Facility administrator jobs

Apply before 30th June 2026

This role requires you to already have a Right to Work in the UK

Reporting to: Chief Operating Officer

Location: 122 Braymere Road, Peterborough, PE7 8NB (On-site work)

Weekly Hours: 40 hours per week (08.30 AM to 5.30 PM, Monday to Friday)

Salary: £32,500 p.a.

Annual Leave: 28 days annual leave inclusive of bank holidays

WELCOME TO GFA WORLD

Since 1979, we have been committed to serving the “least of these” in Asia and Africa, primarily in places where no one has ever heard the name of Jesus, so that those still waiting can experience the love of God for the first time. Today, nearly 3 billion people have little to no opportunity to ever hear the name of Jesus. Every single day, an estimated 70,000 people die without ever hearing His name.

We are partnered with National Missionaries serving as the hands and feet of Christ in Asia and Africa, children in poverty and suffering, and community development initiatives helping families in need of care or during disasters.

As a Christian missions order we are a small organisation, but we are deeply committed to doing our work with excellence, faithfulness, and care in everything we do. We function as a community, and by joining GFA World you’ll be joining a family that does life together—journeying toward Jesus, living for eternity, and making a difference for some of the poorest and most afflicted people on earth in Christ’s name.

Our Mission

We exist to ensure no one dies without knowing the love of Christ and give people the chance to experience a transformed life in Christ by partnering with National Missionaries to bring the love of Jesus to communities still waiting to hear His name.

WHY THIS ROLE MATTERS

GFA World's mission is to help people know Jesus and experience His love in places where there is little or no Christian presence. Every donation, prayer, event, communication, and ministry activity relies on strong systems and faithful stewardship behind the scenes. 

This role helps ensure that GFA World remains financially sound, legally compliant, operationally effective, and a healthy place for staff to serve. You will help steward the resources entrusted to us by our partners, support the staff who carry out the ministry, and maintain the systems that allow our work to grow sustainably.

As a small and highly collaborative team, we do not have separate departments for finance, human resources, compliance, facilities, health and safety, or operations. Instead, we rely on people who are willing to take ownership, learn new things, solve problems, and help strengthen the organisation wherever needed.

This role is ideal for someone who enjoys creating and improving systems, spotting gaps, and ensuring that important things do not fall through the cracks.

OCCUPATIONAL REQUIREMENT

As a result of our Christian ethos, this post is covered by an Occupational Requirement under Part 1 of Schedule 9 to the Equality Act 2010. The successful applicant will be expected to:

• Be a practising Christian and active member of a local church.
• Subscribe to GFA World’s Statement of Faith and the Nicene Creed.
• Demonstrate a personal commitment to our Mission and Core Values.
• Participate in and lead Christian prayer as part of normal organisational life.
• Work effectively with Christians from a variety of denominational backgrounds.

YOUR RESPONSIBILITIES

Finance & Accounting (25%)

• Maintain online accounting system (QuickBooks Online) and other related financial systems.
• Maintain and improve accounting structures, nominal ledger, and chart of account.
• Review, maintain, and automate transaction processing workflows.
• Upload and reconcile donations and other financialtransactions.
• Complete monthly and quarterly reconciliations.
• Process payroll and maintain payroll records.
• Oversee pension administration and HMRC submissions.
• Prepare budgets and reports in collaboration with leadership.
• Monitor actual performance against budgets and identify variances.
• Assist with year-end processes and external audits.

People & Culture (25%)

• Administer HR system (Employment Hero) and maintain accurate staff records.
• Coordinate recruitment, onboarding, and off-boarding processes.
• Maintain employment documentation, contracts, and policies in accordance with GDPR.
• Coordinate staff training and professional development records.
• Support performance review and appraisal processes.
• Help preserve and strengthen GFA World's mission, values, and staff culture.
• Assist staff and managers with HR-related administration and processes.

Compliance & Governance (25%)

• Maintain awareness of relevant employment, charity, and workplace regulations.
• Review organisational policies and recommend updates where needed.
• Maintain compliance records and organisational documentation.
• Support legal and regulatory compliance requirements.
• Coordinate organisational risk assessments.
• Maintain the health & safety master file and supporting records.
• Carry out routine health and safety tests.
• Organise mandatory health and safety trainings and checks.
• Maintain incident records and compliance documentation.
• Help ensure a safe working environment for staff and visitors.

Operations & Facilities (25%)

• Maintain the smooth day-to-day operation of the office.
• Order office supplies and consumables.
• Manage office equipment and coordinate repairs when required.
• Liaise with contractors, service providers, and suppliers.
• Manage office keys, alarms, access systems, and security procedures.
• Support office refurbishments and workplace improvement projects.
• Identify opportunities to improve organisational systems, processes, and ways of working.
• Take ownership of operational issues and see them through to completion.

CHRISTIAN COMMUNITY LIFE

GFA World is a Christian ministry, and prayer is central to who we are and how we serve.

All staff participate in regular corporate prayer as part of normal organisational life. These times include reading Scripture, sharing thanksgiving, and praying for the needs of the ministry, our staff, and the mission field.

The successful applicant will be expected to actively participate in these prayer times and, on occasion, lead them.

As with all roles at GFA World, staff are expected to support the spiritual life and mission of the organisation through prayer, service, and Christian fellowship.

ABOUT THE APPLICANT

We recognise that, to be great at your role, there are certain characteristics that are important and others that enable a good fit within our existing team and culture. But if you don’t meet them, get in touch anyway! You may be more awesome than you realise.

Required

• You are a practising Christian with active involvement in a local church.
• You have a heart for helping people know Jesus, even if your role is primarily office-based.
• You care about serving people in some of the world’s most underserved communities.
• You are willing to support the mission in whatever practical way is needed.
• You have experience in accounting and human resources administration.
• You are comfortable working with financial systems, spreadsheets, and IT softwares.
• You are naturally organised and detail-oriented.
• You enjoy creating order, systems, and clear processes.
• You take ownership of problems rather than waiting for someone else to solve them.
• You are comfortable researching unfamiliar topics and learning independently.
• You can manage multiple responsibilities and priorities simultaneously.
• You communicate clearly and professionally in both written and spoken English.
• You can work independently while also contributing positively to a team.
• You are comfortable handling confidential and sensitive information with discretion and integrity.

Desirable

• Experience with QuickBooks Online.
• Experience with Employment Hero or similar HR software.
• Experience processing payroll and administering workplace pensions.
• Experience preparing budgets or monitoring budget performance.
• Experience maintaining policies, compliance records, or organisational documentation.
• Experience coordinating staff training and maintaining training records.
• Experience with health and safety administration, risk assessments, and workplace compliance.
• Experience within a charity, church, ministry, or values-driven organisation.
• Experience identifying and improving organisational systems and processes.

