Project Administrator Jobs

Barnabas Aid is an international aid agency that gives practical support to Christians in contexts of persecution, poverty and hunger. The ministry was founded in 1993 with a focus on believers suffering discrimination for their faith. Since then Barnabas has funded projects in more than 100 countries, providing hope and help to millions of our brothers and sisters in Christ. Some of our key projects include Bibles and Scriptures, food aid, medical supplies, education and vocational training, disaster relief, help for victims of violence, and support for pastors and church leaders. 

We are seeking a highly motivated and detail-oriented Finance Administrator to play a key role in supporting our finance team. This is an exciting opportunity to contribute to a mission-driven organization while developing your professional skills in a supportive and inclusive environment.

Overview of the Finance Administrator role and the team

The newly appointed Finance Administrator will provide key administrative support to the charity’s finance team, assisting in the day-to-day management of financial administrative tasks. The role involves maintaining accurate financial records, processing transactions, and ensuring compliance with charity regulations. The Finance Administrator will play a crucial role in ensuring the charity’s finances are well-managed and support the smooth running of the charity’s operations.

We have a new and exciting opportunity for an enthusiastic, efficient and organised Events Administrator to join us as a Professional Networks Events Administrator at The Royal College of Radiologists (RCR) - a medical charity focussing on supporting doctors to deliver medical imaging and cancer services.

The Professional Networks Events Administrator provides an organised, proactive service to members of the professional networks team. In particular, as the Events Administrator you will support the Professional Network Manager and Co-ordinators during the busiest time of the year to develop and deliver events that form part of the annual workplan to support for our faculties- clinical radiology and clinical oncology.

If you are a proficient and proactive Administrator who is seeking to develop their events career in an impactful role for an organisation with a meaningful mission, then this may be the role for you.

What you’ll do:

• Develop and deliver from start to finish a limited number of smaller-scale events annually for professional network audiences based in the UK.
• Work closely with the Professional Network Coordinators and Network leads to  identify and confirm inspiring and up to date programmes, speakers, clear learning outcomes, and event materials.
• Follow and contribute to the development of existing event project management templates and frameworks, to support consistency of approach and a learning culture across the Networks team.
• Where required, adapt and apply per-product budget templates for our repeatable, smaller-scale, products ensuring that are accurate, including direct and staff costs, as well as forecast delegate and sponsorship income.
• Proactively track and monitor event expenditure and income, reconciling budgets at the end of event periods to inform evaluation, and reporting on team and organisational targets.
• Monitor and respond to queries about the overall Networks programme (events, webinars, e- newsletters and resources) from stakeholders via telephone and email, triaging and redirecting to relevant colleagues.

What you’ll need:

• Experience of working in event administration across in person and/or online and hybrid formats, including working with external experts to deliver activities.
• Proven experience of providing high quality customer service to stakeholders
• Experience using Microsoft packages, and/or online event delivery platforms e.g., Zoom or MS Teams.
• Ability to work with budgets and track income and expenditure for a variety of activities simultaneously.
• Demonstrable organisational and administrative skills
• Good communication and interpersonal skills.

If the role sounds like the next exciting opportunity for you then please find out more about the role, the RCR and instructions on how to apply through the candidate pack.

Why join us:

• Make a difference to the lives of Doctors and the specialities they work in every day!
• Hybrid working (40% working week can be done remotely)
• Modern working environment
• Equipment provided to work from home
• Generous annual leave allowance
• Excellent pension scheme
• Interest free season ticket loan and cycle to work scheme
• Employee Assistance Programme

Job Summary: As the Payroll Administrator, you will be responsible for managing the monthly payroll processes for circa 400 employees in the organisation.

