Office Administrator Jobs

Overview of Role:

The role of Team Administrator is a key opportunity to work alongside the Fundraising and Communications leadership as they grow the presence, profile and income of Church Army.

You will get to know everyone in the Fundraising and Comms teams as you help to ensure the smooth running of the department. You will be planning, chasing, minute taking, truth-telling and generally in the thick of the department. It’s a great opportunity to see the breadth of fundraising and communications work. In order to do this role well, you need to be someone who has excellent interpersonal skills and is able to engage confidently and effectively with a range of people. Never phased by who your talking to, approachable at all time and always with an ear to the ground.

The team administrator will be handling confidential information so requires someone who understand the importance of confidentiality, can work with discretion and act professionally at all times. To support the Director and the department most effectively, you will need to have excellent organisation skills and be able to use your initiative to think ahead and know what needs to be done. You will also need to be able to manage a busy diary and multiple projects and tasks at one time with a flexible approach to the role to respond to the needs as they present. You will be able to take excellent minutes and actions.

If you love what Church Army does and you are a gifted administrator, have excellent communication skills, can handle discretion, and have a great sense of humour, then we would love to hear from you!

We will be conducting active interviewing, so interview dates will vary from the first week of the advert to two weeks after it closes. The position will be offered to the first applicant who demonstrates an aptitude for the position, therefore the position maybe filled earlier than the closing date of the advertisement.

We are looking to expand our wider Fundraising and Communications Directorate over the next few months, seeking a variety of roles over experience & technical levels. If you would like to be kept in the loop as roles are released, please do get in touch. 

Winston's Wish is a national charity providing support to children and young people who are bereaved. Our vision is of a society in which children and young people don’t have to face grief alone.   

HR is a central function within Winston’s Wish and this role provides HR support and administration to all teams across the organisation, from recruitment and on-boarding, training and development, well-being initiatives through to co-ordinating the off-boarding process.

This is a busy and rewarding role as you will be supporting all teams across the organisation. No two days would be the same as you never know what HR queries will crop up. Working as a member of the Corporate Services Team, you will have a friendly and supportive environment to work in.  

This is a hybrid role, mainly working from home but with weekly visits to the office in Gloucester. There will also be occasional travel for company wide staff meetings which may not be in the Gloucestershire area, but for which travel expenses will be reimbursed 

MAIN RESPONSIBILITIES  

1. Working with departmental Directors and managers to set up job vacancies on our on-line recruitment portal and co-ordinate the recruitment process 
2. Issue offer letters, contracts of employment and other recruitment documentation 
3. Carry out DBS and referencing checks for new staff 
4. Set up mandatory on-line training for staff and ensure training certificates are filed on personnel files 
5. Using our HR system, set up new staff and maintain the HR system including setting up annual holiday entitlement and off-boarding exiting staff 
6. With departmental managers, assist in co-ordinating induction training for new staff including organisational HR induction 
7. Monitor and action e-mail enquiries on the recruitment and HR e-mail in-boxes 
8. Support the Director of Corporate Services and Strategic HR lead in ensuring HR policies and process are reviewed, implemented and followed by all 
9. Working with departmental managers to ensure the off-boarding process is followed including exit interviews 
10. Assist with the setting up and implementation of staff surveys 
11. Diary management for Leadership Team where required. 
12. Provide backup administrative support across the Corporate Services Team and organisation as and when required. 
13. Carry out any other reasonable tasks as discussed and agreed with line manager. 

 All Staff 

1. Contribute to the vision and mission of Winston's Wish; working with colleagues in all teams to meet the objectives of Winston’s Wish. 
2. Work to objectives, targets and work plans agreed with your line manager. 
3. Undertake specific projects and other ad hoc duties agreed with your line manager, fulfilling any deadlines, reviews and reporting procedures required. 
4. Take an active part in the one-to-one process and participate in training agreed with your line manager. 
5. Ensure the health and safety of all colleagues, volunteers and visitors in accordance with Winston’s Wish policy. 
6. Promote equality of opportunity and diversity in accordance with Winston’s Wish policy. 

PERSON SPECIFICATION:

Essential 

1. A team player who works flexibly to meet the needs of the organisation. 
2. Excellent organisational and time-management skills. 
3. Proven track record in dealing with confidential and sensitive issues. 
4. Ability to prioritise a busy work schedule and meet tight deadlines. 
5. To have a calm and practical approach to problem solving. 
6. Strong written and verbal communication skills. 
7. Excellent interpersonal skills. 
8. Strong IT skills. 
9. Ability to use own initiative. 

