTE) 7.5 hours split any days Monday – Thursday. Fridays are mandatory. (or full time hours for the HR and Operations Officer role combined)

Salary: £25,000 pro rata (£10,000 actual)

Contract: Permanent

Closing Date: Monday 2nd December 11:59pm

Interview Date: Interviews expected to be held w/c 9th December

The Role

The Operations Administrator will be responsible for the facilities, asset, and building maintenance of an owned therapy building. The Operations Administrator will understand that due to the building being used for therapeutic purposes, there will need to be clear communication between staff and suppliers on ‘quiet times’ and optimal visiting times.

Main areas of responsibility include:

• Stock control
• Maintaining relationships and organisational contracts with suppliers e.g. phone company or IT support
• Ensure office workplace health and safety standards are upheld
• Assist with operational aspects of staff away days and events e.g. venue booking and staff lunch
• Support with the set up and management of the outreach centres
• Supporting staff with internal operational enquiries
• Working closely with the Finance Manager to ensure operational expense is accurately reported
• Tracking and management of petty cash
• Finance admin support

We are advertising this as a part-time permanent role but would welcome applications for this post and the HR  post as a full-time position, HR and Operations Officer, £29,000 annual salary 1.0 FTE.

Due to the nature of the role (facilities & building maintenance), remote working is not an option. Please only apply if you are able to commute to the therapy building in St Paul’s, Bristol. 

About You

You will have experience in facilities/building management, administration and/or office operation OR equivalent experience, with a strong focus on overseeing administrative systems

You will be asked to submit a CV and then those selected to move to the next stage will be asked to submit a supporting document alongside their application.

We appreciate that some candidates may find other means of communicating their skills and experience more suitable to them, so accept the following supporting document formats:

• 2-page cover letter
• No more than a 5-minute long video (either sent as an mp4 attachment or a link to an unlisted YouTube video)
• A poem no longer than 2 pages

About the Organisation

The charity offers specialist support and therapeutic services to children, young people, and their families who have experienced child sexual abuse. They believe in creative evidence-based support services led by the voices of young people and their families. The specialist services are designed to grow connection and community with families who have experienced sexual abuse. The services have a creative arts focus because they believe in the transformative power of creativity in helping families to rebuild their lives after abuse experiences. Research guides everything the team does, it helps everyone to understand the service, develop best practice nationally in the sector and is a platform for amplifying survivors voices. 

Benefits include:

• 25 days holiday plus bank holidays. We currently award the Christmas – New Year period off to staff (not deducted from allowance)
• Generous leave allowances (sickness, maternity, etc.)
• Flexible employer
• Whole-organisation Professional Development Fund and Policy to help your CPD
• Access to Employee Assistance Programme
• Fantastic, kind, and hardworking team

The organisation is committed to providing equal opportunities for all, irrespective of age, disability, race, sex, religion/belief, sexuality, gender identity, marital/civil partnership, pregnancy/maternity and working patterns. Therefore, are particularly keen to hear from candidates living with a disability, and those from the global majority.

You may also have experience in areas such as Admin, Administrator, Administration, Operations Administrator,  Buildings Administrator, Support Administrator, Maintenance Administrator, Facilities Administrator, HR and Operations Administrator, Operations Coordinator, Operations Officer, Maintenance Coordinator, Buildings Coordinator.

PLEASE NOTE: This role is being advertised by NFP People on behalf of the organisation.

We are looking for an enthusiastic, organised, proactive individual who has a successful record in the role of a PA, EA or Team Assistant and who is looking to take on a new, exciting challenge that will make a real difference to the community.

Are you someone who can effectively engage with a range of individuals, manage multiple workstreams and work independently to meet delivery timelines? 

This is a full and varied role – no two days will be the same! We can offer:

• The opportunity to be fully involved in meaningful work, to make a difference and see the positive impact of your work

• An experienced team who will support you to deliver on your goals, and to grow personally and professionally

• The platform to manage and deliver on your own workload

• A role that allows you to take the initiative, to innovate and to be involved with multiple stakeholders across the business 

• Fulfilling and rewarding work that contributes to society, sustainability initiatives and environmental challenges

ABOUT BAKER STREET QUARTER PARTNERSHIP

We are the Business Improvement District (BID) for the Baker Street area of Marylebone – a not-for-profit organisation making a real difference to this vibrant, diverse and dynamic part of central London.  Our innovative and compelling work is far reaching, from nurturing and connecting the community, to promoting the area’s vitality and ensuring it is resilient, safe and clean. Established 11 years ago, we have recently set out a new exciting and ambitious business plan focused on facilitating social and environmental impact, with wellbeing at its core. This is a unique opportunity to work within a team who are committed to contributing to the broader community and driving positive change. 