This role requires a detail-oriented individual with strong organisational skills and the ability to handle confidential information with discretion. You must possess a collaborative team spirit, positive attitude and the desire to build relationships with a range of people. With strong administration skills, you will understand the importance of good planning, organisation and execution in a fast paced environment

Payroll Management:

Key Tasks & Responsibilities:

Payroll:

• Collaborate with payroll bureau, Moore Pay and People Team to ensure efficient monthly payroll.
• Manage the working relationships with our payroll bureau and People Team colleagues on a daily basis ensuring that communication is clear and relevant information is being provided and collated in a timely manner so that payroll runs efficiently each month.
• Verify trial payroll data for accuracy before submission.
• Generate and distribute payroll reports, including agency and absence rates.
• Perform regular audits of payroll and pension systems.
• Resolve payroll issues and manage statutory payments (SSP, Maternity, Paternity).
• Ensure HR data is up-to-date through monthly audits.
• Maintain accurate pay records and systems in accordance with financial accounting requirements and HMRC guidelines.
• Collate and check trial payroll information such as absence data and employee information, prior to the submission of the monthly payroll to ensure accuracy and minimise pay related issues.
• Produce and distribute pay reports including use of resources such as agency and bank workers and absence rates.
• Provide checks and balances function for payroll and pensions processes through regular systems audits and checking source data with systems data.
• Be first point of contact for employees and resolve any issues in a timely manner.
• Manage the administration of statutory payments, SSP, Maternity and Paternity Pay ensuring that calculations are accurate and notified to payroll.
• Work with the People Team to ensure that HR Data and people records are maintained to high standard and up to date through a monthly audit process.
• Process P45s efficiently.

The London Diocesan Fund (LDF) is seeking a Audit Administrator to play a key role within the Safeguarding team, based from Causton Street Pimlico (3days) and St Pauls Cathedral (1 day). 

Job Summary 

This role requires a highly organised individual to assist with the preparation and management of safeguarding documentation, ensuring it is accurately collated, stored, and uploaded to the 360-audit platform in preparation for the upcoming 2025 Church of England Independent Safeguarding Audit of the Diocese of London and St Paul’s Cathedral. The post-holder will provide general administrative support to the Diocese of London Safer Churches Project Coordinator and the St Paul’s Cathedral Safeguarding Officer to ensure the smooth preparation for the audit.   

Job responsibilities 

Administrative support for meetings  

• Provide administrative support for the Safeguarding Leadership Team.

• Produce high quality accurate minutes of team meetings and ensure they run smoothly.

Administrative support for safeguarding activity  

• Provide comprehensive administrative support to the Safer Churches Programme Manager and St Paul’s Cathedral Safeguarding Officer.

• Work within national and diocesan safer churches policy and procedures as defined in the safer churches programme of work.

• Support the Safeguarding Advisors with safeguarding agreements and risk assessments as required.

• Ensure all documents are appropriately filed digitally in line with organizational protocols

• Coordinate meetings related to the safeguarding audit, including booking meeting rooms etc.

• Provide updates to the Safer Churches Programme Manager and St Paul’s Cathedral Safeguarding Officer on audit preparation progress.

• Work with the Safer Churches Programme Manager to provide performance data to assist the regular reporting management information.

• Provide administrative support for Disclosure and Baring Service checks.

Data Management:  

• Upload and categorize all relevant audit documentation onto the 360-audit platform.

• Regularly review and update the 360-audit platform to ensure that all data is accurate and up-to-date.

• Track outstanding documentation and follow up with relevant stakeholders to meet submission deadlines.

• Assist in the preparation of audit materials, including summaries, logs, and reports.

Support During Audit Week:  

• Be present on-site during the audit week to provide immediate administrative and logistical support.

• Ensure that auditors have access to required documentation and facilities.

• Respond to ad hoc requests from auditors and the safeguarding team promptly and efficiently.

General administrative support  

• Ensure confidentially in line with GDPR.

• Undertake any other duties that are commensurate with the role.

Compliance and Confidentiality:  

• Maintain strict confidentiality of sensitive information and ensure all data is handled in compliance with GDPR and safeguarding policies. 

Please refer to the attached Job Description for the full details on the main responsibilities. 

Person Specification 

Essential 

• Experience in the undertaking of routine and time-bound tasks   

• Proven experience in an administrative role, preferably within a safeguarding, compliance, or audit environment.   

