Onboarding administrator jobs

Remote position with some preference for London UK, Freetown Sierra Leone or Nairobi Kenya

SCOPE OF WORK

1. Grantmaking Due Diligence & Onboarding

• Coordinate the collection, review, and secure storage of due diligence documentation from prospective grantees.

• Assist with risk screening checks and internal reviews in alignment with Purposeful’s grantmaking policies.

• Prepare grantee onboarding documentation, including grant agreements and orientation materials.

• Track submission of required onboarding documents (e.g., bank forms, MoUs, safeguarding policies).

• Monitor and keep track of the grants due for payment.

• Respond to grantee and applicant inquiries and proactively update them on the status of their grant awards.

2. Grant Compliance & Documentation

• Monitor compliance status of all active grants, flagging outstanding requirements and follow-up needs.

• Ensure that compliance-related deadlines (e.g. reporting dates, grant conditions) are met and documented.

• Maintain clean, well-organised, and accessible digital grant files, using existing tools or systems (e.g., Google Drive, Netsuite, Salesforce, etc.) to ease retrieval and generation of reports.

• Support internal checks to ensure that funds are disbursed in line with compliance protocols and funding agreements.

3. Finance Coordination

• Liaise with the finance team to prepare and verify payment documents, banking instructions, and payment schedules.

• Support alignment between grant budgets and payment disbursements.

• Track the movement of funds across grants, ensuring appropriate documentation is in place for each transaction.

4. Donor & Internal Reporting

• Assist in preparing compliance-related sections of donor reports and internal grantmaking summaries.

• Track reporting obligations by donor or partner, and ensure all documentation is collected and filed on time, including any relevant country-specific compliance requirements.

5. Audit & Policy Support

• Prepare documentation for internal and external audits, including sampling, document summaries, and data extractions.

• Assist in developing and maintaining internal tools (templates, checklists, trackers) related to grant compliance.

• Contribute to ongoing improvements in Purposeful’s compliance systems, bringing in lessons learned and audit feedback, and emerging regulatory or legal considerations relevant to our work.

Are you a super-organised go-getter with a flair for detail and a passion for smooth-running operations? Ready to play a key role in a friendly, purpose-driven team where your efforts genuinely matter? If yes, read on - we’re looking for someone just like you.

As our Committee Officer, you’ll be at the very heart of our governance operations. You’ll be the engine behind our Board of Trustees and its supporting committees, ensuring that meetings run seamlessly, and our documents shine with professionalism, and governance standards are always met.

From planning and scheduling to preparing top-tier papers and safeguarding our processes, you'll make a real difference every day by upholding excellence behind the scenes. This is a role where your organisational prowess and sense of ownership will truly thrive.

Whether you're already seasoned in committee administration or you're bringing transferrable administrative experience and a hunger to learn - we'll support you every step of the way.

You’re someone who:

• Thrives in an organised, fast-paced environment
• Is a confident communicator, verbally and in writing
• Brings top-notch attention to detail and delivers with pride
• Has experience in diary management, committee support, and first-rate customer service
• Works effectively with senior stakeholders and colleagues across an organisation
• Is IT-savvy and always looking for smarter ways to get things done

The salary for this position will be between £30,000 - £34,000 depending on experience. This is a full time post at 36 hours per work and will be offered on a permanent basis. We will consider making this a part-time appointment, but no less than 0.8 FTE.

We value spending time working in-person to develop strong connections with each other and with our mission, so you will be based at our lovely central London office for a minimum of three days a week, the rest of the time, from wherever you work best.

Diverse voices strengthen science - and us. We actively encourage applicants from all backgrounds, especially those from underrepresented groups including Black, Asian, and other minoritised communities, disabled people, and LGBTQI+ individuals.

Important Dates

*Pre-screening: 9 - 22 July 2025

Closing Date: 24 July 2025

*We will contact shortlisted candidates as and when they apply and invite candidates to an initial 20 minute MS Teams meeting with a member of the HR team.

People & Culture Administrator
Hybrid / London Office | Full-Time | £23,000 – £27,000 | 35 Hours per Week

Are you a natural organiser with a heart for people and a passion for admin done well? Do you want your work to have purpose and impact?

Join Keychange Charity – where care and compassion are at the heart of everything we do.

Keychange is a Christian charity supporting older people and homeless communities across nine care and housing sites in England. Our People & Culture (HR) team plays a vital role in creating supportive workplaces so that our care teams can deliver exceptional service.

We’re looking for a People & Culture Administrator to join our small but dynamic central office team. You'll be the friendly first point of contact for HR queries, supporting everything from recruitment and onboarding to payroll prep and wellbeing initiatives.