GFA WORLD’S STATEMENT OF FAITH

We Believe:

•    That the Bible is the inspired and infallible Word of God, given to us by the Church – “the pillar and ground of the truth” (1 Timothy 3:15).
•    The Nicene Creed to be the official Creed of the Holy Church.
•    In one God, Creator of all things, eternally existing in three persons: Father, Son, and Holy Spirit, and that these three are co-eternal and of equal dignity and power.
•    In the deity of Jesus Christ; His miraculous conception by the Holy Spirit; His virgin birth; His sinless life; His death on a cross; His bodily resurrection; His ascension to the right hand of the Father; and His personal, imminent return.
•    That man was created by and for God; that by man’s disobeying God, every person incurred spiritual death, which meant they were no longer in communion with God, and physical death was the consequence; and that all people are given the option of being redeemed and restored to God.
•    The Lord Jesus Christ died for our sins and that all who believe in Him are declared righteous because of His victory over death and are, therefore, in right relationship with God.
•    Salvation means far more than being “saved from sin; we are saved for sonship, to be divinely adopted sons and daughters of God. Forgiveness is the precondition for God’s greater gift, the gift that will last beyond our death: the gift of divine life” (1 Corinthians 15:3-7).
•    Believers in Christ are destined to share in the life of the Holy Trinity. Sharing in the life of God, as God has shared in our humanity (1 Peter 1:4).
•    In the present ministry of the Holy Spirit indwelling all believers and thus enabling and empowering the life and ministry of the believer.
•    In the bodily resurrection of everyone who has lived, the everlasting blessedness of those in right relationship with God, and eternal separation for those who have rejected God’s forgiveness in His Son.
•    The sacrament of marriage to be ordained by God as a holy union between one man and one woman as biologically defined at birth.

OUR DESIRE

To be devout followers of Christ and to fulfil His Great Commission amongst people still waiting to hear His name for the first time, by training up, sending out, and assisting qualified labourers in partnership with the body of Christ

OUR CORE VALUES

1. Knowing the lord Jesus more fully & intimately
2. Being a people of integrity and excellence
3. Living in submission to God’s word
4. Being a people of faith
5. Being a people committed to prayer & worship
6. Having a servant lifestyle
7. Being a people of grace & love
8. Serving sacrificially
9. Being a people sold out to win the lost at any cost
10. Working together with the body of Christ

THE NICENE CREED

We believe in one God, the Father Almighty, maker of heaven and earth, and of all things visible and invisible.

And in one Lord Jesus Christ, the only begotten Son of God, begotten of the Father before all worlds; God of God, Light of Light, very God of very God; begotten, not made; being of one substance with the Father, by whom all things were made. Who, for us men and for our salvation, came down from heaven, and was incarnate by the Holy Spirit of the Virgin Mary, and was made man; and was crucified also for us under Pontius Pilate. He suffered and died and was buried; and the third day He rose again, according to the Scriptures, and ascended into heaven, and sits at the right hand of the Father; and He shall come again, with glory, to judge the living and the dead; whose Kingdom shall have no end.

And we believe in the Holy Spirit, the Lord and Giver of Life; who proceeds from the Father; who with the Father and the Son together is worshiped and glorified; who spoke by the prophets. And we believe in one, holy, catholic and apostolic church.

We acknowledge one baptism for the remission of sins; and we look for the resurrection of the dead and the life of the world to come.

Amen

Main Duties & Responsibilities

The function of the Maintenance Operative is to support the safe, compliant and effective maintenance of the Hospice estate, including grounds and retail properties, by undertaking a wide range of reactive and planned maintenance tasks.

The postholder will ensure that facilities remain safe, functional and well-presented, working under the direction of the Estates & Facilities Lead to deliver maintenance activities, support statutory compliance, and assist with the coordination of contractors and improvement works across all sites.

1. Daily walk-through main site & grounds to identify problems/issues including checks of lighting, wells, sewage system, CCTV/security & BMS login
2. Report & take action on any breakdown or defects in premises, copiers, plant, equipment & grounds taking action promptly, notifying senior managers & prioritising safety
3. Undertake a wide range of general maintenance and minor works, including basic plumbing, carpentry, decorating and repairs, ensuring work is completed safely and to an appropriate standard.
4.  Organize moving & storage of items delivered to the main hospice site
5.  Oversee contractors on site as agreed with the Estates & Facilities Lead
6. Ensure weekly check of generator fuel, roadworthiness of all hospice vehicles, fire alarm test, flushing & logging results on a web portal & agreeing a remedial plan with Affinity water if necessary
7. Management of copiers and any issues with them to include lease renewal
8. Support the Estates & Facilities Lead with weekly maintenance support & response to emergency facilities requests for all retail premises, liaising with shop staff as necessary & ordering & collecting supplies
9. Manage and prioritise jobs as required using the PPM
10. Use the Estates PPM system to log, update and close jobs, ensuring accurate and timely record keeping of all maintenance activities
11. Participating in the departmental meetings reporting on: Quantity of outstanding works &/or repairs with subcontractors, health and safety and any regulatory compliance risks
12. Support the coordination of servicing and maintenance of clinical equipment as required, recognising that responsibility for clinical assets and compliance remains with the relevant clinical teams.
13. Progress chasing outstanding work with the in-house team and contractors
14. Ensure all weekly checks and planned tasks are carried out
15. Ensure drinking water stations are replenished whenever necessary
16. Monthly check of emergency lighting
17. Check products against the COSHH register and dispose of any that are not required or should not be held.  Carry out COSHH Risk Assessments as necessary
18. Check all Health and Safety Notices are current and update/replace/remove those that aren’t
19. Co-ordinate quarterly fire drills, support the Fire Marshalls meeting and ensure feedback at Link Up
20. Support the Estates & Facilities Lead in water management (including septic tank and well water filtration) in compliance with statutory processes & procedures to ensure HSG274 compliance
21. Ensure all quarterly checks and planned tasks are carried out, including in-house PAT test scheduling
22. Support the Estates & Facilities Lead to ensure compliance with biannual services of all patient equipment subject to LOLER regulations, the biannual water quality test, the dismantling and clean extractor fans, ventilation shaft and solar panel checks
23. Check Hospice vehicles ensuring records of services, inspections, road tax, MOT; and that the competencies and licences of minibus drivers comply with appropriate regulations
24. Assist with the preparation of the annual maintenance budget
25. Assisting with energy monitoring and reduction strategies
26. Provide direction and support to maintenance staff
27. Promote a proactive, solution-focused team culture
28. Ensure safe working practices are followed at all times

Qualifications, Skills, Experience, Knowledge & Approach

• A good standard of general education.
• Proven experience in estates, facilities or maintenance environment
• Strong practical, hands-on maintenance skills
• Experience coordinating maintenance activity
• Experience working with contractors
• Ability to work independently and make sound decisions
• Knowledge of health and safety compliance requirements, including correct use of PPE, COSHH, Manual Handling, Legionella, Risk Assessments etc
• Ability to work with a diverse team of volunteers effectively i.e. with varying motivation, age, gender, and physical and mental capacities
• Maintaining a large and varied Estate to a high standard, including grounds, structures and buildings
• Proficiency in operating various tools and powered equipment
• Training others on maintenance techniques and safe use of equipment
• Monitor and address hazards such as severe weather conditions like heatwaves, snow, ice, and remove litter to ensure safety of visitors, volunteers and staff
• Proficiency in operating various garden tools and powered equipment

Communication

· Effectively engage with staff, volunteers & the public

· Maintain a visible and approachable presence across the organisation

· Problem solving skills, ability to address issues and make informed decisions

· Explain technical issues in a practical and accessible way

· Documenting work schedules and staff instructions.