Desirable  

1. Previous experience of working in HR. 
2. Previous experience of using HR and recruitment platforms 
3. An interest in and understanding of bereavement in childhood. 

About UnLtd

UnLtd is the leading provider of support to social entrepreneurs in the UK and offers the largest such network in the world. Our mission is to find social entrepreneurs with bold solutions to today’s challenges. Through funding and support, we help them to realise their potential and creating lasting change.

About the role

The Central Services team is responsible for ensuring the provision of effective day-to-day central facilities services and infrastructure, enabling UnLtd to meet its strategic aims and objectives.

Working as part of UnLtd’s Central Services team, the Office Administrator will be working with the Central Services Manager to make sure that the building is in the best condition for the employees who work there and our staff working remotely are doing so in line with proper safety precautions.

Please see the Job Description for more information or visit our website via the apply button

Interested? Here’s how to apply

We need to know a bit about you, your experience and what you can bring to UnLtd.

You can submit a CV + supporting statement (up to 2 pages). We’d love you to tell us: 

• About you – your skills, experience and personal qualities; 
• Why you’re interested in the role and what you hope to get out of it.

The main thing is you can demonstrate you have skills and experience (Lived or learned) that relate to what we have said we are looking for.

We particularly welcome applications from people with disabilities, Black, Asian, or Minority Ethnic backgrounds, LGBTQIA and from different socio-economic and educational backgrounds.

To apply visit our careers site on Job Train

• Application Closing Date: Midnight on Monday 11th December 2023
• First round of interviews: Thursday 14th December 2023
• Final interviews: Monday 18th December 2023

UnLtd is committed to offering employment opportunities for people with criminal convictions. As a result, we will only ask you about any criminal convictions at initial offer stage. Your information will be treated fairly and confidentially and will not automatically exclude you from the role that you have applied for.

Working at UnLtd

UnLtd values diversity and is committed to inclusion and understanding intersectionality. These are more than just buzz words for us; they are principles guiding how we build our teams, support leaders and empower social entrepreneurs. We want to create an organisation that’s the right fit for everyone we work with.

To support an inclusive environment where employees feel empowered to share their lived experiences and ideas, we have embedded an equity and inclusion group within UnLtd, giving us a wide range of different perspectives in our work to help us see what is most needed in society.  We are particularly keen to hear from those who identify as Black, Asian or minority ethnic, LGBTQIA, people who are disabled, those with learning differences, those with caring responsibilities, from a less advantaged socioeconomic background as well as any other under-represented group in our workforce.

Find out more about our generous range of employment benefits by visiting our website via the apply button

Role Purpose

As Reception and Office Administrator, you will play a key role in the team; providing a warm, efficient and professional reception service, and being the first point of contact for enquiries.

You will also provide administrative support to contribute to the smooth running and success of services. This will include supporting with the promotion of our services, processing new referrals, managing bookings and payments, and maintaining good record keeping.

Our Centre is open from 9am-5pm on Mondays and Fridays and from 9am-8pm on Tuesdays, Wednesdays and Thursdays. Please note that evening work is required for this role (with working hours 12-8pm in these instances).

Main Duties

• Maintain a professional and confidential reception service; greeting service users and volunteers and responding to telephone calls and emails efficiently;
• Act as first point of contact for enquiries, sharing accurate information and signposting;
• Provide general administrative support to the team, including service promotion, processing new referrals, and managing bookings, payments and day-to-day tasks;
• Maintain monitoring systems and databases in line with the organisation’s processes;
• Carry out marketing activities including designing posters, sending mail-outs and creating and posting simple social media and web content;
• Work collaboratively with other members of the team to deliver agreed objectives;
• Attend and participate constructively in meetings as required;
• Respond proactively to the demands of the role and have a flexible and positive approach.

Please note that this job description is not exhaustive and may change depending on the need and development of the organisation.

As our Office Administrator for the Devolved Nations Team, you’ll provide administrative, financial, data administration, and office management support for the Devolved Nations Team at the British Heart Foundation (BHF). 

Based in our Edinburgh Office, you’ll provide administrative support to the Head of BHF Scotland and Scotland Team and contribute to the upkeep and administration of all the Devolved Nations Offices.