What You’ll Be Doing

• Keeping employee records accurate and up to date (Planday & SharePoint)
• Supporting recruitment admin and coordinating onboarding and exits
• Helping managers across our sites with job adverts and employment letters
• Preparing and checking data for payroll accuracy
• Coordinating initiatives like Wellbeing Mentors
• Assisting with the administration of the organisation wide performance management processes (including appraisals and supervisions)
• Supporting internal communications, events, and policy rollouts

You’ll be working closely with our People & Culture Officer, Payroll Lead, and local community managers – a great role if you’re looking to gain broad HR exposure in a values-led organisation.

What We’re Looking For

Essential

• Solid admin experience – ideally in HR, payroll, or finance
• Excellent attention to detail and organisational skills
• Confident using Microsoft 365 (especially Excel, Outlook, SharePoint and Teams)
• A positive, people-first approach – you're helpful, responsive, and discreet

Desirable

• Experience in a charity or care setting
• Knowledge of Planday or other HRIS systems

Why Work With Us

• Purpose-led organisation – be part of something meaningful
• Hybrid working – with 1–2 days in our friendly London office
• 25 days’ holiday plus bank holidays
• Wellbeing support – including 24/7 GP and counselling access
• Recognition and rewards – including Keychange Awards and referral bonuses
• Career development – specialist training tailored to your role
• Pension scheme and Blue Light Card

Ready to Apply?
We’d love to hear from you! Send your CV and a short covering note telling us why this role excites you.

We’re looking for a proactive and organised Team Administrator to play a key role in keeping our organisation running smoothly, providing vital support across all teams and functions.

About Khulisa: 

Khulisa, meaning 'nurture' in the Zulu language of South Africa, is an award-winning charity dedicated to providing therapeutic support to young people. We focus on reaching those who are most at risk – young people from deprived communities who are often marginalized, vulnerable to exclusion, and at heightened risk of becoming involved in crime.

Our approach centres on safe, exploratory methods that aim to understand behaviour and experiences often rooted in trauma, abuse, and neglect. We deliver intensive therapeutic programs within educational and community settings, empowering young people to confront the underlying causes of their emotional distress and work toward healing. To create lasting, sustainable change, we also work to establish trauma-informed environments around young people by equipping parents, caregivers, educators, and other professionals with the tools they need to offer effective, supportive care. Currently, our services are active in London and Manchester. 

About the role: 

The purpose of this role is to provide high-quality administrative support across the organisation, ensuring the smooth and efficient running Khulisa's day-to-day operations. This includes, but is not limited to:

• Scheduling and organising internal staff meetings and events 
• Providing end-to-end support in Khulisa's recruitment processes
• Managing Khulisa's central mailbox 
• Taking resposibility for Khulisa's invoice management system
• Carrying out monthly payroll administration

For a full list of duties and responsibilities, please see the attached job description below. 

The post holder will be required to work from home permanently but be willing and able to easily travel to various locations across the London and the North West as necessary to fulfill the requirements of the role and to engage with stakeholders and colleagues.

What we're looking for:

Abilities/Experience

• Experience in a similar position working across departments and teams to provide support - or a demonstratable ability to do this 
• Experience of using digital platforms for for scheduled and ad hoc administrative processes, including relating or organisation's operations or other functions 
• Ability to perform financial administrative tasks, such as expenses administration, using relevant software
• Excellent organisational and time management skills 
• Ability to prioritise competing commitments and work accurately and methodolically under pressure and work tight deadlines
• Ability to properly deal with sensitive / confidential information
• Experience working within a small but close-knit team
• Demonstrable ability to plan and prioritise own workload with minimum supervision 
• Ability to buy strongly into strategic objectives and reflect passion for Khulisa's work with and for Young People
• Willingness to work occasional weekends and evenings when required 

Knowledge/Skills

• Strong IT skills, including proficiency in Microsoft Excel spreadsheets
• A commitment to Khulisa's work 
• Some knowledge of Salesforce or other similar CRMs

Diversity, Equity and Inclusion: We are actively looking to recruit a diversity of talent. We embrace, respect and value the difference in our employees and believe that we and our work is better for it. We are committed to creating and maintaining an inclusive environment that consists of fairness, dignity, and caring for everyone, and one that enables every employee to flourish and realise their potential.

Join Our Team as an HR Administrator 

Are you an organised, service-driven professional with a heart for people and a passion for purpose? Scripture Union, one of the UK’s most respected children and youth ministry organisations, is looking for a talented HR Administrator to join our team. 

About the role   

We’re Scripture Union (SU), we’re one of the UK’s longest-established children and youth ministry organisations, and we’re looking for a talented Administrator to join our team to support our HR function.

What You'll Do 

• Keep our HR engine running by providing excellent admin support 

• Maintain accurate employee records and databases 

• Help welcome new team members through recruitment and onboarding 

• Support training and policy implementation 

• Champion digital tools to streamline our processes 

• Deliver excellent service in every interaction 

Why Scripture Union 

• Hybrid working (2 days/week in Milton Keynes HQ) 

• Flexible hours (full-time or part-time from 22.5 hours/week) 

• Generous benefits: 23 days holiday + bank holidays + 5 volunteering days, up to 12% pension contribution, life insurance, and enhanced family leave. 

