Office Administrator

Our Client is a registered Charity seeking to recruit an Office Administrator for a 30 hour per week role. This will be over 5 days with the option to work from home 1-2 days per week.

The Administrator will play a central role in ensuring the smooth day-to-day running of the charity, providing comprehensive administrative, organisational, and communication support to the chairperson, committee members, members and wider stakeholders.

Main Duties & Responsibilities:

• Diary and Meeting Management: Proactively manage diaries for committee members, coordinating availability and scheduling internal and external meetings. Attend a monthly committee meeting (out of hours). Organise meetings with external stakeholders, partners, and supporters.
• Event and Committee Support: Provide administrative support in the planning and delivery of events, campaigns and initiatives. Coordinate event logistics such as venue booking, attendee registration, materials preparation, and post-event follow-up.
• Committee Servicing & Secretary Support: Schedule committee meetings and ensure timely preparation and distribution of agendas and minutes. Attend meetings where required to take accurate minutes. Monitor and follow up on agreed actions, ensuring accountability and timely completion. Provide general secretarial and administrative support to the Committee and Chairperson.
• Communications Management: Manage the charity's primary email account, responding to enquiries professionally and prioritising urgent matters. Handle incoming telephone queries, providing information or directing calls appropriately. Act as a first point of contact for members, fundraisers, volunteers, and external stakeholders. Manage general emails and phone calls, ensuring timely and professional responses. Send communications to members regarding events, support groups, and organisational updates.
• Database and Membership Administration: Maintain and regularly update the members database, ensuring accuracy and compliance with data protection standards. Process new member applications and issue welcome packs in a timely manner. Contact new members via email and/or phone to welcome and support onboarding. Support member engagement through effective communication and record-keeping.
• Fundraising and Stakeholder Liaison: Liaise with fundraisers and supporters, maintaining positive relationships. Manage fundraiser communications via email, phone, and post, including sending out merchandise where required. Assist with fundraising activities when required.
• Financial Administration & Banking: Assist with basic financial processes, including supporting budget tracking, processing payments, and managing expense claims. Record and acknowledge donations, ensuring appropriate documentation is maintained. Prepare and send thank-you letters and acknowledgements to donors. Carry out monthly banking duties.
• Volunteer Coordination: Support the recruitment of volunteers, including advertising opportunities, arranging interviews, and communicating with applicants. Coordinate volunteer activities as directed by the committee. Compile and produce a bi-yearly newsletter for committee review, gathering content from across the organisation. Provide administrative support for the charity's website and social media channels (including Facebook and Instagram).
• Records, Filing & Administration: Maintain a secure and well-organised filing system, both electronic and physical, in line with data protection and confidentiality requirements. Carry out general administrative duties, including post office runs and handling outgoing/incoming mail.

Person Specification:

• Essential: A minimum of 5 GCSEs (Grades A*-C) including English Language and Mathematics, or equivalent. 2 years experience in a busy Administrative environment. Excellent organisational skills. Strong IT skills, including advanced use of Microsoft Excel (data analysis, reporting) and Word.

Benefits: Work From Home, paid holidays, hybrid working, company pension.