In this fast paced and varied role, your responsibilities will include:

• Meeting organisation, coordination, and minute-taking
• Booking travel and accommodation
• Purchase order and invoice management
• Data entry and expenses reconciliation
• Tracking, monitoring, and reporting budgets
• Responding to supporter and donor queries
• Supplier engagement
• Front-of-house support for the Edinburgh Office.

Working arrangements

This is a six-month fixed term contract, covering staff absence.

The role is part time, 21 hours per week, worked across three days per week (ideally Tuesday to Thursday).

Based in our Edinburgh Office (EH1 3AT).

About you

As our ideal candidate, you bring experience of providing administrative support at a senior level and co-ordinating activities within fast-paced teams. 

With a positive attitude and an ability to work proactively and flexibly, you have proven experience of providing office and budget management and of using finance and CRM systems.

A solutions-focused team player with excellent communication, time management and organisational skills, you are adept with Microsoft Office packages and understand budgets and broad financial processes.

What can we offer you?

Our MyBHF Career Academy provides you with support, inspiration, and opportunities to help you unlock your full potential. 

Our generous staff benefits include:

• 30 days annual leave plus bank holidays
• Private medical insurance
• Dental health cover
• Contribution towards gym membership
• Pension with employer contribution up to 10%
• Life assurance

We have been recognised by the Chartered Institute of Personnel and Development (CIPD) for our Live Well. Work Well. Programme. Heart health is central to our mission, and that starts with you. We provide a programme of activities, opportunities, and guidance to inspire and support you to live a healthy and happy life, at home and at work.
 
About us

Our people are at the heart of everything we do. By funding research across six decades, we’ve helped keep millions of hearts beating and millions of families together. We’re investing in ground-breaking research that will get us closer than ever to a world free from the fear of heart and circulatory diseases.

We value and respect every individual’s unique contribution, celebrate diversity, and make inclusion part of what we do every day. 

Our Equality, Diversity and Inclusion (EDI) Strategy, Igniting Change, along with our internal EDI group, Kaleidoscope, and a growing number of employee network groups (our Affinity Groups), help us create an environment where all our colleagues and volunteers can succeed.

Interview process 

Interviews are planned for Tuesday 19th and Wednesday 20th December in the Edinburgh Office. We may hold short telephone interviews prior to this stage.

How to apply 

It’s quick and easy to apply for a role at the BHF. Just click on the apply button below. All you’ll need is an up-to-date CV and a supporting statement, outlining your interest in the role and how you meet the role’s criteria.

As part of our commitment to be an inclusive employer and ensure fairness and consistency in selecting the best candidate for this role, the BHF will use anonymous CV software as part of the application journey.

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

Should you need any adjustments to the recruitment process, at either application or interview, please contact us. 

Please note the internal job title is "Devolved Nations Office Administrator".

Information Governance Team Administrator
£30,318 pa plus excellent benefits
London WC1 and home-based
35 hours per week, full-time
Fixed-term contract for one year

As Information Governance Team Administrator you will provide administrative support to the Information Governance team, within the Digital Division of the College, which oversees Information Compliance, the College’s historical Archives, the records management function and information security (non-technical).

The Information Governance Team Administrator is a crucial role at the College as you will be the first point of contact for internal and external information governance enquiries and be responsible for providing advice on routine matters, whilst also providing day-to-day functional support to the team.

Reporting to the Head of Information Governance, you will be involved in supporting all aspects of information compliance and will help to embed the Information Governance framework, creating and promoting relevant guidance and practices.

You will assist the Archivist and Records Manager in the preservation and conservation of collections, undertaking archive accessioning, basic listing and cataloguing, whilst also supervising archive readers (appointment only service) and advising researchers on basic copyright issues relating to the college archive. You will support the Archivist and Records Manager with records management duties, such as providing administrative support for annual reviews, the off-site storage service and the college’s Microsoft EDRMS.  

Degree qualified or with a background in a similar role, you will have some previous experience of working in compliance, archives or records management and have a basic understanding of Data Protection legislation and PECR.

With a willingness to learn about information governance, you should have strong IT skills including Microsoft Office, along with excellent written and oral communication skills and the ability to communicate at all levels. You will also have an excellent attention to detail with a methodical approach to work.

You should have excellent interpersonal skills and be able to act independently without supervision for routine requests, confident in using your initiative to resolve problems, whilst understanding when to escalate issues appropriately. You will have excellent organisational skills with the ability to manage conflicting demands and competing deadlines, prioritising workloads. You will also be required to undertake manual handling.