· Ensure the Estates & Facilities Lead  is appraised appropriately in all estates and H&S matters

· Identify when tasks are beyond own competence and escalate appropriately to the Estates & Facilities Lead or external contractors.

Decision Making

• Prioritise competing workloads and risks
• Make operational decisions relating to maintenance and safety
• Planning and prioritisation
• Problem solving under pressure
• Escalate significant risks appropriately

Mental & Physical Consideration

· Role requires manual handling

· Combination of practical and administrative work

· Occasional exposure to sensitive or emotional circumstances when meeting patient and families

· The post holder will be required to work in a high volume, fast paced environment. Frequent interruptions should be expected. Competing priorities are commonplace.

· The post holder will be required to visit other hospice building (shops) or event and will need to have the availability to travel there (car/ public transport)

Working Conditions & Environment

· Combination of site based, and outdoor work

· Multi-site working including retail locations

· All weather conditions

· Work independently or as part of a team, including lone working where required, and support out-of-hours or emergency response arrangements where necessary

· Work sensitively within a hospice environment, demonstrating respect and professionalism when working in clinical and patient-facing areas.

 

Health & Safety

· Comply with all Health and Safety, Fire and Infection Control regulations

· Complete all mandatory training and ensure compliance and safe working practices for all staff, direct reports, volunteers and contractors

· This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

· Available to respond to out of normal hours emergency situations on a rota basis

· Work in accordance with all Health & Safety procedures, always using appropriate PPE and safe working practices, and report any accidents, incidents or hazards promptly.

Safeguarding

Act in a manner at all times to safeguard the interests of individual patients/clients and their  families and justify public trust and confidence in the Hospice of St Francis.

The Facilities & Compliance Manager maintains a safe, secure and fully operational theatre building and supplementary space (Empire 2) ensuring strict compliance with building and health & safety regulations and acting as the primary Health & Safety Officer for the venue. The role provides high quality facilities management and oversees external contractors working in the venue and supplementary spaces. Further, the role performs day-to-day operations such as opening-up, daily building checks and assisting with room set-ups and deliveries.

Facilities & day-to-day management

• Serve as a primary keyholder, handling opening-up procedures and security deactivation
• Perform daily building inspections to identify maintenance/security issues and ensure the building is safe and ready for use
• Manage both reactive and planned preventative maintenance (PPM) across the building fabric and mechanical/electrical systems
• Supervise external contractors and specialist service providers, ensuring risk assessments and method statements (RAMS) are obtained prior to commencement of works and Service Level Agreements are met
• Manage waste disposal, recycling, and environmental sustainability initiatives
• Assist with physical room set-ups and spatial configurations for rehearsals, meetings, conferences and front-of-house hospitality
• Receive deliveries and safely distribute stock/equipment across the venue
• Oversee site security systems, including CCTV, access control and key management
• Coordinate alarm response as part of a rota with others, including out of hours cover

Statutory compliance

• Ensure compliance with building regulations and health and safety laws
• Manage statutory inspections including, but not limited to:
• LOLER (lifting equipment)
• PUWER
• National Inspection Council for Electrical Installation Contracting (NICEIC) testing (fixed wire and PAT testing)
• Water hygiene/Legionella
• Gas safety
• Emergency lighting
• Fire alarm, firefighting equipment, evacuation chairs
• Coordinate regular emergency drills such as fire evacuation and invacuation
• Maintain up to date records of all statutory compliance audits, inspections and certifications reporting to senior management as required

Health & safety leadership

• Act as the primary Health and Safety Officer for the venue
• Review RAMS and monitor safety during technical fit-outs, load-ins and strike periods in conjunction with the Technical Manager and Tech Team
• Maintain the accident book and lead Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) reporting
• Deliver health and safety induction training for all new staff
• Ensure adequate provision of first aid kits throughout the building and monthly checks to ensure they are stocked, compliant and ready for use
• Provide regular safety briefings to visiting theatre companies
• Coordinate annual risk assessments for all departments and public spaces

Budget & administration

• Assist the Capital Projects and Facilities Associate in formulating and managing the annual facilities operational budget
• Negotiate service contracts to ensure cost efficiency and value for money
• Maintain up to date statutory compliance records and risk assessments

Harris Hill is delighted to be working on behalf of a well-respected national children charity to recruit a Facilities Assistant for its Salford office. This is an excellent opportunity to join a purpose-driven organisation in a varied part-time role, working 14 hours per week, where you will play a key part in the smooth day-to-day running of the office.

As Facilities Assistant, you will be the first point of contact for visitors, staff and volunteers, providing a professional and welcoming reception service. Responsibilities will include managing incoming calls and visitors, coordinating meeting room and taxi bookings, handling postal and courier services, supporting reprographics and printing requirements, maintaining stationery supplies, processing deliveries, assisting with office security procedures, and providing administrative support to the wider Property team. You will help ensure that the office operates efficiently, safely and to a consistently high standard of customer service.

We are looking for an organised and approachable individual with previous experience in a receptionist, administration, facilities or front-of-house role. You will possess strong interpersonal and communication skills, a professional and customer-focused approach, and the ability to manage a varied workload effectively. Good working knowledge of Microsoft Office, including Word, Outlook and Teams, is essential. This role would suit someone who enjoys helping others, takes pride in delivering excellent service, and thrives in a busy office environment.

To apply, please submit your up-to-date CV by 2nd July at 23:59.

Please note, only successful applicants will be contacted with further information.

As a leading charity recruitment specialist and a certified B Corp™, Harris Hill is committed to high and ever-improving standards of equitable and inclusive recruitment. We actively welcome applications from all sections of the community regardless of age, disability, gender, race, religion, sexuality and other protected characteristics.

At PHG, we’ve spent nearly 30 years turning complex science into practical health policy. We are now looking for a versatile Administration and Communications Officer to join our team. 

As Administration and Communications Officer you can expect to spend half your time supporting our external-facing communications activities, including, designing digital and print content and keeping our website up to date. From monitoring analytics to maintaining our house style, you’ll help ensure our policy perspectives reach the right people. The other half of your time will be spent ensuring our office and HR functions run smoothly. This includes essential HR admin (payroll, recruitment, and contracts), coordinating meetings and events, and managing our office facilities.   However, no two weeks are likely to be the same.