• A supportive, faith-filled environment where your work has eternal impact 

Important things to note before you apply.  

• We are committed to building a culturally diverse workforce. As part of this commitment, we welcome applications from people, regardless of their background.  

• The Movement takes Safeguarding seriously. This role will require a Disclosure from the Disclosure & Barring Service and has an occupational requirement to be filled by a committed Christian, active in church life. Equality Act 2010, Part 1, Schedule 9 applies.  

Who We're Looking For: Our Ideal Candidate   

We’re seeking someone who is not just good at what they do, but is  passionate about who we are what we do. Here’s what we envision in the right person: 

• Organised and Driven: You thrive on managing your own workload, setting priorities effectively, and juggling multiple projects with grace and precision.

• Deeply Committed to Faith: You have a strong personal commitment to God and live as an active Christian disciple, bringing your faith into your daily work.

• Process-Oriented: You’re always looking for ways to improve systems and processes, making things more efficient and effective.

• Service-Focused: You believe in delivering first-class service to colleagues and stakeholders, ensuring every interaction is handled with care and  professionalism.

• Digitally Savvy: You embrace digital tools and solutions to streamline HR operations and enhance the employee experience. 

Previous experience in HR is not essential as training and support will be provided to gain HR qualifications. 

As with all our team members, you will also:  

• Be a committed Christian who resonates with Scripture Union's mission and values, actively participating in a local church community.   

• Strive for a strong understanding of the Bible, applying its teachings to your daily life and inspiring others to do the same.   

How to Apply  

• If this describes you, and you are in agreement with the aims and beliefs of Scripture Union, then we would like to hear from you. To apply for this role, download a copy of the job profile. You will need to upload your CV (2 A4 pages max) and a covering letter (2 A4 pages max) detailing how your skills and experience reflect the person specification via Charity Jobs. All screening questions provided as part of your application, must be answered.  

If this describes you, and you are in agreement with the aims and beliefs of Scripture Union, then we would like to hear from you. To apply for this role, in the first instance please send your CV and a Covering letter via CharityJob.  All screening questions provided as part of your application, must be answered.  

Closing date: 31st July 2025. 

Interview date: 12th August 2025.

Interview location: At our Head Offices in Milton Keynes

About the Role

We are a hardworking organisation, seeking to promote the positive contributions and achievements of young people through the grants we make and the programmes that we run.

We are looking for a dynamic, highly organised, enthusiastic and efficient person to join us to provide effective administrative and database support for the organisation and to help to ensure the smooth running of JPF’s grants programmes. The post holder will be a member of the Operations Team and will be required to work closely with colleagues across the Foundation.

Purpose of Job

To provide comprehensive administrative support to the Operations Team at the Foundation, with a focus on maintaining accurate records, coordinating administrative processes and database management, supporting financial operations, and ensuring the smooth running of the office.
This role is essential to the delivery of the Achievement Award Scheme and other JPF grants and programmes.

Main Areas of Responsibility:
The Operations and Database Administrator will be responsible for supporting the Operations Team.

The primary duties are:

1. Administrative support for JPF’s Achievement Award Scheme and other associated grant programmes
1.1 Support the Operations Officer to prepare and send Achievement Award (AA) materials to all new joiners and organise the general AA mailouts twice a year.
1.2 Manage the JPF general email accounts ensuring that all emails/correspondence are forwarded to the relevant staff member.

2. Database and information management
2.1 Maintain accurate records on JPF systems, particularly the Salesforce database.
2.2 Support the Operations Officer to run periodic data checks on the database and correct identified errors.
2.3 Generate lists and reports from Salesforce, as required, deleting those that are no longer required.
2.4 Assist the Operations Officer with other database tasks e.g. setting up and amending other grant processes in our database such as online application forms, report forms, requirements from grantees, amending email templates, setting up automations, etc.
2.5 Support Head of Operations with maintaining up-to-date organisational policies and procedures.
 

3. Finance and payment support
3.1 Process weekly payments under the guidance of the Finance and Operations Manager.
3.2 Reconcile company credit cards for senior management approval.
3.3 Ensure that bank details for organisations are correct within Salesforce.
3.4 Respond to general finance enquiries and support the Grants Officers recording returned payments accurately.

4. Programme administration
4.1 Assist in the administration of the Internship Programme, other partnerships, IGFV or Open Grants programmes as required.
4.2 Ensure accurate records of all grant applications and reports for all programmes.
4.3 Lead the coordination and distribution of partner programme materials to JPF partners ahead of the academic year.
4.4 Maintain stock control of all JPF AA materials, advising the Finance and Operations Manager when stock requires replenishment.