Experience of responding to data protection rights requests along with experience of completing the NHS DSP toolkit would be desirable but not essential.

The Royal College of Paediatrics and Child Health sets and maintains standards for the education and training of all doctors working in paediatrics and child health in the UK. We advocate on child health issues at home and internationally. Additionally, through a variety of activities, the College influences the quality of medical practice for children in hospital and in the community. 

The RCPCH has more than 21,000 members and fellows and employs around 170 staff, most of whom work in our London office in Holborn. The RCPCH wants to represent all the communities we serve. Appointment will be made solely on merit. However, the College is particularly keen to receive applications from Black, Asian and minority ethnic candidates, and/or candidates with a disability who are currently under-represented at this level of the organisation. 

The College operates a flexible and modern working policy, whereby our colleagues work in the office for a minimum of 40% over a 4 week cycle and the remainder from home.

Closing date: 7 January 2024

An exciting opportunity to join the Royal College of Obstetricians and Gynaecologists’ (RCOG) Events Team, supporting the organisation of over 120 events and courses annually.

About the role

In this role, you will be responsible for providing proactive and efficient administrative support to the Events Coordinators and Events Managers, supporting the delivery of virtual and in-person events and courses.

Acting as first point of contact for our event delegates, you will oversee the events inbox and provide customers with a consistently high-quality service. You will be responsible for all aspects of delegate registration, handling payments and management of all delegate queries. You will also be responsible for provision of effective support during for virtual and in-person events.

Using registration software, you will support the set-up new events, as well as creating core documents including delegate lists, badges, feedback forms and speaker material as required for each event. Maintenance of good records of all events is essential as part of this role.

About you

As the ideal candidate, you will have:

• Experience of working in an office environment or an understanding of working in an office environment
• Strong organisational and administrative skills
• Ability to prioritise, plan, pay careful attention to detail and work to deadlines
• Flexibility and adaptability
• Ability to work under own initiative and as an efficient team member

Benefits

As a key member of the team, you will be located in our offices in London Bridge when required.  We offer a friendly, values led working culture with an excellent benefits package that includes:

• Agile and flexible working
• 25 days annual leave, plus bank holidays and office closure from 25 December to 1 January
• Up to 10% employer pension contribution after probation
• Enhanced occupational Maternity, Adoption, and Shared Parental leave policies
• Interest-free bike, season ticket and technology loans after probation
• Tailored Learning and Development and study leave
• Affinity staff networks
• Free lunch (onsite only)
• Employee Support Service counselling
• Life Assurance Scheme
• Lifestyle discounts

We believe that diverse teams will deliver the best outcomes for women's healthcare and we strive to be an inclusive employer. We are therefore looking for candidates whose backgrounds, experience and identity enhance the diversity of our existing team. We are particularly encouraging applications from underrepresented groups at the College such as those from black, Asian and minority ethnic backgrounds and those with a disability. To find out more, please see our Diversity Policy and Equal Opportunities Policy.

[We are only accepting applicants with a right to work in the UK; we are unable to sponsor people requiring a work visa]

About us

The RCOG is a professional membership association dedicated to improving women’s health care across the world. We do this by setting standards for clinical practice, providing doctors with training and lifelong learning, and working with partners to advocate for women’s health and health care across their life course. We are a global leader in this specialist area, supporting 16,000 members in the UK and internationally. We are a values-led organisation placing high standards, innovation, openness, inclusiveness and trust at the centre of all we do.

Are you a motivated and highly organised professional with a passion for making a difference in the lives of girls and young women? Do you have excellent attention to detail and time management skills?

TPP are looking for an Office Administrator to join our client, an award-winning social enterprise, in London.

Benefits:

*Generous holiday allowance
*4-day weeks
*Pension scheme
*Menstrual and Menopause Leave

The Role:

As the Office Administrator, you will play a key role in ensuring the smooth operation of the client's office and supporting young people develop their careers.

Key Responsibilities:

*Operations: Manage deliveries, collection of post and merchandise.
*Supply Management: Maintain a meticulous stock audit of office supplies and place merchandise orders.
*Communication: Manage email inboxes, ensuring swift responses to inquiries, and set up meetings.
*Beneficiary Support: Pack activity gift boxes and coordinate their collection and delivery to beneficiaries.
*Sustainability Champion: Support our sustainability initiatives by making informed decisions regarding procurement and travel.
*Travel Coordination: Book team travel and accommodation for events and team days.
*HR Support: Maintain employee details on the HR system.