Who You Are

You’re someone who loves variety and doesn't mind switching gears from designing a newsletter to booking an external meeting in the same afternoon.

Our Ideal Candidate

• You have an eye for detail and enjoy using different software (e.g. Adobe Indesign, Canva) to create impactful content

• You’re proficient in Google/Microsoft and either know your way around CMS/CRM platforms or are excited to learn.

• You can juggle competing priorities without dropping standards or missing deadlines.

• You’re a team player who is self-motivated, professional, and ready to take the initiative.

This is a chance to work at the intersection of science and policy in a flexible, supportive environment. 

The PHG Foundation is a linked exempt charity of the University of Cambridge.

Administrative Assistant
Salary: £14.39 per hour + holiday pay (circa £28,000 salaried equivalent)
Contract: Full-time, 2 month temporary contract
Location: Oxford (fully onsite)
Start: Immediate start required
Working Pattern: 37.5 hours per week, including alternate weekend working

We are delighted to be supporting a well‑established, service‑led organisation in their search for an Administrative Assistant to join their team based in Oxford. This is a fantastic opportunity for a highly organised and personable administrator to take on a varied, front‑facing role within a busy and supportive environment. This role will suit someone who enjoys being at the centre of operations, delivering excellent service and ensuring the smooth day‑to‑day running of a professional setting.

This is a fantastic opportunity to join a supportive team in a role where no two days are the same. Due to the nature of the position, this role is fully onsite in Oxford, requires an immediate start, and includes alternate weekend working.

Responsibilities:
Front of House & Communication

• Acting as the first point of contact, handling incoming calls and enquiries in a professional and timely manner.
• Welcoming visitors and ensuring appropriate sign-in procedures are followed.
• Managing communications efficiently, ensuring messages are relayed to the relevant individuals.

Administrative Support

• Providing comprehensive administrative and secretarial support to senior team members.
• Managing diaries, bookings and room reservations as required.
• Maintaining accurate filing systems and records.

Operational Coordination

• Handling incoming post, deliveries and associated documentation.
• Coordinating bookings and payments for services, including issuing invoices where required.
• Supporting the organisation of events, activities and day‑to‑day operations.

Office & Facilities Support

• Managing stationery and office supplies, monitoring stock levels and budgets.
• Supporting wider administrative functions and providing cover where required.

Requirements:

• Strong administrative or receptionist experience in a busy environment.
• Excellent communication skills and a professional, calm approach.
• Good IT skills, including experience with Microsoft Office and databases.
• Strong organisational skills and the ability to manage multiple priorities.
• A proactive, team‑focused attitude with the ability to work independently.
• A personable and empathetic approach when dealing with a wide range of individuals.

If you’re a highly organised and customer‑focused administrator looking for your next opportunity, we’d love to hear from you.

Applications will be reviewed on a rolling basis so if you're interested, please apply ASAP by submitting your CV in Word format.
 
At Prospectus, we invest in your journey as a candidate and are committed to supporting you with your application. We welcome all candidates to apply, regardless of age, sex/gender, disability, race, religion, sexual orientation, marital status, or pregnancy/maternity. If you have a disability and require reasonable adjustments to any part of the process, please reach out to us

Job title: Team and Office Administrator
Reports to: Senior Manager, Team and Office
Location: Bloomsbury, London
Contract term: One-year Fixed Term Contract
Salary: £23,300 - £25,000 dependent on experience
Hours: Full time

The Royal Society of Tropical Medicine and Hygiene (RSTMH) is a charity and membership society that has been dedicated to improving tropical medicine and global health since 1907. As a learned society we have a long legacy of work in global health and work to balance traditional values with a modern approach.

Our ambition is to save lives and improve health around the world through increased access to greater equity in global health care. Through our activities we help further our members’ and Fellows’ careers. We also bring together their collective knowledge and use our own expertise to achieve change within the sector.

We are looking for a motivated individual to join us as Team and Office Administrator, effectively supporting the small but busy RSTMH Team by providing proactive and comprehensive support across our key areas of work.

The role will require someone who preferably has some experience of providing support and administration to a busy team and office, preferably within the charity/not-for-profit sector, who is flexible, has excellent time management and prioritisation skills, and is able work on their own initiative. The successful candidate will be working across various RSTMH activities, including membership, journals, events, grants, and communications; therefore, they will need to be efficient and organised, with strong computer skills and a professional outlook.

Please note: This is a London based role and will be office-based. This is not available as a remote job.

The Role:

As Administrative Assistant RSTMH, your duties will include:

• Developing and maintaining effective working relationships across RSTMH
• Ensuring that all general, email, telephone and written enquiries are dealt with efficiently and promptly
• Supporting with the management of the RSTMH office and office processes, ensuring the space is kept clean and presentable, monitoring stock levels and assisting the team with office maintenance tasks
• Undertaking electronic and paper filing, and maintain filing systems appropriately
• Assisting with the management and promotion of the RSTMH meeting room
• Supporting with general administration across all RSTMH areas of work
• Supporting on the website by uploading and editing content through the CMS
• Helping create and send the fortnightly member newsletter and the monthly non-member newsletter
• Responsibility for the general administration and upkeep of RSTMH’s online opportunities platform, grow
• Assisting with enquiries from current and prospective members in a professional, timely manner, and to agreed service targets.
• Working proficiently across RSTMH platforms, including Editorial Manager, CiviCRM and Benefactor
• Assisting in international travel planning, including identifying travel options, creating visa support letters and sourcing accommodation for the team and/or RSTMH contacts
• Carrying out desk research as and when required
• Ensuring that all assigned tasks are completed to a high standard
• Participating in team meetings, planning and initiatives
• Assisting in any administrative tasks to support the team and wider RSTMH community
• To undertake any other reasonable tasks as could be expected of a Administrative Assistant

Essential Technical Skills:

• Ability to manage a diverse set of priorities and meet deadlines to a consistently high standard
• Capacity to set up and maintain administrative processes and office systems
• Excellent written and verbal communication skills and a strong understanding of delivering great customer service
• Experience of being responsible for initiating, planning, and developing own areas of work
• High computer literacy and confidence with Word, PowerPoint, Outlook, and Excel, and the ability to adapt to new platforms
• Exceptional use of written and spoken English
• Experience providing administration support, preferably in an office environment
• Good analytical skills with the ability to identify key points from complex material or information

Personal Skills:

• Ability to work with a wide range of people whilst presenting a professional image on behalf of RSTMH
• Ability to be calm under pressure and help build a collaborative team culture
• Flexibility and willingness to work under own initiative
• Discretion when dealing with confidential information
• Willingness to undertake other responsibilities and an eagerness to learn
• A demonstrated commitment to and interest in the aims and objectives of RSTMH

Desirable Skills:

• Filing experience
• Experience of working with databases
• Professional, polite and confident telephone manner
• Experience of working in events
• Experience of communicating with diverse audiences across multiple platforms, including email, phone, and in-person engagement at events.