5. General IT and administrative duties
5.1 Liaise with JPF’s IT providers to ensure seamless IT support for staff and onboarding/offboarding processes.
5.2 Maintain sufficient office cover and manage staff attendance using the Microsoft Teams calendar.
5.3 Distribute daily post and manage general incoming communications efficiently and update contact information in Salesforce.
5.4 Maintain a tidy and well-functioning office environment, including shared spaces and meeting spaces.
5.5 Organise refreshments and ensure room set-up, including technology requirements, for meetings and events as required.
5.6 Arrange for staff photos to be updated on the staff noticeboard and JPF website.
5.7 Complete stationery orders and ensuring that supplies are maintained.
5.8 Maintain inventory of AA and LA medallions and coordinate reorders with the Events Team.
5.9 Oversee the circulation of staff birthday cards, collections and staff celebrations where required.

6. HR and onboarding support
6.1 Support recruitment administration and onboarding processes, including office set up for new staff.
6.2 Lead induction and office set up for work experience placements and other volunteers or contractors.
6.3 Maintain the JPF telephone directory, ensuring staff mobile numbers are current and accurate.
6.4 Administer DBS checks for new staff as required.
6.5 Monitor Cyber Security Training completion and report non-compliance.
6.6 Purchase the weekly supply of fruit, milk, coffee, tea and other supplies for the JPF kitchen.

7. Other Responsibilities
7.1 Attend and actively contribute to Operations and wider JPF Team meetings.
7.2 Provide telephone and email support to enquirers on JPF funding streams.
7.3 Adhere to the Foundation’s policies and procedures, including Safeguarding, Health and Safety, Data Protection, and Publicity Consent.
7.4 Provide cover for reception as required.

These duties represent the typical responsibilities associated with this position. However, flexibility is essential, and all employees may occasionally be required to undertake additional tasks as directed by the Foundation.

HR Project Administrator

We’re looking for a proactive and detail-oriented HR Project Administrator to support the smooth running of the charity’s flexible workforce model, ensuring efficient recruitment, onboarding, and staffing coordination across national services.

Position: HR Project Administrator (Flexible Workforce)
Location: London or Manchester (with hybrid working)
Contract: Fixed Term Contract – 12 months
Hours: 37.5 hours per week
Salary: £30,057 incl. London Weighting / £29,557 incl. Manchester Weighting plus pension and benefits
Closing Date: Sunday 20th July 2025

Applications will be considered on a rolling basis.

About the Role
As HR Project Admin (Flexible Workforce), you will play a key role in supporting the national flexible staffing model. You’ll be responsible for coordinating temporary worker recruitment, managing workforce records, and helping ensure compliance across all casual staffing processes. Working closely with hiring managers, external agencies and the HR and Finance teams, your work will help ensure effective and cost-conscious staffing across services.

This is an exciting opportunity to support a major operational transformation project, gain exposure to senior leaders, and develop valuable HR and project coordination skills.

Key Responsibilities

· Support recruitment and onboarding of bank and agency staff, including compliance and document checks

· Coordinate and monitor the use of the workforce system (CentralAxis), ensuring managers and workers are fully trained

· Maintain accurate and confidential workforce records in line with GDPR and data protection standards

· Support budget monitoring and reporting on staffing ratios, costs, and agency usage

· Help prepare reports, dashboards and presentations on flexible workforce activity

· Resolve staffing issues including absence, rota conflicts and performance concerns, escalating as needed

· Provide general admin support to the HR and project teams, including scheduling meetings, organising files, and minuting key sessions

About You
We’re looking for someone who:

· Has experience supporting HR or recruitment processes

· Is confident using digital systems and managing accurate workforce data

· Has strong communication and customer service skills, with the ability to build good relationships across teams

· Is highly organised, detail-focused and able to manage multiple tasks and priorities

· Understands the importance of confidentiality and compliance when working with sensitive information

· Brings energy, initiative and a commitment to the charity’s values

Key Note: DBS check required. Applicants must have the right to work in the UK.

In return you will receive:

· 26 days annual leave, rising to 30 after five years’ service

· Family-friendly policies including enhanced parental leave

· Pension scheme with employer contributions up to 7%

· Flexible and hybrid working (where appropriate)

· Access to 24/7 GP appointments and Employee Assistance Programme

· Discount scheme across retail, leisure and wellbeing

· Cash plan for dental, optical and healthcare costs

· Death in service benefit (4x salary)

· Full induction, ongoing training and development

· Opportunity to lead on meaningful operational change and gain exposure to senior leadership

Other roles you may have experience of could include:
HR Administrator, Workforce Coordinator, Recruitment Assistant, People Operations Admin, Resourcing Officer, Project Support Officer, Staffing Coordinator, Talent Acquisition Administrator, Onboarding Coordinator.