Skills and Experience:

*Experience as an Office Administrator.
*Exceptional organisational and time management skills.
*Strong attention to detail.
*Ability to work both independently and collaboratively.
*Outstanding communication and interpersonal skills.
*Proficiency in Microsoft Office and Google Suite.
*Familiarity with CRM software.
*Knowledge of sustainability and ethical practices.

If this sounds like the role for you, then we would love to hear back. We are reviewing CVs as and when we are receiving them so, if you are keen to apply, then please do so today!

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.

About Us
We’re an independent charitable foundation funded by Lloyds Banking Group. We work in partnership with small and local charities, people and communities, changing lives and working towards a more just and compassionate society.
We are now looking for an Administrative Support Officer to join our team on a full-time, permanent basis.

The Benefits

• Generous annual leave (25–30 days pa plus statutory days)
• Pension scheme (up to 13% contribution by the Foundation)
• Private medical insurance that includes dental, eye care and mental health (on completion of probation)
• Comprehensive training and development plan and dedicated budget
• Employee assistance programme
• Season ticket loan
• Cycle to work scheme
• Flexible working (part-time, home working, compressed hours, job share etc.)
• Volunteering opportunities (two days per year)

We’re committed to supporting every one of our team members to achieve their full potential as we understand that every single person working with us is vital to both our success and the success of the organisations we support. That’s why we prioritise your development as well as providing flexible working options and volunteering days. So, if you’re ready to engage with a variety of people and make a real difference, read on and apply today!

The Role
As an Administrative Support Officer, you will work with Lloyds Bank Foundation’s People and Communities team to coordinate, manage and monitor internal and external activities, working closely with the PA to the Director of Communities and support to the Communities Team.  The People and Communities team are working with six local areas to strengthen small community led organisations and find new ways of designing and resourcing services so that people facing complex issues get the support they need, when they need it and in ways that work best for them.

You’ll be an energetic and motivated member of the team, who is unphased by working to deadlines or under pressure and has a good eye for detail, enabling us to deliver our emerging programme of work with excellence.

You will act as a first point of contact for the team and will be proficient in handling enquiries and issues in a friendly, professional and efficient way. You will also have previous experience of organising and delivering multiple meetings/workshops simultaneously.

Additionally, you will:

• Provide administrative tasks to support the team
• Organise events, workshops and meetings
• Work with colleagues on communications such as newsletters and presentations

About You
To be considered as an Administrative Support Officer, you will need:

• Excellent written and verbal communication skills
• Strong organisational, administrative and prioritisation skills to work effectively on own initiative to resolve issues/enquiries and manage multiple tasks
• Excellent time management skills to plan and prioritise workload
• Impeccable attention to detail, organisational skills and ability to manage your own time and workload across a number of workstreams, delivering on deadline and on budget
• Commitment to equal opportunities and to tackling disadvantage and willingness to uphold the Foundation’s values in all areas of work

The Foundation is committed to making our recruitment practices barrier-free and as inclusive as possible for everyone. This includes making changes such as providing note takers during interviews, additional time given for assessments and allowing candidates to use specific accessibility software so that Disabled people or those with long term health conditions can fully participate. We have Disability Confident Employer Committed status which guarantees an interview to Disabled people who meet the essential recruitment criteria.

If you are not able to use our online application system and you would like to apply in a different way, such as having the application form in a Word format or if you would like to submit your application as a video, please contact our HR team to explore this further. Please refer to our website for more information.

Application Closing Date: December 31, 2023 at 23:00 GMT

Location: Flexible within the UK (with the right to work in the UK a must).

Term: full time - 35 hours a week 

Organisation: Global Greengrants Fund UK

Salary: Salaries at Global Greengrants Fund UK (GGF UK) are dependent on applicable salary scales, internal pay policies including equity considerations and budget. Due to the ways in which salary negotiations perpetuate existing structural inequities, GGF UK has moved away from salary negotiation processes for any candidate. Our best offer for this position is £37,000 per annum for an 18-month fixed term contract. 

Benefits: We have improved our benefits package and we now offer 10% employer’s pension contribution, remote and flexible remote working, generous family and sick leave, employee assistance programme, health and life insurances, 28 days annual leave plus all UK bank holidays.