Our team is small but highly innovative and ambitious with a proven track record of making real improvements to the area for business and for all.  You will be joining the Partnership at an exciting time as we recently extended our area of benefit. 

We are delighted to have been recognised as a Great Places to Work certified company!

“100% of employees at Baker Street Quarter Partnership say it is a great place to work*, compared to 54% of employees at a typical UK based company”

JOB RESPONSIBILITIES:

Executive Support

• Provide intelligent diary management and full Executive Assistant support to the CEO and two members of the Senior management team

• Project support for the Executive team including drafting presentations and papers, research, presentation of statistics, attending volunteering sessions and assisting in scheduling and task management.

• Manage all arrangements for Steering Group and Board meetings including the preparation of reports and papers proactively ensuring deadlines are met

• Implementation of assistive technology for the preparation of minutes from all governance meetings (c16 per year) and responsible for proofing and finalising minutes, ensuring actions are followed up and deadlines met

• Proactive management of outstanding tasks assigned to team to ensure projects are completed on schedule

• Managing confidential HR information including personnel information ,sickness records, training records and annual leave records

• Tracking required changes to the Staff Handbook and making updates

• Database maintenance and updates, pulling data from external sources and updating mailing and other lists

• Booking meeting venues, lunches and travel arrangements for the Senior Management team

Finance Support 

• Logging expenses on Xero and assisting with credit card reconciliations 

• Raising POs and allocating to correct codes

• Assisting with finance queries and contract administration

• Management and reconciliation of office budget

• Assisting with the preparation of quarterly Management Accounts, preparing templates and ensuring deadlines are met

Office Management

• Ensure the smooth running of the office.

• Manage office move, assisting with the search for space and liaising with suppliers as appropriate

• Ensuring the office is fully stocked including management of stationary and other supplies, including refreshments and ensuring a well presented and well-maintained office space.

• Maintaining planned preventative maintenance list for office space, managing Health & Safety and Fire Assessment reviews and proactively addressing issues

• Management of bookings for community space

• Organising team training, wellbeing and social activities 

• Provide first point of contact for general office administration including first line reception and phone cover

• Manage generic email inboxes (including info@) and member support requests - coordinating responses from the entire team in a timely fashion

• Set up the meeting rooms for external guests, welcoming guests and providing refreshments

• Ensuring contact details are up to date on organisation Crisis and Continuity Plan

• Ensuring adherence to the sustainable procurement policy for all office supplies

• Management of office contracts including areas of insurance, IT/comms and equipment.

• Organise weekly team meetings, preparing agenda and sending action points

• Be the Fire Marshall, First Aider and DSE Assessor for the office (full training provided)

• Opportunity to be trained as Mental Health First Aider

• Always acting as an ambassador for BakerStreetQ

Finance Support

• Logging expenses on Xero and assisting with credit card reconciliations 

• Raising Purchase Orders  and allocating to correct codes

• Assisting with finance queries

• Assisting with contract administration

It is expected that the Team Assistant will provide cover for and stand-in as necessary for the Marketing and Events Coordinator and the Project Assistant, and has familiarity of their job functions to enable such coverage to be provided.

To undertake such other duties commensurate with your position, and / or hours of work, as may reasonably be required

SKILLS REQUIRED:

Required skills

• Excellent communication skills (both written and verbal) with a strong ability to build rapport and engage effectively with a wide range of individuals

• Proactive and detail orientated 

• Self-motivated, taking accountability for own workload and timely deliverables of work

• Excellent attention to detail

• Strong planning and time management/multi-tasking skills, with the ability to take the initiative and work independently with little supervision, yet maintaining regular communication within the team

• A flexible approach, professional outlook and positive attitude is essential 

• Ability to work to tight deadlines whilst caring to ensure a high standard of work quality

• Ability to work effectively in a team environment with a “can-do”, willing, collegiate approach 

• Flexibility to adapt effectively to change

• Flexibility to work occasional evenings and out of core hours to attend events where necessary 

• Demonstration of a mature approach and manner, with a high level of integrity and someone who can be trusted with confidential information

• Problem solving

• Intermediate skills in Word, Excel and PowerPoint and experience of using contact databases (in particular input, retrieval of data and the ability to use database) 

Required Experience

• Previous work experience in a PA, EA or administrative role, supporting an individual or team likely to have been gained over a minimum of 12 months

• A passion/drive to contribute in a community focused, social impact role 

• An interest in the urban environment and an organisation involved in sustainability initiatives, area promotion, placemaking projects

Our Benefits:

• Private health insurance via BUPA for employee only from day one

• Pension – Employee 5% and Employer 6% 

• 25 days Annual Leave plus bank holidays and additional gifted holiday over Christmas

• Season ticket loans

• Cycle to Work scheme 

• TechScheme – limit £2000

• Wellbeing sessions

• Opportunities and Support to volunteer

TIMESCALE:

Closing date for applications 29th November 2024.