#INDSCP

About us

Parallel is a small but ambitious charitable initiative doing big things: we currently support over 3,000 students through our maths enrichment activities, around 500 of whom receive dedicated weekly, small-group online tutorials in The Parallel Academy. Our mission is to support students on our programmes to fulfil their mathematical potential, by providing them with the opportunity to develop their reasoning and problem-solving skills beyond the curriculum. 

Our students are motivated and ambitious. Although our maths programme is optional and takes place outside of school hours, students have an average attendance above 95%.

The Role

We are rapidly expanding our service provision over the coming months, and are seeking a full or part-time Project Administrator to join our passionate and energetic team. You will play a key role in ensuring the smooth delivery of our programmes and help embed the tools and processes for reaching thousands more students each year.

This is a versatile role with responsibilities ranging from database management to setting up online events and communicating with service users, schools and tutoring staff. Working within a small administration team, you will be proficient at using a range of tools such as spreadsheets, meeting platforms and scheduling software, and will be willing to learn new ways of working. We are looking for someone who can remain focused under pressure, using their initiative to deal proactively with a range of tasks and to prioritise the competing demands of a busy workload. 

Hours

This is a flexible and fully remote role, and you will have significant autonomy in how you structure your working week. 

As part of your contracted hours, you will be required to work some evenings and weekends, but this will not exceed one day a week in total. There will also be periods when there is a higher workload (e.g., during student recruitment periods), so you may be required to offer some flexibility in working longer (and then shorter) hours week to week. We are happy to discuss how the hours and role might work for you during the interview stage.
 

Key duties and responsibilities 

• Develop and maintain accurate, up-to-date spreadsheets relating to student rosters and learning data.

• Adopt data hygiene principles so that data is managed smartly, in accordance with our data privacy policy.

• Lead on event creation, which primarily concerns the hundreds of weekly tutorials we run each week, but also extends to other activities such as student admissions, end of term testing and public webinars.

• Help to manage a high-volume inbox, responding to daily emails and triaging across the team by assigning correct levels of priority to each correspondence.

• Support the onboarding of new tutors (e.g. overseeing DBS checks, approving invoices) and take the lead on finding cover when gaps appear in our tutoring schedule.

• Liaise with prospective schools and students and undertake key data gathering activities to identify the most suitable candidates for our programmes.

• Support in developing and updating key policies and procedures. 

• Support with general administrative tasks.

Other duties:

• The post-holder will also be expected to undertake any other tasks commensurate with the role and which may be reasonably required. 

Requirements

Skills 

• Proficient in working with digital tools and software such as Google Sheets, Docs, Forms, Zoom and Trello (and able to learn new tools very quickly).

• Excellent with spreadsheets and data - you know your vlookups from your pivot tables 

• Exceptional written communication skills with the ability to connect effectively with a diverse set of stakeholders, with a professional and sensitive approach. 

• Strong judgement: can be relied upon to implement agreed processes but also shows initiative to suggest improvements to how we work.

• Proven experience of working in a team, demonstrable ability to operate in a flexible working environment and to take initiative. 

• Ability to understand, interpret, and apply existing documentation with a fast-moving environment. 

• Excellent independent time management and organizational skills.

• The ability to maintain confidentiality and integrity related to all aspects of information disseminated within the organisation.

Education

• Undergraduate degree in a relevant discipline

Professional Experience:

• Essential:  3 years + relevant experience managing data as part of an administrative role.

• Desirable:

• relevant experience in an education setting.

• relevant experience with communications.

We encourage early applications as we reserve the right to close the vacancy early if we receive a high number of applications.

Successful applicants will be expected to undergo an Enhanced Level DBS check.
 

How to Apply:
 

Please send your CV and a cover letter (max 2 pages) telling us why you’re the right person for this role and demonstrating how you meet the above requirements.

People and Recruitment Administrator
Hours: 28 hours per week (open to flexible working options)
Salary: £25,320 - £27,251 (pro-rata - salary dependent on skills, experience and knowledge)
Contract: Permanent
Base: Hybrid between home working and Osney Mead, Oxford, OX2 0DP

About Us

People are at the heart of everything we do at Oxfordshire Mind. Our mission is to ensure that everyone experiencing a mental health issue receives both support and respect. The purpose of our HR team is to recruit, develop, and empower the right people to help us deliver this mission.

About the Role

Join our HR team and deliver high-quality HR administration and recruitment support in a fast-paced, people-focused environment.  With an expert team, this is a great opportunity to begin or develop your HR career!

Key Responsibilities

• Advertise vacancies, co-ordinate interviews and manage general enquiries from applicants, candidates, and new starters.
• Manage pre-employment checks, including ID verification, right-to-work documentation, references, DBS checks, and issuing offer letters and contracts.
• Drive our onboarding process, help deliver our engaging ‘Welcome Days’ for new starters.
• Maintain accurate employee records in the HR system.
• Multiple email inbox management: HR, DBS and Recruitment.
• Carry out a range of administrative duties, such as responding to HR queries and drafting letters and contract variations.
• Plenty of opportunity to assist the HR team with ad-hoc projects!

