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About Us
We are Global Dialogue, an international philanthropy support organisation partnering with independent funders to advance rights, equity, and diversity. Independent in status and global in reach, we provide funder networks, collaboratives, and partners with the practical support and technical expertise they need to create lasting, systemic change.
The Role
We’re looking for a conscientious People & Administration Assistant to play a key role in delivering an exceptional HR service across Global Dialogue.
You’ll support the Head of People and our core team, ensuring our HR systems run smoothly, our data is accurate, and our people processes are well‑coordinated, compassionate, and efficient. This is a fantastic opportunity for someone who thrives on organisation, values fairness and inclusion, and is ready to develop their HR career within an impact‑driven organisation.
The day to day of the role will be broad and varied and you will carry out tasks such as maintaining accurate employee records, posting vacancies and coordinating interviews in support of recruitment, keeping track of the employee lifecycle and providing broad team and administrative support. As part of this exciting role, you will also get the chance to observe and contribute to business partnering and wider employee relations tasks.
About You
The right candidate will hold CIPD Level 3 or possess a willingness to work towards it (Global Dialogue could support that study), and hold strong professionalism, discretion, and care when handling confidential information. Experience working with an HR system is essential; it would be advantageous if it were BreatheHR or Remote). You will also be confident with Microsoft 365, spreadsheets, and thrive in delivering excellent attention to detail and accuracy in your work.
The role would suit candidates who are comfortable working in a fast-paced organisation, and who hold some awareness of the pressures the HR team may face, given the organisation's vital work in a national and international human rights setting.
How to Apply
We are partnering with Doing Good Recruitment for this campaign. Please click ‘Apply’ to find out more, see the full JD and learn how to submit.
Our Commitment to Equity, Diversity and Inclusion
We are committed to the employment and career development of people with disabilities. We are happy to consider any reasonable adjustments that candidates may need during the recruitment process, and you will be asked whether you require anything if you are invited to interview. If you need this information in another format or if there are additional options you’d like to request, please contact Tristan at Doing Good Recruitment.
We are dedicated to building a diverse and inclusive workplace that reflects the communities we serve. To help us monitor how we’re doing and identify any barriers in our recruitment process, we invite all applicants to complete the Equal Opportunities Monitoring form found on Doing Good Recruitment's application page.
Registered Charity
21 - 50
Global Dialogue is an international philanthropy support organisation partnering with funders to advance rights, equity and diversity.
The client requests no contact from agencies or media sales.
Thank you!
Kairos Women Working Together (Kairos) was founded in 1999 by a group of women in Coventry who recognised that those facing multiple disadvantages, and therefore most at risk of sexual exploitation, were falling through the cracks of existing services. From grassroots beginnings, Kairos has grown into a respected, feminist led, specialist women’s organisation rooted in the community it serves.
Over the next 5 years, Kairos will strengthen our new Women’s Hub as a safe, accessible, trauma-informed women’s centre delivering best practice responses, expand our services to meet women’s needs, strengthen partnerships, and influence systems so that no woman is left behind.
To do this we are seeking an organised, empathetic, and proficient individual to ensure the smooth operation of our hub.
This part-time role provides essential front-of-house support—greeting and assisting women arriving at the hub with sensitivity and professionalism —while also handling a broad range of administrative duties. From digital communications to accurate data entry & record keeping, ordering supplies and liaising with key partners and contractors you’ll help ensure our hub is kept safe, clean and ready for us to welcome visitors and women attending our groups and services.
If you have proven experience in office administration, strong IT skills (including Microsoft Office and familiarity with graphic design tools like Canva), and a commitment to our values and ethos, we want to hear from you.
Post Salary: £25,878 per annum, pro rata hours worked
Working hours: 22.5 hours per week, worked over Monday to Friday
Location: Kairos Women’s Hub, Old Grammar School, 31 Silver Street, Coventry, CV1 1HP.
This post is restricted to female applicants only under Section 9 of the Equality Act 2010. An enhanced DBS disclosure will be required.
Overview of Post
The Operations & Administration Support role is a vital part-time position responsible for the seamless operational flow of Kairos. Key duties encompass a broad range of administrative functions, from managing the main email inbox and creating visual content to accurate data entry and essential record-keeping. The role provides front-of-house support, welcoming women and visitors attending our Women’s Hub and ensuring its smooth running through monitoring and ordering essential supplies and liaising with CV Life regarding building maintenance and cleaning services. The role requires an organised, empathetic, and proficient administrator capable of supporting front line staff and the Senior Leadership Team.