Application by cover letter and CV.

Conservation Collective (CC) funds solutions to protect the environment, restore nature, and safeguard against climate change. The CC UK charity incubates, launches, and supports locally focused foundations, which open new funding channels to support the most impactful environmental grassroots projects. Our network comprises 20 members based all over the world and is growing.

We manage and monitor our donor relations, grant giving governance, contacts, and event activities, via a bespoke and customised salesforce system. This was launched in early 2022, and has been developed and configured to meet our growing needs since then.

As the demand for our model increases around the world, we need a highly capable Salesforce and data administrator to support us to ensure our system is well managed, users are trained, and we can create accurate reports for our donors and other audiences. We’re looking for someone who can not only ensure that the existing system works well and is well managed, but who can identify opportunities for improvement and help us generate high-quality reports from the system to help us to raise more funding to support grassroots conservation work.

The role will report to the Finance Director and will work closely with the rest of the team in the UK and around the world, it is a critical role that is central to the success of our global network, and there is lots of scope for an ambitious candidate to grow in responsibility with it. 

Key Responsibilities:

 Oversee Salesforce System: maintenance, training, development, and reporting

Maintenance, user management, support and development 

• Administer and maintain the Salesforce platform, managing user access, profiles, roles, and security settings 

• Customise Salesforce to meet our business requirements, with outsourced development support to create and manage of custom objects, fields, formulas, validation rules, and process automation 

• Collaborate with stakeholders to gather and analyse business needs, translate them into technical requirements, and implement effective Salesforce solutions 

• Monitor system performance, troubleshoot issues, and resolve any operational or functional problem. Managing work outsourced to Salesforce contractors when needed 

• Ensure automatic back-ups are working and up to date and an understanding of how to restore back-ups if needed, protecting our organisational data 

• Stay current with the latest Salesforce releases, features, and best practices, and evaluate their potential impact on the organization 

• Identify opportunities for process improvements and system enhancements to maximise Salesforce functionality and efficiency 

• Support the implementation of new features, applications, and third-party integrations within the Salesforce ecosystem 

• Maintain comprehensive documentation of Salesforce configurations and process 

• Maintain reliable records in all objects on Salesforce by eliminating duplicates monthly, processing user deletion requests and updating records for lists with up-to-date information on key stakeholders (e.g. trustees, contractors etc). 

• Oversee data governance log: maintaining log of changes to review with the team, discussing effect on budget and system usage to feed into prioritisation of new features and functionality, support the communication of any platform changes to end users 

• Oversee smooth onboarding and training process for new members to ensure effective adoption. 

Integrations 

• Manage the integration of applications with Salesforce ensuring all connectors work well and troubleshoot and update connections where needed.  

• Support users with the building of individual Form Assembly forms, updating when needed (ad hoc) and embedding them in their websites. 

Reporting 

• Support us to produce effective and easy to understand reports from the system:

• Opportunities - pipeline and income reports for board meetings 

• Grants - tracker and applications analysis, extraction of impact data for evaluation purposes 

• Provide quarterly analysis of user activity in the system, identifying and addressing trends or issues that arise from this 

• Support the senior management team to prepare quarterly data and reports for trustee meeting and annual reports. 

Overseeing our IT systems with the support of outsourced consultants 

As well as the Salesforce administration, the candidate we’re looking for will be able to assist us as: 

• a key point of contact with our outsourced IT company, overseeing the creation of new users and managing the leavers’ processes on the MS 365 environment 

• Troubleshooting issues as a first point of contact before liaising with outsourced providers. 

• Recommend Cyber Security improvements. 

• Maintain an up-to-date list of active users, MS 365 licenses and Antivirus license protection. 

• Support us with the management of our website domains – purchasing new ones on request and performing updates when needed. 

Data Protection Officer point of contact 

• Support our organisational Data Protection and lead on issues to improve where needed, ensuring Conservation Collective is compliant with and follows the Information Commissioner Office Data Protection policies (GDPR). 

