Charity Office Administrator in Nottingham

You will be responsible for the efficient running of Imara’s general administration, including day to day office requirements. The main focus of this role is to carry out administrative duties, such as:

• Act as “front of house” to admit and welcome visitors, receive post and parcels and coordinate parking at IMARA’s offices.
• Answer telephone calls and emails, recording and triaging complex enquiries to the most relevant member of the team.
• Work as part of the team to meet commissioning requirements, responding to referrals in a timely manner and providing accurate information and signposting around the referral pathway.
• Process new referrals into the service, inputting new clients onto the case record management system (CRM) and directing to the relevant teams.
• Support administration of the CRM, allocating client identifier codes, closing client records, correcting erroneous entries, editing menus and drop-down options, and managing user access accounts to ensure record-keeping is accurate, up-to-date and fit for purpose.
• Support with simple analysis and reporting of service data, such as numbers of clients accessing the service and client demographics.
• Monitor Imara surveys, transferring client satisfaction and feedback responses into the CRM and alerting relevant staff to new supporters e.g. submitting art donations for fundraising events.
• Manage stock of stationery, supplies and resource packs.
• Daily housekeeping and organisation of office space and client waiting room.
• Organise meetings and produce agendas and minutes.
• Help to manage IT systems and equipment, liaising with external IT support provider.
• Provide administrative support to other members of the team managing volunteers and interns.
• Oversee or assist with supervision of administrative volunteers, interns or apprentices.
• Other clerical work to meet the charity's needs.

Alongside the above, as a member of the Imara team, the postholder will also:

• Work within the policies and procedures of IMARA CIO and demonstrate a commitment to the values and ethos of the service. This includes complying with and positively promoting Imara’s Diversity and Equality Policy and our Ethical Policy amongst colleagues, service users and other members of the community, and complying with Imara’s Health and Safety Policy to protect the health, safety and welfare of themselves and others.
• Demonstrate commitment to Imara’s values which underpin our mission of promoting recovery: Compassionate Commitment, Acceptance, Seeking Justice, Creative Empowerment, and Holding our Ground.
• Maintain agreed levels of confidentiality, data protection and safeguarding, including keeping information secure, accurate, and shared only on a need-to-know basis.
• Work flexibly as a member of the team and be responsive to changing needs and demands for the charity.
• Support other members of the business support team with relevant tasks as needed, for example recruitment, induction and support in office for new starters, volunteers and interns; assisting with events and outreach; supporting specialist projects including education programme, group work, and diversity, inclusion and accessibility.
• Support and contribute towards Imara's ongoing development, monitoring, evaluation and impact by responding to reasonable requests in a timely manner.
• Be willing to undertake relevant training as required.
• Participate in bi-monthly team meetings, individual management supervision, and individual clinical supervision/coaching as provided.
• Act in the best interest of Imara at all times e.g. representing the organisation well at networking events.
• Undertake any other duties that fall within the nature of the role and responsibilities of the post holder.

The successful candidate will be committed to the Imara’s values, objectives and beneficiaries. Other essential skills and qualities include:

• Excellent oral and written communication skills.
• Strong administrative and organisational skills, including numeracy.
• Excellent computer and IT skills.
• Flexibility and effective time management.
• Excellent attention to detail.
• Initiative, creative problem-solving and good forward thinking.
• The ability to learn quickly, adapt and take on tasks outside your skill set.
• Willingness to do routine tasks in a systematic and rigorous way.
• Well-developed interpersonal skills and the ability to work in a team.
• The ability to multi-task and prioritise.
• Ability to work independently to complete tasks to deadlines.
• Good understanding of the charity and voluntary work sector, and its relationship with other sectors.
• Confidence working with people from diverse backgrounds.

Essential: Paid or voluntary administrative work experience, experience working in an office environment in a client/customer facing role, excellent IT skills, proficient English & Maths skills to GCSE level equivalent.

Desirable: Experience working with vulnerable children and families or within a victim support service; UK driving licence and access to vehicle; confident working with Microsoft applications, Office 365 and using a case record management system; commitment to lifelong learning, professional and personal development.

There is also the opportunity for a temporary increase in hours from September 2026, to help provide cover whilst a member of the team is away on sabbatical.

Closing date: 7th June 23.59pm. Please note, applicants will need to be available for interview on Tuesday 9th & Wednesday 10th June.