This is an exciting opportunity for a confident team player looking to enhance their administration and communication skills, and a great introduction to the global health community.

Please submit your application by 12 July 2026.
N.B. We encourage you to apply as early as possible as we will be reviewing and interviewing candidates as they submit, and so may close recruitment before the deadline.

To apply for the role of Team and Office Administrator, please click the apply button.
You will need to fill in where it asks for your cover message/covering letter, with a cover letter showing how your previous experience and skills meet the requirements of the role, and attach your CV.
N.B. Applications without a CV and cover letter will not be considered.

No agencies please

Join Rainbow Trust Children’s Charity and play a vital role in ensuring our teams can support families facing the unimaginable, helping us make a real difference.

We are looking for an experienced Operations Manager to take operational ownership of IT infrastructure and MSP relationship management, facilities, fleet, and contracts across our organisation. This is a wide-ranging role where your work directly underpins our frontline teams’ ability to deliver life-changing support to families with seriously ill children.

About the role:

Reporting directly to the Director of Finance and Operations, you will have input into how Rainbow Trust manages its IT, property and facilities, and fleet - while also leading on the day-to-day operational infrastructure across the organisation, including overall responsibility for our IT infrastructure and security. The role holder will act as the primary internal point of contact for our Managed Service Provider, overseeing service delivery, SLAs, and ensuring our IT infrastructure remains secure, compliant and fit for purpose

Managing the office facilities, leases, and contracts across our head office and nine regional sites, you will lead on contract negotiation and supplier management, managing a central administration budget and project manage office moves and operational projects.

With a focus on improving the efficiency of our systems, processes and ways of working, you will also line manage our Fleet Administrator, overseeing our fleet of 80 leased vehicles and be an integral part of decision making.

This is a substantive management role with real ownership, and meaningful variety - ideal for an experienced operations professional with a sound understanding of Microsoft Administration and cyber security ready to take on a broad remit in a values-driven organisation.

What we’re looking for:

Applications will be particularly welcome from those who have demonstrable experience of negotiating and managing contracts, including managed IT service contracts and budgets. A qualification in cyber security or IT and experience of Microsoft administration, cyber security and MSP management is also necessary for this role.

• A systematic and effective problem solver – you are self-disciplined and analytical, and you thrive on providing solutions, delivering high standards, and are skilled in appropriately tailoring your output to a range of different stakeholders for decision-making.
• A self-disciplined multi-tasker who is able to work independently and at a fast pace to meet deadlines – you are someone who perseveres and ensures close follow-up of delegated tasks to deliver consistently high-quality work through to completion.
• A strong verbal and written communicator with a high level of attention to detail – you’re a quick decision maker, who operates well within a defined area of control, basing your decisions on policy and procedures.
• You build strong working relationships both internally and externally – you are driven to achieve results and have the ability to train and support others to make correct decisions
• You work well within established systems, standards and procedures – you are accurate, highly numerate with excellent Excel skills and make fact-based and solution orientated decisions.

Why join us?

We’re proud to be a Two-Star Best Companies Top 50 mid-sized organisation and a Top 10 Charity, and we’re committed to creating a great place to work. You will benefit from:

• Pension scheme where we contribute 5% of your salary and you contribute at least 3%.
• Flexible working hours to balance home and working life.
• 25 days of annual leave plus public holidays – rising to 26 days after 1 year, 27 days after 5 years and 30 days after 11 years, with an additional 5 years to use in your 10th or 20th year of service (pro rata for part time).
• The option to buy/sell annual leave, as well as additional leave for your birthday, wedding/civil ceremony and an extra half day off for Christmas shopping.
• Time off in Lieu.
• Employee Assistance Programme with access to remote GP, counselling, physiotherapy, resources to support your mental health and financial wellbeing, as well as a 24/7 helpline via Help@Hand.
• Family friendly policies, focused on employee wellbeing, and an active cross-organisational wellbeing group running a number of initiatives throughout the year.
• Access to the Blue Light Card Scheme, and other rewards and discounts.
• Bike to work, season ticket loan and payroll giving schemes.
• A recommend a friend recruitment bonus scheme.
• Robust training and development programmes to support your learning and growth.

If you’d like to find out more about these benefits and working with us, please visit our why work with us page.

More information about us and our recruitment process can be found in our online Candidate Pack.

About us:

Rainbow Trust Children’s Charity enables families who have a child with a life-threatening or terminal illness to make the most of time together, providing expert, practical and emotional support, where they need it for as long as it is needed. For families living with childhood illness, time is everything. Right now, there are too many families coping alone with no support, no time to think, no time to make memories and no time for each other. We believe that no family should go through this alone, so we are here to change that.

Apply now:

To apply please send your CV and Covering letter to us via the link.

Your covering letter should highlight why your application should be considered above others and clearly state how your experience matches the essential criteria outlined in the Person Specification.

For a full job description and person specification please visit our website 

Please disclose in your covering letter if you have used AI for any part of your job application.

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

Interviews will take place at our Head Office in Leatherhead. We will only contact those applicants who have been successful. If you require any adjustments during the interview process, please let us know.

An enhanced DBS disclosure will be required for this post.

Rainbow Trust is committed to safeguarding and promoting the welfare of children and young people and expects all employees to share this commitment.

Rainbow Trust is an equal opportunities employer, and we welcome applications from all backgrounds.

In a fast-changing church and mission landscape, OMF International (UK) aims to become a centre for sharing the good news of Jesus with East Asia’s peoples in, to and from the UK. The UK is not just a place where missionaries are sent from; it is also a context into which missionaries are being received and where intercultural ministry is being carried out.

The Executive Assistant & National Office Lead will play a key role in providing high-level administrative and executive support to the UK National Director, coordinating ministry events and helping the UK National Office operate as a welcoming, safe and effective base for OMF UK’s mission. The successful applicant will have an opportunity to use their administrative, interpersonal and practical coordination skills to equip the UK Leadership Team, support the National Director and strengthen the day-to-day operation of the National Office. As well as being an efficient administrator with excellent attention to detail, the ideal candidate will demonstrate strong interpersonal skills and be able to communicate professionally and sensitively with a range of people.

There is an Occupational Requirement for the jobholder to be a practising Christian, an active member of a local church, able to clearly demonstrate a personal commitment to the mission, principles, values and practices contained in our Ethos Statement.

Interim Senior Admin Officer (Part-time, Temporary) £15–£18 per hour | 20 hours per week | Remote or Newcastle upon Tyne

Are you an experienced senior administrator or operations professional who wants to use your skills to support a meaningful cause?

My client is a Black-led charity with a long track record of supporting Black and racialised women and children affected by domestic abuse and Violence Against Women and Girls. They are entering a busy period of growth and transition and are now seeking an Interim Senior Admin Officer to step in quickly, stabilise systems and support the organisation through change.