About Global Greengrants Fund:

Global Greengrants Fund (GGF) supports grassroots activists and civil society organisations around the world working to address environmental and social justice in over 160 countries.  GGF applies a participatory and decentralised model in making grants to grassroots groups through regional and thematic boards of advisors, global partner networks and independent funds, to support grassroots environmental and social justice action.

Global Greengrants Fund comprises two organisations located in the USA, Global Greengrants Fund Inc (established in 1993), and Global Greengrants Fund UK (established in 2012). The two organisations work closely together with a shared grantmaking programme and strategic collaboration at the senior leadership level. GGF UK consists of nine staff members working on fundraising and influencing philanthropy; finance; communications; and operations, with all of these functions operating autonomously but in close collaboration with their US counterpart functions.

In 2023, Global Greengrants Fund is amid a strategic journey in which we collectively centre our values, including diversity, equity and inclusion, and organisational care in our work, and to rediscover our identity and potential after 30 years of work. We have experienced tremendous growth over the past two years and we are thoughtfully, yet rapidly, growing our annual grantmaking, our philanthropic advocacy, and our global partnerships and collaborations to new levels. This includes creating a globally networked learning organisation and transforming our organisational culture to be more collaborative and self-steering – we call this our transformational journey. The Finance and Operations Administrator needs to understand the challenges and opportunities that come with these transformations and is able to remain flexible, steady, and adaptable.

The role

Global Greengrants Fund UK is looking to hire an energetic and passionate individual who will play a key role in collaborating across teams to support finance and operations. They work to ensure that all financial transactions are entered and recorded correctly, that all payment related queries are followed up to completion and that all financial records are maintained appropriately. They will support the grant making processes by working with the grants management team to track and monitor payment processes to completion, including through liaising with payment service providers. They will undertake general operations and administration duties, including supporting recruitments, being the first point of contact for suppliers and vendors, purchasing and maintaining equipment and scheduling meetings and events. 

As part of the finance and operations team, they will join a growing team currently staffed by four members in the UK. In the present accountability structures the Finance and Operations Administrator, GGF UK is line managed by the Director of Finance and Operations, GGF UK while building and working in more self-organised and collaborative ways.

The candidate profile.

The successful applicant will have significant relevant experience in a similar role in a charitable, environmental, development, and/or grant-making organisation. They demonstrate knowledge and experience in charity/nonprofit grant accounting/financial issues and dealing with financial information and processes, and understand accounting principles, and have knowledge of accounting and budgeting processes. They demonstrate excellent administrative and organisational skills, and the ability to ensure accuracy of work and demonstrate precise attention to detail. They have experience dealing with administrative processes and office administration, especially in a non-profit, remote organisation. They will have skills to give, receive and work with feedback constructively. They also thrive in a virtual environment, motivated to take on challenges and collaboratively find innovative and creative solutions. English fluency is a must.

The right candidate will understand GGF’s core values and be committed to the guiding principles and mission of GGF and ensure they uphold them in the way they take up the responsibilities of the role.

National Charity is seeking an Office manager to maintain and raise the high profile that already exists both nationally and internationally.

The charity based in Nottingham is a Support Group, supporting families throughout the United Kingdom affected by a rare medical condition.

We are looking for a confident person, with organisational and administrative skills, good communication and pleasant telephone manner and able to listen for long periods.

Able to respond to the needs of a charity, which relies on its Board of Trustees and volunteers.

Experience of developing, operating and maintaining existing systems.

Good computer skills, including use of internet and standard office IT packages, such as Word and Excel.

Familiar with all aspects of social media, especially Facebook and Twitter.

Observe strict confidentiality when dealing with sensitive information, preferable with a strong knowledge of GDPR rules.

The position may suit someone with a charity or medical background.  It is part time (15 hours a week, can be flexible) and involves working on-site.  There may be a need to be available on a small number of Saturdays and occasional visits to other parts of the UK for exhibitions, meeting members in local contact groups and having a presence either in person or remotely with other organisations both nationally and internationally.  Awareness of the Support Group and the condition, amongst health professionals and public is paramount.

The Brent Centre for Young People is looking for a dynamic and committed person to take control of the Centre’s building facilities and provide clinical administration to the Centre’s Private Service.