About You

Please respond directly to each of the Essential Criteria in your application. The shortlisting panel bases decisions on these points and will not make assumptions about your experience or skills.

Essential Criteria

• Experience in an administrative or support role, ideally in a customer-facing capacity.
• Strong interpersonal skills and a customer-focused approach.
• Excellent verbal and written communication skills.
• Ability to manage multiple tasks and prioritise workload effectively.
• High level of attention to detail, with strong data entry and record-keeping skills.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Confident using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Understanding of, or passion for, mental health and Oxfordshire Mind’s mission.

Desirable Criteria

• Previous experience in a busy HR administrative or recruitment role.
• Familiarity with HR and recruitment processes, including interview coordination, candidate communication, right-to-work/DBS checks, and drafting contracts.
• Experience in process improvement and developing efficient administrative systems.
• Experience using HR software.
• Basic understanding of HR policies, procedures, and relevant employment law/compliance requirements.

Closing date: 25th July 2025
Shortlisting date: 28th July 2025
Interview date: 4th August 2025
Interview location: Osney Mead or Microsoft Teams TBC

Interested?

For more information and to complete your application, please click the Apply on Company website button.

You will be taken to the next stage where you can find out more information, download the full job description and complete your application by following the instructions (you may need to scroll down).

Please ensure that you match your skills and experience against the above and provide details and evidence of this in your application. If you don't provide this you may not be shortlisted for the role.

We welcome applications from people from all sections of the community, irrespective of race, ethnicity, gender, age, disability, sexual orientation, religion or belief.

Oxfordshire Mind is committed to safeguarding and promoting the welfare of children and vulnerable adults and expects all employees and volunteers to share this commitment.  We therefore require a Disclosure and Barring Service check, for all our roles. The level of which will vary depending on the nature of the role.

No agencies please.

Purpose 

To provide day-to-day coordination and delivery of key HR and operational processes, supporting the smooth running of the organisation. The role ensures effective administration across the employee lifecycle, contributes to policy and compliance work, and supports internal systems, procurement, to enable staff to work efficiently and confidently. 

About Global Health Partnerships GHP  

GHP is a global health charity working in partnership with governments, health institutions, and international bodies to train health workers and strengthen health systems across 31 countries.

We do this through grants management and capacity building, alongside research, convening and advocacy towards the goal of Universal Health Coverage. At the centre of our approach, is the model of Health Partnerships, long-term relationships between UK and LMIC health institutions, which improve health services through the reciprocal exchange of skills, knowledge, and experience.

At the heart of our work is the vision of a world where everyone has access to healthcare. 

You can learn more about our work on our website.  

The team and role overview  

The HR & Operations function is led by the HR & Operations Manager and includes two Coordinators and one Operations Officer. Together, the team is responsible for delivering effective people management processes, operational support, and internal systems that enable the organisation to function smoothly across both UK and international offices. 

The HR & Operations Coordinator reports to the HR & Operations Manager and plays a key role in ensuring the smooth coordination of HR processes, internal policies, and organisational logistics. The post holder will work closely with the Finance team, senior management, and staff across both the UK Head Office and overseas Country Offices, supporting a wide range of activities that are vital to employee experience and organisational effectiveness. 

Three things to be excited about 

• You’ll play a central role in supporting a mission-driven organisation, contributing to the wellbeing and effectiveness of teams across the UK and internationally. 

• You’ll work across departments—from Finance to Programmes to senior leadership—giving you exposure to a variety of functions and opportunities to shape how the organisation operates. 

• This role offers hands-on experience across both HR and operations, with scope to strengthen your skills in policy development, recruitment, employee engagement, and internal systems—ideal for someone looking to grow in both breadth and depth. 

Main responsibilities 

Human Resources

• Act as the first point of contact for staff and managers (including secondees and contractors) on day-to-day HR queries, ensuring advice aligns with GHP’s policies, employment law and best practice. 

• Support the HR & Operations Manager with complex employee relations cases (e.g. disciplinary, grievance or capability), maintaining accurate case records and timelines. 

• Coordinate end-to-end recruitment campaigns: preparing job packs, advertising, shortlisting logistics, interview coordination and onboarding administration. 

• Administer staff learning and development activity, including supporting appraisal-related training needs, tracking participation, and organising internal training sessions. 

• Maintain accurate, compliant and confidential HR records, including management of absence data, holidays and TOIL via the online HR system. 

• Prepare routine and ad-hoc reports on HR metrics for the HR & Operations Manager and SMT (e.g. turnover, diversity, absence). 