The role As Interim Senior Admin Officer, you will play a central role in ensuring the organisation runs smoothly, safely and compliantly. You will take stock of existing systems, put clear processes in place and provide practical support to staff and trustees during a period of onboarding and recruitment.

You will also work closely with the Admin Officer and Receptionist, offering day-to-day guidance, support and coaching to help them deliver to a high standard.
Key responsibilities include

• Reviewing and improving operational systems across administration, record-keeping, filing, archiving and IT
• Leading supplier and contract management, including reviewing value for money and setting up clear contract processes
• Supporting recruitment activity and onboarding of new staff and trustees, including inductions, equipment and access
• Developing, reviewing and updating organisational and HR policies in line with UK employment law and best practice
• Advising on employment matters such as contracts, grievance and disciplinary procedures and staff entitlements
• Ensuring strong governance and compliance, including Charity Commission and Companies House requirements
• Overseeing GDPR compliance, health and safety and statutory obligations
• Supporting facilities management, including getting the reception area fully operational
• Providing hands-on support and coaching to the admin team
• Producing a clear written recommendations report by the three-month point to support continuity

About you You will bring:

• Strong experience in senior administration, operations or office management, ideally within the charity or third sector
• Experience or knowledge of organisational and HR policies
• Knowledge of UK employment rights and employment law
• Hands-on understanding of charity governance and regulatory compliance
• Working knowledge of GDPR and health and safety
• Experience managing suppliers and contracts
• Confidence supporting recruitment, onboarding and HR processes
• A supportive, coaching-style approach to working with others
• The ability to prioritise, work at pace and get things done
• Strong cultural competence and commitment to equality, diversity and inclusion

Key details

• Role: Interim Senior Admin Officer
• Organisation type: Black-led charity supporting Black and racialised women and children affected by domestic abuse and VAWG
• Rate: £15–£18 per hour, depending on experience
• Hours: 20 hours per week, Monday to Friday
• Location: Newcastle upon Tyne (NE4), with on-site or remote working
• Contract type: Temporary
• Duration: 6 months

Eligibility: This role is open to women only under the Equality Act 2010, Schedule 9, Part 1, due to the nature of the services provided.

As a Black-led organisation, my client strongly encourages applications from Black women and women from racially minoritised backgrounds, who are under-represented in senior operational roles.
Why apply? This is a rare opportunity to step into a trusted interim role within a values-driven organisation doing vital, life-changing work. You will have the space to make meaningful improvements, support people to succeed and help shape a stronger future for the organisation.

We want you to have every opportunity to demonstrate your skills, ability and potential; please contact us if you require any assistance or adjustment so that we can help with making the application process work for you.

We want you to have every opportunity to demonstrate your skills, ability and potential; please contact us if you require any assistance or adjustment so that we can help with making the application process work for you.

Are you looking for an exciting and new challenge? Are you passionate about supporting children, young people and families? If so, look no further!

Are you passionate about helping children, young people, and families achieve positive change? We are looking for a compassionate and motivated Administrative Worker to join our team. This role is ideal for someone who enjoys working with Children young people and families, thrives in a collaborative environment, and is committed to safeguarding and improving outcomes for children.

We are seeking a part time, Administration Assistant to work across our Best Start Family Hubs within Sandwell. This is a fantastic opportunity to become part of a passionate and committed team and be an active member of the wider Best Start Family Hub Network.

This role is ideal for someone who enjoys working with Children young people and families, thrives in a collaborative environment, and is committed to safeguarding and improving outcomes for children.

Car driver is preferred due to travelling across the whole of Sandwell when cover maybe needed. 

Working pattern:

Monday to Friday with flexibility required for occasional evening and weekend work to meet the needs of the service.

Some key activities/objectives include:

• Provide a warm, friendly and approachable welcome, ensuring all individuals feel valued, respected and at ease.
• Arrange meetings, appointments, and events for visitors and external partners, ensuring all necessary facilities and health & safety requirements are in place.
• Support the Administration Lead and wider team to ensure accurate monitoring data is collected and reported on a quarterly basis, including case studies and service user feedback, in line with GDPR requirements.
• Support the safety and wellbeing of service users and visitors, including recognising and reporting safeguarding concerns and escalating appropriately in line with procedures.
• Ensure the hub is presentable at all times, including maintaining displays and preparing rooms in line with bookings and activities.
• Assist with signposting, logging requests and liaising with senior staff and project workers as required.
• Stock taking of resources to ensure that the hub is fully equipped with necessary items such as stationery and first aid supplies.
• Support the promotion of materials to engage communities, including newsletters, leaflets, notice boards, displays etc.

When completing your application please refer to your skills knowledge and experience in relation to the Person Specification, Job Description and Additional Information document (if applicable). This should be done with an understanding of the context of the service described.

Please note due to the high volume of applications for some posts, this advert might close before the displayed closing date.  We recommend that you apply for this role as soon as possible

Pay & Reward Framework

We know that our colleagues go above and beyond in delivering our vital work, driven by their passion and commitment to Barnardo's values.  We also know that we can only realise our ambitions and achieve better outcomes for more children, thanks to the talent, hard work and creativity of our people. 

For all these reasons, we are committed to a new approach to pay and reward, to ensure it is fair, attractive and progressive, which was rolled out in April 2023. This is a positive change for the charity, and a part of our People & Culture Strategy. It will assist us in supporting colleagues to belong, thrive and grow in their colleague journey at Barnardo's and in time will offer clear routes of progression for colleagues in both their career and their pay. 

Whilst the full pay band and salary range is advertised, our approach to starting salaries is to appoint between the minimum to mid-point of the pay band – this ensures that pay steps are available to reward our colleagues annually based on their contribution to excellence and alignment to our values and behaviours.  More details on Barnardo's pay framework can be found upon application. 

Benefits

Workplace Offer: What it means for you

Our hybrid working initiative is based on trust, flexibility and empowerment. We understand our workplace offer means different things to different people, and we encourage those conversations. This may mean working at one of our stores, services, working at home, in the community, at one of our Collaboration Hubs or depending on the role any combination of these. Please read through the advert carefully to understand the remits of hybrid working that will be specific to the role.