The Brent Centre for Young People is a charity based in North West London that provides psychotherapeutic treatments to young people aged 11-25 years, who suffer with emotional and mental health difficulties. The Centre has an international reputation for clinical work and research and delivers world-leading evidence-based practices to young people across North West London. In 2021-22, through its in-house and outreach Services, the Brent Centre helped over 700 young people to be healthier and better prepared for adulthood.

The suitable candidate will have at least three years’ experience of supporting a Senior Manager and clinical and/or general administration. The applicant would be committed, enthusiastic, confident in Information Technology, able to deal with building contractors, maintain a client database, a good team worker with good client focus skills, reliable, adaptable and flexible. He/she would have excellent organisational, communication and interpersonal skills, to produce work of a high standard, demonstrate a high level of professionalism and confidentiality, and be able to manage own work to meet deadlines. The post requires sensitivity to the needs of young people with emotional difficulties and the nature of therapeutic work. Experience with young people or with mental health is advantageous. 

The candidate will have excellent skills, when carrying out duties of the post.

Last date for applications: Open until post is filled

Your duties will vary with each assignment but will include: customer service; data entry; typing; filing; and MS office use. Assignments will be offered to meet the needs of the business, with details of the role and the required skills, hours of work, length of assignment, and reporting line, provided at the time. Adapting to each role and maintaining your professional skillset and availability for The Children’s Trust will be key.

Staff benefits include free shuttle bus, and more… Read more below.

Role Requirements

Duties and Responsibilities can and will vary from each assignment and will include the following;

• Supporting the requirements of the individual teams for each assignment.
• Handling incoming enquiries and communicating with external stakeholders in a professional
• and welcoming manner.
• Minute taking for various meetings and audio typing on an ad-hoc basis.
• Provide efficient and flexible administrative support to teams.
• Arrange visits for external visitors, including: notifying reception; arranging car parking; informing
• relevant staff members; “meet and greet”; and escorting visitors where required.
• With experience of working in a complex environment, across a large and diverse workforce, you will be exceptionally organised with a high-level of attention to detail. You will naturally possess excellent inter-personal skills, and an ability to consult and positively engage with key stakeholders across the organisation.
• Manage incoming phone calls and voicemail, taking messages and disseminate information
• appropriately.
• Scan and distribute relevant information where required.
• Format professional, high quality documents, proof prior to being sent off for approval.
• Input data and any other relevant information into organisational databases / systems.
• Carrying out general administrative duties such as typing, posting, filing letters and documents.
• Diary management.
• Arranging meetings, including: booking of rooms and refreshments, organising agendas and
• attendees.
•  

Interview Date: TBC

Terms and Conditions

PLEASE NOTE: The Children's Trust Application Form MUST be completed and submitted, for your application to be considered. As part of the shortlisting process, gaps in employment will be examined and further explored during the interview process. 

Strictly no agencies, please.

As we often receive high levels of applicants for our roles, we regret that we will only be able to contact those applicants who are shortlisted for interviews. Therefore, if you have not heard from us within 2 weeks of the closing date, please assume you have not been shortlisted for an interview on this occasion.

About Us

The Children’s Trust is the UK’s leading charity for children with acquired brain injury, providing expert rehabilitation, education, therapy, and care at our national specialist centre in Tadworth, and to children and their families across the UK, via our Brain Injury Community Service.

Boasting a beautiful 24-acre site in Surrey, we are located just outside of London, close to the M25 (accessible via Junction 8, A217 to Tadworth) and easily accessible via National Rail, by way of: Clapham Junction, Sutton, and Epsom.

Staff Benefits

The work we do is highly rewarding, and in addition to an attractive salary, we offer a valuable range of benefits, including, adoption pay, time off for fertility treatment, enhanced paternity leave, paid carers leave, time out days for those experiencing menopause symptoms, time off for gender reassignment.

We also offer additional annual leave days for those with long service, with entitlements ranging from 35 to 41 days (including bank holidays) depending on your length of service.

Other benefits include free on-site parking; a staff shuttle service from Coulsdon South, Epsom and Sutton train stations to Tadworth Court, subsidised cafeteria, on-site staff accommodation (subject to availability), the ability to retain your NHS pension (where applicable) or the opportunity to join an alternative scheme, and the opportunity to develop your career in a supportive and collaborative environment.

Rehabilitation of Offender’s

We comply with the Disclosure & Barring Service (DBS) code of practice and have a written policy on the recruitment of applicants with criminal records, both of which are available on request.