• Contribute to embedding GHP’s commitment to equity, diversity and inclusion across all people-related processes and practices. 

• Support country offices by providing guidance on HR compliance and operational documentation (e.g. contracts, handbooks, policy templates). 

Operational and Administrative Support

• Manage key shared inboxes and ensure timely triage or escalation of messages to relevant team members. 

• Maintain ongoing contact with travel agencies to coordinate bookings, ensure value for money, and support compliant travel planning. 

• Procure and coordinate delivery of IT equipment and office supplies for new starters in line with budget and procurement processes. 

• Set up and deactivate staff email accounts and systems access, maintaining accurate logs for compliance and security. 

• Liaise with the outsourced IT support provider and/or Digital Transformation Team to resolve tech issues, improve systems, and ensure efficient digital onboarding. 

• Oversee day-to-day office operations including booking meeting rooms and acting as key contact. 

• Maintain internal email distribution lists, ensuring they are accurate, GDPR-compliant, and regularly reviewed. 

• Draft consultancy and volunteer agreements using agreed templates, in collaboration with relevant managers. 

• Maintain an up-to-date tracker of consultant contracts and supporting documents, ensuring files are audit-ready. 

• Regularly file and update HR document templates (e.g. contracts, onboarding checklists, reference forms) to ensure they are current and accessible to the HR team. 

Job Title: Data & Administrative Officer

Location: The Gap Centre, 42 Stow Hill, Newport

Hours: 28 hours per week (Part-Time) Usual working pattern: Monday – Thursday, 9:30 AM – 5:00 PM (including a 30-minute unpaid break)

Salary: £18,345.60 per year - Actual (£12.60 per hour - Real Living Wage)

Contract Terms & Role Evolution: This role is initially offered on a one-year contract, with the intention of securing funding to establish a permanent position. As The Gap Wales continues to grow, the responsibilities of this role may evolve in response to organisational needs.

Reporting To: Report directly to the Operations Director, while working collaboratively with all staff and providing support across departments as needed.

Job Purpose:

The Data & Administrative Officer - with Reception & Support Services duties will be responsible for managing reception duties, administrative coordination, service-user data handling, and frontline support. This role is crucial in ensuring the smooth day-to-day operations of The Gap Wales and creating a welcoming environment for asylum seekers, refugees, and other service users.

Organisational Context:

The Gap Wales is committed to supporting asylum seekers and refugees in Newport, offering structured advocacy, integration programmes, and community-led initiatives. This role plays a vital part in ensuring that individuals accessing our services receive timely support and an efficient administrative process.

Main Duties and Responsibilities:

Reception & Frontline Support:

• Serve as the first point of contact, greeting visitors and handling enquiries in person, via phone, and email.
• Provide frontline support by triaging service-user needs and signposting them to relevant staff, services, or external agencies.
• Maintain a welcoming and inclusive atmosphere, ensuring vulnerable individuals feel respected and valued.

Data Management & Analysis:

• Manage and update service-user records, ensuring accuracy and compliance with GDPR.
• Assist with data collection and basic analysis to monitor service impact and inform reporting.
• Maintain confidential records and assist with documentation required for funding applications and grants.

Office Administration & Coordination:

• Oversee daily office operations, including scheduling meetings, managing correspondence, and maintaining filing systems.
• Assist with event planning, volunteer coordination, and onboarding processes for new staff and volunteers.
• Support the preparation of reports, presentations, and outreach materials.

Basic Support Services & Resource Management:

• Provide administrative support to frontline services, including monitoring inventory and ensuring essential supplies are available.
• Maintain oversight of service-user needs and ensure appropriate guidance on available resources.
• Support fundraising activities and project documentation, ensuring transparency in organisational reporting.

Salary & Benefits:

• £18,345.60 per year (Actual), paid in line with the Real Living Wage.
• Annual leave: 25 days plus bank holidays (Pro rata)
• Pension scheme: Contributions in line with organisational policy.
• Reasonable work-related expenses will be reimbursed in line with organisational policy.
• Opportunity to work in a meaningful, community-focused organisation making a tangible impact.

Training and Development:

· Successful candidates will benefit from robust training and mentoring programmes, ensuring continuous skill enhancement and professional growth. We invest in our team's development through regular workshops, courses, and hands-on mentoring, helping you stay at the forefront of your field. As the role evolves and funding is secured, there will be additional opportunities to expand your responsibilities and progress into a permanent, strategic position within our organisation.

General Responsibilities:

• Maintain confidentiality and handle sensitive information appropriately.
• Uphold values of equality, diversity, and inclusion in all aspects of work.
• Represent The Gap Wales professionally in interactions with service users, partners, and stakeholders.

Person Specification:

Essential:

Skills:

· Strong organisational and administrative abilities.

· Excellent communication and interpersonal skills, particularly in a frontline support role.