Barnardo's require colleagues to be UK residents, based in the UK and to complete their roles from within the UK (with the exception of colleagues providing Barnardo's services in Jersey and colleagues who live in the Republic of Ireland providing services in Northern Ireland)

• Barnardo's believe in creating equality of opportunity in the workplace and supporting people to manage their work-life balance; we are therefore open to offering flexible working arrangements.
• Annual Leave entitlement for full-time colleagues is 26 days per annum, increasing to 27 days per annum, after 3 years Barnardo's service, 29 days per annum, after 5 years Barnardo's service and 30 days per annum, after 7 years Barnardo's service. Those working less than full time are entitled to the same level of holiday pro rata
• The ability to buy up to another 5 days annual leave via our Buy Your Leave scheme
• A host of family friendly leave options including company Maternity Paternity and Adoption pay; together with all family additional leave options
• Service related sick pay from day 1
• Access to a Group Personal Pension with a matched 4% or 6% contribution from Barnardo's. Ability to pay via salary sacrifice to garner both tax and NI savings on your own contribution
• Death in service cover of 4x annual earnings for all staff contributing to our Group Personal Pension
• Cycle2work scheme
• Interest free season ticket loans
• Discounts and cashback from at high street shops including major supermarkets, cinemas, gyms, leisure/theme parks, holidays and much more via our Benefit Portal
• 20% discount at Barnardo's stores
• Opportunity to purchase a health cash plan to claim towards dental, glasses, therapy etc
• Free access to round the clock employee assistance program for advice and support
• Access to Barnardo's Learning and Development offer

*T&C's apply based on contract

About Barnardo's

We are committed to being an inclusive employer and cultivating a culture where everyone can belong and thrive through inclusion and connectivity. We want our workforce to be reflective of the communities we work with, and for equality, diversity and inclusion to be embedded in everything we do. We are a Disability Confident Leader, are progressing our ambition to be an anti-racist organisation with Anti-Racism Commitments and actions in place and have networks for colleagues who are disabled, LGBT+, Black and Minoritised Ethnic and Women. We particularly encourage applications from Black and Minoritised Ethnic and/or disabled candidates who are currently underrepresented in our workforce. For disabled applicants, we offer reasonable adjustments throughout the recruitment process.

Our basis and values

Purpose of the job

The Operations Officer provides vital administrative and operational support across UK Youth, helping ensure our people, systems, and workplaces are set up for success. You will play a key role in keeping day-to-day operations running smoothly and ensuring teams have the tools, resources, and information they need to work effectively.

Working closely with the Head of Operations, you will take responsibility for core operational processes including systems administration, facilities coordination, cross-departmental events and compliance support.

This role strengthens the foundations that enable UK Youth to deliver for young people in the long term by supporting strong systems, effective ways of working, and a positive workplace environment.

Why work at UK Youth?

UK Youth exists to widen the reach and deepen the impact of youth work and outdoor learning, so that every young person has someone who believes in them. Our vision is a society that backs every young person - through each spark, struggle and success.

As the UK’s national infrastructure body for youth work, we strengthen and champion a diverse network of youth organisations, unlock investment, shape policy and build the evidence base for what works. At a time of growing need and inequality of access, our work has never been more important.

We are entering an exciting new phase of our strategy - focused on long-term resilience, income diversification and a transformational Capital Appeal to develop Avon Tyrrell as a national centre of excellence for outdoor learning. Joining UK Youth means being part of an ambitious, impact-driven organisation committed to strengthening youth work for generations to come

Key responsibilities

IT & Systems

• Manage the day-to-day relationship with our IT support partner, including monitoring support tickets, approving change requests, and escalating issues to the Head of Operations where required.

• Support the maintenance and monitoring of IT equipment in collaboration with our IT Support Partner

• Maintain our IT asset register; be responsible for ensuring all IT equipment is accounted for and organising its safe distribution.

• Maintain and improve UK Youth’s SharePoint and MS Teams sites and channels, ensuring efficient organisation, accessibility of information and compliance with information and data protection policies

• Support operational improvement projects, including process automation e.g., use of Microsoft Forms and Power Automate to streamline and automate internal workflows such as onboarding, approvals, and data collection.

Office Management

• Serve as the primary point of contact for all London office facility needs, liaising with landlords, contractors, suppliers, and cleaners to ensure the workspace remains safe, functional, and well maintained.

• Manage staff building access and oversee the use of UK Youth’s storage facility, ensuring secure and efficient use of space.

• Manage and maintain the room booking systems, ensuring availability, access, and efficient use of meeting spaces.

• Manage departmental shared inboxes, general phone lines and post, ensuring timely and helpful responses.

• Coordinate purchasing and maintenance of office supplies and equipment, ensuring value for money and timely delivery.

Health & Safety

• Act as the main contact for Health & Safety within our London office, ensuring compliance with policies and procedures.

• Coordinate H&S inductions and site orientations for all new starters and maintain risk assessments, compliance logs, and required documentation.

• Maintain UK Youth’s risk assessment log and review schedule

• Support the collection, tracking, and reporting of organisational H&S compliance data, contributing operational reporting.

• Contribute to the development and documentation of standard operating procedures (SOPs), templates, and internal process playbooks.

Team Support

• Provide day-to-day administrative and coordination support to the People and Operations Team.

• Maintain departmental calendar, schedule meetings, and coordinate agendas, papers, and minutes.

• Lead logistics for key organisation-wide events such as our quarterly Town Halls.

Experience we're after

• Experience supporting operations, administration, compliance, or facilities within a busy organisation.

• Experience coordinating service providers, contractors, or suppliers.

• Experience supporting digital systems (e.g., Microsoft 365, SharePoint, Teams) and contributing to process improvements.

• Experience handling sensitive information and maintaining accurate, high-quality records.  

What we can offer you

We offer a competitive range of benefits, good work/life balance, excellent learning and development opportunities and vibrant organisational culture:

• Flexible/Agile Working

• 27 days annual leave (24 days + 3 days winter closure) plus bank holidays (pro rata for part time employees)

• Funded training provided in; Safeguarding, GDPR, Information and Cyber Security & Equality & Diversity

• Other training available in support of your personal and professional development

• Pension scheme (currently UK Youth match employee contributions up to 5%)

• Membership of our life insurance scheme which would pay-out up to 4 times your salary

• Employee Assistance Programme to support employees both professionally and personally

• 20% discount off bookings at Avon Tyrrell, our New Forest Outdoor Centre, including camping, lodges and outdoor activities.

• IT equipment provided for the duration of contract

• CycleScheme and TechScheme

How to apply

If you would like to be considered for this fantastic opportunity, please complete an application via our completely anonymised recruitment system provided by Applied which looks to create a fair and unbiased application process for all. Scroll to the top of the page and start your application.

Closing date: 10th July 2026 at 23:59 (midnight)

Provisional Interview Dates: 21st and 23rd July 2026

As this role involves working in a regulated environment with young people, any offer will be conditional to satisfactory background checks, which include criminal record check and employment reference.

Are you a highly organised individual looking to build a career in arts/charity administration? We have an exciting opportunity for an Administration & Data Co-ordinator to join our team and support the operations of a leading national youth arts organisation.

The National Youth Orchestra is the UK’s leading organisation championing orchestral music as a powerful agent for teenage development. We activate teenagers’ confidence, optimism and skills to play their part in the world today, through performing and sharing extraordinary music.

The Administration & Data Co-ordinator plays a central role in keeping NYO’s operations running smoothly. This is a varied, hands-on role supporting office management, IT and telecoms administration, CRM and data processes, finance, HR and general organisational administration.