NHS Covid Pass

The Children’s Trust has a duty of care to minimise the risk of all infectious diseases to the vulnerable and extremely vulnerable children and young people in our care, as well as our employees and volunteers. As a result, we require staff to provide a valid NHS Covid Pass (or proof of Covid vaccinations or medical exemption) for all roles at Tadworth Court and in the Brain Injury Community Service. We also expect staff to have taken or be willing to take relevant immunisations required by the role to protect them against infectious diseases, (unless you are medically exempt).

Equal Opportunity Employer

To help us achieve our ambition to give children and young people with brain injury and neurodisability the opportunity to live the best life possible, we want to accurately reflect the UK’s diverse population. We want equity, diversity, and inclusion to be at the heart of everything we do, and our people, services, and culture to reflect the diverse needs of all. Through our diversity and inclusion strategy, we have made a commitment to increase the diversity of our charity and create an inclusive culture. We have networks across the organisation working to ensure that these aims are met - including an LGBTQIA2S+ group, Ethnic Diversity Group, and Spark – our broad EDI group. Read more about our EDI work here. We welcome applications from all who share our ambition regardless of background. We will strive to ensure that any reasonable adjustments are made in respect of interview and working arrangements.

Online Searches

In accordance with statutory safeguarding and child protection guidance, online searches will be conducted for shortlisted candidates before interview. The online searches will be conducted by a person who is independent of the interview and selection process and will focus on relevant information returned via searches of the candidate’s name (and variations thereof). Social media searches will be limited to professional platforms such as LinkedIn. Any concerns relating to suitability for work with children and young people will be forwarded to the interview panel, for discussion during the interview.

Your new company
This organisation is state-funded schools and fee-paying private schools operating in England. It is one of the 10 largest charities with the most employees in the UK, with central offices in Peterborough, London and Salford. It is governed by a board of trustees and run by an executive team.

Your new role
To provide first point of contact for visitors to the London office and on the United Learning main telephone number. This position will ensure the London office runs smoothly, providing administrative support.

What you'll need to succeed

• Good knowledge of Microsoft Office, particularly Outlook (including Outlook Calendars), Word, and Excel.
• Competent in the use of various types of IT including Teams/Zoom etc.
• GCSE Standard or equivalent.
• Administration and typing skills.
• Excellent organisation, time management, communication, and team-working skills.
• Excellent telephone manner and interpersonal skills.
• Friendly manner.
• The ability to work under pressure, prioritising, and meeting deadlines.
• Flexibility in dealing with an ever-changing workload is essential.
• Attention to detail is imperative for this role.
• Good team player.
• Answering external/internal calls for both the London and Peterborough Office and dealing with appropriately.
• Checking Group email enquiries and forwarding to the relevant person/team.
• Dealing with all incoming and outgoing post and distributing them to relevant departments in a timely manner.
• Meeting and greeting all visitors.
• Managing meeting room calendars and room requirements for those using the meeting rooms, i.e. booking lunches, video-conferencing, whiteboard, arranging refreshments to ensure everything is in place for meetings.
• Managing hot-desk bookings to ensure desk availability for all those visiting and working in the London office.
• Booking taxis for staff in the London Office.
• Arranging hire cars for staff.
• Maintaining stationery/kitchen stocks.
• Maintaining general office housekeeping to a high standard and liaising with the cleaners for any issues.
• To liaise with the Landlord/suppliers regarding any facilities issues to ensure smooth operation of London Office for all staff and visitors.
• Ensure the London office meets H&S regulations by working closely with the Executive Assistant to the CEO, the Group H & S Manager and Landlords.
• Central Office premises invoices – setting up new suppliers, raising purchase orders and processing invoices.
• General administration as required to include printing name badges, printing and collating conference papers and travel arrangements.
• Assisting the Estates Capital Accountant with Estates Finance related issues such as setting up new suppliers, raising purchase orders and processing invoices.
• Holiday cover for team members.
• Other duties as requested by the Executive Assistant.

COMMUNICATIONS AND WORKING RELATIONSHIPS

External:

• External suppliers – stationery companies; caterers, photocopier supplies and Landlord.
• Board members, trustees and all other visitors who come to the London office via reception, including assisting with taxi bookings.

Internal:

• All staff within the central office and schools are either by telephone or face-to-face.

What you'll get in return
Flexible working options are available.
What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

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