The successful candidate for this role will need to demonstrate: 

• Minimum of 1 year’s experience as a Salesforce Administrator 

• Salesforce Administrator certification 

• Strong knowledge of Salesforce architecture, data models, and best practices for configuration and customisation 

• Proficiency in Salesforce Lightning Experience  

• Hands-on experience with Flow Builder 

• Solid understanding of Salesforce security models, including roles, profiles, and permission sets 

• Proven ability to gather and translate business requirements into effective technical solutions 

• Clear communication skills, verbal and written. This is vital in supporting colleagues with less technical experience! 

• Solid understanding of Data Privacy and GDPR regulations 

• Excellent problem-solving skills with the ability to troubleshoot and resolve system issues 

• Self-motivated, detail-oriented, and able to manage multiple priorities in a fast-paced environment 

• Ability to work independently/remotely.

• Experience in not-for-profit sector 

Ideally, they’ll also be: 

• Passionate about nature and the environment 

• Comfortable with using Slack and Canva environments. 

• Being able to speak other languages, Spanish, Greek or Italian would be a bonus!  

Benefits: being part of a dynamic, creative, and growing team working to amplify the impact of local grassroots environmental work, as well as:

• Flexible working as standard (hours and location)

• Unlimited holiday allowance 

• Private medical insurance 

• Salary sacrifice pension scheme 

• CPD opportunities 

• Possible travel in the UK and internationally   

• Saving the world!   

Are you energetic and passionate about enabling and supporting Carers?

We are a busy, ambitious charity operating at the heart of the Wandsworth community helping thousands of people across the borough in unpaid Caring roles.

We are looking for a enthusiastic and creative individual to join our busy team, providing support to Asian Carers.

Administration, Reception & Asian Carers Support

21 hours per week £17,635 incl. of Inner London Weighting.

The successful applicant will be required to provide a full range of administrative support services to our small busy Centre.  You will need excellent reception and first point of contact skills, as well as a friendly and efficient approach and experience of reception and office systems. Experience of using Microsoft Office 365 and experience of using a cloud-based CRM database (desirable). The successful candidate will require Asian language skills, Urdu, Hindi, Punjabi and the ability to facilitate a Carers Support Group.

Senior Finance Administrator

We have an exciting opportunity for an experienced Finance Administrator to join a dynamic and supportive team. 

The role offers hybrid and flexible working and part-time hours.

Position: Senior Finance Administrator

Location: Remote 

Hours: Part-time working, 16 hours per week with the option to work up to 22.5 hours

Salary: £28,626 - £34,544 pro-rata (plus London weighting if applicable)

Benefits: 22 days annual leave plus Bank Holidays (pro rata), day off for your birthday, 5% pension contribution

Contract: Permanent

Closing Date: 16th December 2024. Interviews will be held on a rolling basis, so early application is encouraged as we reserve the right to close the advert early

The Role

The Senior Finance Administrator is essential to the financial operations of the organisation and is responsible for preparing and sending accurate invoices, managing AR/AP, preparing budgets and reports, improving internal processes and handling finance-related enquiries.

Working closely with the staff team and board, the Senior Finance Administrator provides business support, while ensuring that all financial processes align with the co-operative’s values and strategic goals.

Main duties include:

• Ensure the effective day-to-day running for financial operations in line with processes and procedures

• Regularly review finance systems and processes, recommending and implementing improvements to enhance efficiency and data accuracy.

• Use CRM and accounting software (Xero) to ensure accuracy of data to manage financial data and information.

• Create financial reports and support business development.

• Create and check invoices for accounts payable and receivable, ensuring accuracy and timeliness, and cash flow.

• Set up new suppliers and maintain strong relationships with purchasers, manage contract renewals, ensuring all contracts are up-to-date and compliant.

• Support payroll and expense claims

• Handle finance-related enquiries, providing accurate and timely responses.

The position is grounded in the co-operative’s ethos, ensuring financial processes align with the organisation’s values and strategic objectives. The co-operative is co-run and co-owned by its members, who are Deaf people and communication professionals. As an employee, you can become a worker member and have a say in how the business is run. 

About You

You will have demonstrable experience of working in a finance administration role with an excellent understanding of financial principles and practices. 

You will also have experience of:

• Using Microsoft Office, in particular Excel including formulae and data analysis

• Using Xero

• Dealing with income

• Using a sales CRM database

Join the team and contribute to a meaningful and impactful mission while developing your career in a supportive and inclusive environment. 

To fulfil the role, you must have the right to work in the U.K. 