· Proficiency in Microsoft Office and basic data management tools.

· Ability to manage sensitive situations with empathy and professionalism.

Experience:

· Candidates should be comfortable engaging in customer-facing interactions, managing reception duties, and providing proactive support in a busy environment.

· Background in office administration, including recordkeeping, scheduling, and coordination.

· Candidates need to be comfortable managing confidential information and adhering to GDPR guidelines.

Attributes:

· A proactive, detail-oriented approach to work.

· Ability to work independently while collaborating effectively with colleagues.

· A commitment to equality, diversity, and inclusion in a community-focused setting.

Desirable:

Skills:

· Multilingual abilities to assist in service-user communication.

· Experience with data handling, reporting, and impact assessment.

Experience:

· Familiarity with asylum and refugee support services.

· Background in fundraising or supporting grant applications.

Attributes:

· A strong understanding of the challenges faced by asylum seekers and refugees.

· Adaptability to evolving organisational needs and responsibilities.

This role plays a crucial part in our student journey, focusing on direct and UCAS application processes; liaising with our validating partner, Falmouth University; onboarding students; organising
induction; and providing admissions reports to senior management. The Admissions & Outreach Coordinator will also work closely with our Access & Participation team to track applications from both our Further Education and industry partners, whilst coordinating the programming of our extensive
access and participation programmes supporting our Ambassador team.
The ideal candidate will have excellent communication, administrative and organisational skills. An interest in performing arts is beneficial.
This role is about supporting equitable access to Higher Education.

About The Conversation

The Conversation is an independent provider of news and views, sourced from the academic and research community and delivered directly to the public. Our team of professional editors work with university, and research institute experts to make their knowledge accessible to the public in an accessible manner.

The Conversation is funded by university members, grant and philanthropic sources and reader donations. It is a charity, and operates as a for-purpose, not-for-profit company. Its content is freely available and distributed beyond its website using a Creative Commons licence.

Access to high-quality, accurate and independent information underpins a functioning democracy. Our aim is to ensure better understanding of current affairs and complex issues by publishing explanatory journalism, analysis and reports of research findings produced by academics with recognised expertise. The Conversation aims to enrich public discussion and provide easy access to quality information, with knowledge that can be trusted and information that is useful.

Since our launch in 2013, The Conversation has grown to a staff of 40 and has recently launched a commercial subsidiary, Universal Impact. We are looking for a new Office Manager to manage the day-to-day administrative operations of the company. 

Primary Responsibilities:

• Oversee office operations and procedures for The Conversation, including some limited support for Universal Impact;

• Work with the Chief Executive and Editor to ensure a safe, collegiate and healthy office environment

• Maintain office policies and procedures, updating documentation as needed

• Manage day to day HR activities, scheduling appraisals, managing holiday, staff development

• Support HR functions such as onboarding/offboarding, maintaining employee records, and coordinating staff wellbeing initiatives

• Assist with recruitment processes, including drafting job descriptions, posting vacancies, and coordinating candidate communications 

• Act as secretariat for The Conversation’s various boards, scheduling meetings, distributing papers, and taking accurate minutes

• Plan, schedule and coordinate internal events, team meetings, and staff away days

• Accepting and sorting mail and deliveries

• Supporting the planning of events and supporting office social activities (including team bonding)

• Support the Finance team

• Arrange travel and accommodation for staff as required

• Assisting in ad hoc administration tasks as needed

Requirements/Skills:

• Previous office management experience required

• Previous HR experience desirable 

• Previous experience working for a charity and Trustees desirable but not required

• Excellent organisational skills and ability to adapt to changing priorities

• Project management skills

• Enthusiastic and personable

• Excellent written and verbal communication skills

• Ability to work under own initiative with minimal supervision

• Excellent in Google Workspace, Microsoft Office and IT skills 

Benefits:

• Salary: £34,000 p.a (full time)

• 25 paid holiday days, plus your birthday off

• 8% company pension contribution

• Enhanced parental leave 

• Flexible working - our office is in central London and we expect this role to involve being in the office at least two days a week.

Applications will be accepted and interviewed on a rolling basis. 

We value and respect all differences in all people (seen and unseen) at The Conversation and actively encourage applications from candidates of diverse backgrounds and ethnicities.

You must be legally able to work in the UK.

You’ll be responsible for the effective provision of comprehensive HR services for XLP, develop highly effective relationships across the team, maintaining a real understanding of their challenges and opportunities. You’ll partner with Line Managers on a range of HR duties encompassing the entire employee life cycle, including implementing an HR software platform and reporting, employee relations case work, safer recruitment, onboarding and offboarding, staff training and development and more. You’ll ensure we recruit and retain excellent staff to ensure we’re giving our best for young people.

You’ll be happy to manage all aspects of HR and the employee lifecycle, and not be afraid to work autonomously and get stuck in.