Main Responsibilities
Digital & Communications
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Manage the admin email inbox, responding to all queries promptly and forwarding communications to relevant staff members as appropriate
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Open, scan, and distribute post to appropriate recipients
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Use online graphic design tools to create visual content such as posters, signs and information sheets for use in the Women’s Hub and on social media.
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Assist the Senior Leadership Team in website updates and social media content.
Reception
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Welcome women arriving at the Women’s Hub with empathy and professionalism, responding with particular sensitivity to any who may be distressed
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Use knowledge of local services, advocacy, and rights to direct women to appropriate support, so ensuring no one leaves without assistance or alternative referral options
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Welcome visitors and external partners attending meetings, assisting in preparation of refreshments as required
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Assist the Support & Services Lead in ordering bus passes
Compliance & Governance
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Assist the Support & Services Lead in maintaining safeguarding records and procedures, entering and updating concerns on the log.
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Assist colleagues in maintaining an accurate record of women attending groups and services, entering individual service user details onto the database.
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Maintain and circulate a quarterly policy review schedule to the Senior Leadership Team.
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Coordinate policy update processes and distribution
Financial & Procurement Management
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Administer procurement processes for office supplies and equipment
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Assist the Finance & Impact Lead during contract reviews and negotiations, e.g. by researching best value and actively requesting charity discounts from suppliers
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Assist Finance & Impact Lead in reviewing service contracts for energy, phone, internet, and insurance
Facilities & Building Management
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Assist the team in ensuring the Women’s Hub and courtyard is clean, tidy and free of rubbish, ready to welcome women and visitors.
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Manage and monitor waste collection schedules (general waste, recycling, food waste) and coordinate sanitary bin and confidential waste collections
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Maintain stock levels of essential supplies (e.g. toilet rolls, paper towels, soap, health and safety products)
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Liaise with CV Life regarding building maintenance and repairs, and with cleaning services
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Arrange annual PAT testing of all electrical equipment
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Assist the designated Health & Safety Officer in
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conducting periodic checks of the security alarm systems and access procedures
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identifying and resolving health and safety issues, maintaining accurate incident logs
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Relationship Management
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Maintain positive relationships with key service providers
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Support SLT, front line team and volunteers with operational queries, liaising with contractors as required.
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Keep stakeholders informed of relevant developments and maintain regular communication
HR Administration Support
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Conduct annual driving license checks for staff who drive for work
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Verify MOT and tax status for vehicles used for work purposes
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Provide administrative support to the Volunteering & Community Engagement Lead and Support & Services Lead during recruitment.
Health and Safety
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Assist the designated Health and Safety Officer in conducting and recording risk assessments and monitoring their implementation
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Record workplace accidents
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Maintain supplies of condoms and pregnancy tests, liaising with Public Health
IT & Equipment Management
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Manage inventory of laptops and mobile phones, and assist the Support & Services Lead by logging and monitoring SIM cards.
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Liaise with IT service provider for equipment procurement and technical support
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Coordinate laptop setup and configuration for new staff
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Assist Finance & Impact Lead in procuring replacement devices as needed, seeking best value options
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Manage and review mobile phone contracts
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Maintain accurate records of equipment allocation and contract expiry date
Person Specification
Experience
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Previous experience in office administration
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Proficiency in IT: Strong skills in Microsoft Office (Word, Excel) and experience using databases or CRM software
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Familiarity with online graphic design tools e.g. Canva
Knowledge & Skills
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Organisation & attention to detail: Excellent time management and accuracy in data entry
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Communication: Strong written and verbal communication skills
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Client facing skills including empathy and sensitivity
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Efficiency: Ability to manage multiple tasks simultaneously
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Understanding of GDPR regulations
Values & Behaviours
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Self motivated and a strong problem solver.
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Collaborative team player
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High integrity and a continuous improvement mindset.
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Commitment to Kairos’s values and ethos.
Other
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Willingness to work flexibly.
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Unrestricted right to work in the UK
If you would prefer, you are welcome to complete our application form as an alternative to sending us a CV with covering letter.
Registered Charity
11 - 20
A movement of women working together to create the moments when change becomes possible.
The client requests no contact from agencies or media sales.