About the Organisation

The co-operative develops ethical tech to support the provision of British Sign Language (BSL) Interpreters and other communication professionals. The organisation values diversity and promotes equality and encourages and welcomes applications from all sections of society and are keen to receive applications from members of the Deaf community. We are more than happy to discuss reasonable adjustments and/or additional arrangements as required to support your application. 

You may also have experience in areas such as Administrator, Admin, Administration, Finance Administrator, Finance Officer, Finance Coordinator, Finance Support Administrator, Finance Lead, Senior Finance Administrator. #INDNFP

Please note NFP People are advertising this role on behalf of our client.       

We're looking for a kind, compassionate and resilient Team Leader to join our Young People service in Bracknell.

£29,000.00 per annum, working 40 hours per week. Benefits include 25 days Annual Leave, pension schemes, staff discounts, healthcare and career progression.

Want to feel like you're making a difference? You'll feel at home here.

Making you feel at home here means helping you thrive in every way. That's why we offer a wide range of benefits, award-winning Learning & Development and a culture that welcomes all. These aren't token gestures - we've thought long and hard about how best to support our team. After all, our people are doing something amazing: helping to transform lives every day.

The post holder will be fully involved in all aspects of the day to day management of their designated service, including line managing the relevant front line staff. You will lead and develop competence of direct reports as well as carry caseloads of customers requiring support. You will work closely with the contract manager to ensure that the service delivers on all targets, both financial and those around the quality of the service.

This is a fixed term contract of 12 months.

All applicants must be legally eligible to work in the UK by the start of employment as Look Ahead are not able to offer sponsorship.

What you'll do:

Lead and motivate your team to ensure the championing of and maintenance of a positive local culture within your service
Deliver effective supervision and team meetings with staff and ensure that information, reporting and communication
Responsible for the personal development of staff, identifying high performers and feeding into the organisations succession plans
Ensure that Key Performance Indicators (KPI's) required as part of the Contract are met and recorded correctly
Develop key business relationships with all appropriate relevant customers/external parties to ensure service delivery excellence and maximise new business opportunities in own patch
Participate in and monitor the initial and continuous assessment of needs and ensure that support planning is carried out in line with assessed needs of the customer
Carry out other administrative tasks as relevant to the service and directed by the Contract/Heads of Operations
Deliver an out of hours on-call service for region, where required
Ensure that all safeguarding cases are managed in line with safeguarding protocols and are reported to Contract Manager/Head of Operations, as appropriate
Ensure Look Ahead Health and Safety policies are adhered to at all times and to uphold all health and safety responsibilities within relevant policies and local protocols
Adhere to all the policies and procedures of Look Ahead Care, Support & Housing plus those specific to the project including any statutory requirements

This is not an exhaustive list of all the duties and responsibilities that may be required from time to time and is subject to change in accordance with the needs of Look Ahead

About you:

Enjoys social interaction and the company of others, networks in local business community
Approachable and open behaviour
Prefers working as part of a group or team
Is fundamentally calm and resilient, does not let emotion adversely affect them or obscure their judgement
Has a practical and logical mind and is naturally well organised
Thrives on change and enjoys dynamic diverse environments
Is confident with high levels of self-esteem
Is respectful, articulate and sensitive in style of communication
Is passionate and enthusiastic about his/her career and job experiences
Is motivated towards excellence and improvement of personal performance with a can do attitude

What you'll bring:

Essential:

Educated to degree level or equivalent

Desirable:

Other relevant professional memberships and/or specialist qualifications are desirable

About us:

Look Ahead is a leading, not-for-profit care and support provider in London and the South East. Our vision is to build better lives through social care and housing in local communities. As an organisation we deliver over 120 services, providing support to around 6000 customers each year. Our mission is to co-design and deliver services that offer innovative social care solutions and support people to thrive. We work across mental health, homelessness, young people and learning disabilities so there are plenty of opportunities to grow and progress your career with us.

We have a strong social purpose and we live and work by our values:

We focus on Excellence and innovation.
We are Caring and Compassionate.
We are Inclusive and Trusted.
We work in Partnership and are One-Team.
Look Ahead is committed to safeguarding and promoting the welfare of children and adults at risk, and expects all employees, workers and volunteers to share this commitment.

If your application for this role is unsuccessful, but we feel that you would be suitable for another role, we may contact you to discuss alternative opportunities. If this occurs you would not need to submit another application for the alternative role.

We reserve the right to close this advert early if we are able to appoint to the vacancy before the advertised closed date.

We are committed to diversity and inclusion at work and are accredited with Silver in the Inclusive Employers Standard 2021. We are a proud member of the Employers Domestic Abuse Covenant and encourage applications from a diverse range of applicants of all backgrounds.