The ideal candidate will be highly organised, accurate and proactive, with strong communication skills and confidence working with systems and data. You will enjoy improving processes, solving practical problems and helping colleagues do their best work in a busy, mission-led organisation.

At NYO, you’ll join a values-led, mission-driven organisation where people care deeply about the impact of their work. Our staff team is supportive, friendly and ambitious, united by a shared belief in the potential of young people and the power of orchestral music.

Our offices near Holborn in central London are a lively base for collaboration and creativity. NYO offers a health cash plan, a cycle-to-work scheme, retail and entertainment discounts, and a 24/7 counselling and support helpline. 

As this role will be responsible for office management and handling donations received by post, the role requires being in the office a minimum of 3-4 days a week. You will also have the opportunity to attend and support many of NYO's projects around the UK. Most NYO projects take place during school holidays or at weekends, therefore the role will include some weekend and statutory holiday working, for which a TOIL policy is in place.

Visit our website to find out more and apply.

Deadline for applications: 10am, Monday 29 June 2026
Interviews: Tuesday 7 July 2026

Main Duties & Responsibilities

Volunteer Recruitment & Onboarding

• Lead end-to-end recruitment and onboarding of volunteers across all Hospice roles, including clinical, wellbeing, family support, retail, fundraising, finance, facilities and administrative roles.
• Deliver a high-quality, seamless onboarding experience for volunteer applicants.
• Co-deliver monthly Introduction to Volunteering sessions, including follow-up engagement.
• Maintain effective recruitment pipelines to meet service needs.
• Support with recruitment campaigns for high priority volunteering roles.

Compliance & Governance

• Oversee volunteer compliance, ensuring volunteers, where required:
  • Have satisfactory references
  • Are DBS-checked
  • Complete and refresh mandatory training, including face-to-face safeguarding and relevant onboarding training via departments
• Maintain accurate compliance records within CRM systems.
• Monitor and report on DBS and safeguarding renewals, liaising with volunteers, team leaders and the education team.
• Ensure adherence to Hospice policies, legal requirements and best practice

Volunteer Operations & Service Delivery

• Provide front line guidance and advice on volunteer involvement and best practice to volunteer involving teams.
• Work with education team to co-facilitate Hospice Connections training sessions where required.
• Build strong cross-departmental relationships to align volunteering with organisational priorities.
• Demonstrate a thorough understanding of the volunteer lifecycle and provide guidance and support to managers in planning volunteer requirements, recruitment, onboarding, induction, training, ongoing supervision, recognition, development, issue resolution, and volunteer exit processes.
• Part of the People Team office cover answering telephone, email and in person queries or directing the enquiry to the right place to be resolved. This includes monitoring the volunteering and volunteer reference and volunteer rota inboxes.
• Arrange regular meetings with Hospice volunteer managers to:
  • Review volunteer pipelines and activity
  • Analyse data and service needs
  • Identify opportunities for collaboration and service improvement
• Be a main point of contact for volunteers in key operational roles (e.g. IPU Kitchen, Meet & Greet), including recruitment, onboarding, supervision, and ongoing support

• Organise IPU volunteer rota planning and management (forward planning and weekly), ensuring adequate cover and resolving last-minute gaps, arranging shadow shifts and organising mentor allocation.
• Manage and organise tasks for admin volunteers within the Voluntary Services team.

Volunteer Engagement & Experience

• Support with the planning and delivery of an annual programme of volunteer engagement events (e.g. Sunday lunches, feedback forums, seasonal events): Coordinate event logistics including communications, RSVPs, venues, catering and health & safety.
• Actively gather, review and respond to volunteer feedback to continuously improve the volunteer experience.
• Coordinate and support volunteer communications across the organisation, including the production and distribution of the monthly volunteer bulletin and volunteer updates.
• Foster a positive, inclusive and motivating environment for volunteers.

Data, Systems & Continuous Improvement

• Maintain high standards of data accuracy across volunteer systems and records.
• Use data insights to inform planning and improve service delivery.
• Identify and suggest improvements to volunteer processes, including onboarding and rota systems.

General Responsibilities

• Represent the Hospice and uphold its values and reputation at all times.
• Support organisational income generation activities where appropriate.
• Identify and engage in continuous professional development opportunities, sharing learning with colleagues.
• Contribute to ongoing service improvement across volunteering and wider Hospice operations.

Qualifications, Skills, Experience, Knowledge & Approach

Essential

• Demonstrable experience in volunteer coordination or management
• Experience overseeing compliance processes (e.g. DBS, safeguarding, governance)
• Experience managing rotas, logistics or service delivery functions
• Demonstrated experience coordinating volunteer recruitment and onboarding processes
• A strong understanding of volunteer management best practice, including relevant legislation, policies, compliance requirements, safeguarding, DBS processes, and governance.
• Awareness of developments within the voluntary sector and hospice volunteering to ensure organisational practices remain current, effective, and compliant.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and database management
• Strong analytical, planning, and organisational skills
• Excellent verbal and written communication, diplomacy, and problem-solving ability
• Ability to manage competing priorities and work independently in a fast-paced environment
• Proven stakeholder management and relationship-building skills
• Proven ability to meet recruitment targets across multiple service areas

Desirable

• Experience in healthcare, hospice or charity sector
• Experience facilitating training or group sessions
• Knowledge of EDI principles and inclusive volunteering practices

· Proven experience of working in diverse communities

Communication

· Excellent customer care skills – understands importance of good customer engagement & able to build strong working relationships 

• Good team player who is willing to support others/learn new skills 
• Able to communicate sensitively and understand boundaries of working with volunteers
• Excellent verbal, written, and digital communication skills
• Compassionate, emotionally intelligent, and able to communicate sensitively
• Confident and persuasive communicator, able to represent Voluntary Services in meetings and in conversations with Heads of Services
• Strong interpersonal skills to build collaborative relationships across teams

Decision Making

· Maintain confidentiality at all times 

· Proactive, solutions-focused, and accountable for outcomes

· Strong attention to detail and ability to drive multiple projects concurrently.

• Confident decision-maker with sound judgement

Mental & Physical Considerations, working conditions and environment

· Commitment to the aims, ethos and values of the Hospice

· Keen to develop self within role

· Ability to prioritise in the best interests of the organisation as a whole

· Willing and able to work as part of a team and independently using own initiative 

· Skilled in managing competing demands and expectations 

· Work with pace and accuracy 

· Ability to manage various tasks in a timely manner 

· Self-motivated and able to fulfil the job role with minimal supervision 

· Task driven – able to see processes through to competition 

· Ability to concentrate for sustained periods of time 

· Confident under pressure 

Health & Safety

· Understand and comply with all Health and Safety, Fire and Infection Control regulations

· Complete all mandatory training and ensure compliance of direct reports and contractors

Safeguarding

Act in a manner at all times to safeguard the interests of individual patients/clients and their  families and justify public trust and confidence in the Hospice of St Francis.