Operations Coordinator

Are you our next Operations Coordinator? This is a key role within our small head office team in Oxford, supporting the Operations Director and Head of Finance in the smooth running of the office, ensuring effective day-to-day administration and providing support to staff and volunteers. 

The role combines administrative and financial administration responsibilities, contributing to the efficient operation of hte organisation and supporting the delivery of high-quality services. Working closely with the Operations Director and wider staff team, you will help to develop and improve systems and processes, supporting organisational effectiveness and growth. A key aspect of the role is coordinating and supporting the quarterly Newsletter despatch.

The role

General and office administration duties

• Prepare and manage the Newsletter despatch process
• With guidance from the Operations Director, run the office and HR administration, including recruitment
• Support the Operations Director in ensuring the organisation is meeting GDPR policy and coordinating annual policy reviews
• Organise the quarterly trustee meetings and annual Away Day
• Support the CEO, Operations Director and Development Lead to work more effectively, including arranging meetings and travel
• Support the Development Lead, yoga team and Mentor Lead with event organisation
• Assist staff with working effectively with their desktop computers
• Take an administrator role for Beacon CRM
• Office administration, e.g. maintaining office supplies and equipment
• Coordinating office maintenance and repairs
• Undertake Fire Marshal duties
• Manage recruitment processes

Finance administration

• Support the Head of Finance with maintaining donor records, including Gift Aid declarations
• Review and categorise bank transactions, uploading supporting documents and reconciling bank statements to QuickBooks
• Review and process approved supplier invoices for payment
• Generate and download payment reports from fundraising\payment platforms and record in QuickBooks and Beacon CRM
• Process and record income received
• Monitor bank balances
• Bank cheques and cash
• Support the Head of Finance with invoicing
• Deputise for the Head of Finance to cover payroll when required

About you

We are keen to hear from candidates who demonstrate

• Strong administrative, organisational and numerical skills, with excellent attention to detail
• Confidence with using Microsoft Office, spreadsheets and databases, with the ability to maintain accurate records, manage information and produce reports
• Experience in an administrative or office support role, including processing financial transactions, invoices and payments
• Experience coordinating events and meetings
• Clear, professional communication skills and a friendly, approachable manner
• Ability to work collaboratively, build positive relationships and provide support across different areas of an organisation
• Highly organised, reliable and methodical, with the ability to manage competing priorities and meet deadlines
• Trustworthy and discreet when handling confidential and sensitive information
• Practical, proactive and solutions-focused, with the ability to use initiative and adapt to changing needs
• Calm, flexible and supportive, with a high commitment to accuracy and high standards

Desirable

• Relevant administration, bookkeeping or finance qualification
• Experience using QuickBooks, Beacon CRM and online fundraising platforms
• Experience of bank reconciliations, payroll, Gift Aid or charity finance processes
• Experience of supporting trustees and volunteers
• Experience working in a small charity
• Interest in the charity's work and its impact on people in prison
• interest in yoga, meditation or contemplative practices

Applications due by midnight, Monday 23 November 2026. To apply send a CV and covering letter, explaining how you meet the person specification. Interviews will take place on Thursday 3 December.