• Educated to GCSE or equivalent standard   

• IT proficiency (MS Office suite)   

• Excellent written and verbal communication skills, with the ability to produce clear and concise documentation.   

• Strong organizational and time-management skills with a keen eye for detail.   

• Fluency in spoken English and ability to write clearly in English.   

• Ability to work with sensitive and confidential information while maintaining discretion and professionalism.   

• Proficiency in using data management systems and platforms (e.g., 360 platforms, Microsoft Office Suite, Excel).   

• Demonstrated ability to work collaboratively within a team and independently to meet deadlines.   

• Ability to take comprehensive notes and prepare accurate minutes   

• Empathetic to the mission and values of the Church of England   

• Right to work in the UK   

• The person will require a basic DBS check 

Desirable 

• Previous administrative experience   

• Experience of working in a value-based organisation   

• Understanding of safeguarding principles, policies, and best practices.   

• Familiarity with audit preparation and review processes.   

• Experience using online document management and reporting tools.   

Please refer to the attached Job Description for the full details on Person Specification. 

About the London Diocesan Fund 

The London Diocesan Fund (LDF) is the employment body that serves and supports the Diocese of London and Church of England. The Diocesan of London comprises of c400 parishes north of the River Thames and within the M25 motorway.

The Church of England in London is growing, vibrant and at the heart of communities throughout the capital. At the London Diocesan Fund we seek to do everything we can to support this mission and growth, using our resources to help our parishes and chaplains to serve over 4 million people. 

Equality, Diversity, and Inclusion 

The Diocese of London is committed to creating and sustaining a diverse and inclusive workforce which represents our context and wider community. 

We are aware that those of Global Majority Heritage/United Kingdom Minority Ethnic (GMH/UKME), women, and disabled people are currently under-represented among our clergy and workforce, and we particularly encourage applications from those with the relevant skills and experience that will increase this representation. 

Safeguarding 

The Diocese of London is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. 

Benefits of working with us 

The LDF offers a supportive working environment, opportunity for career development and the following financial benefits: 

• Competitive remuneration package 

• 27 annual leave days to rise to 30 after 5 years’ service, plus bank holidays 

• 15% employer pension contribution and salary sacrifice available 

• Death in service benefit x3 of basic gross salary 

• Enhanced maternity leave of six months full pay, after 12 months’ of employment 

• Season ticket loans of public transport 

• Access to Benenden Health Insurance 

• EAP counselling through Health Assured

• Up to £100 for eye test and contribution to spectacles

• Two additional paid days for community volunteering 

Are you an experienced Salesforce certified Administrator who is passionate about animal welfare?
We’re looking for a Senior Salesforce Administrator, who will play a critical role in ensuring excellent, seamless performance, integration, and optimisation of Salesforce platforms across the charity.

About this job
As Senior Salesforce Administrator, you’ll:

• lead the day-to-day operations of the Salesforce system, overseeing all aspects of Salesforce administration and working closely with junior colleagues to support the organisation,
• proactively monitor system performance, pre-empting and avoiding system incidents, and act as a triage point for configuration requests,
• be the main point of contact for small to medium system enhancements, working closely with different teams to configure and customise Salesforce to meet their business needs,
• manage relationships with internal customers and external vendors and consultants.

About you
To be successful in this role, you’ll need to be a Salesforce certified Administrator with significant experience supporting in complex, dynamic environments. You’ll have a proven track record of excellent communication skills and collaboration, and the ability to translate technical concepts into lay terminology. You’ll have strong leadership abilities too, as well as the ability to train and upskill other colleagues to effectively resolve level one and two queries. Above all, you should be motivated by the aims and objectives of Dogs Trust.

About Dogs Trust
We love dogs. That’s why we do whatever we can to make sure every four-legged friend gets the love they deserve. We’ll never put a healthy dog down, so our work is focused on helping dogs in need, supporting owners every step of the walk, and creating a better world for dogs in the future. It’s what we’ve been doing since 1891 and how we’ve grown to become the UK’s leading dog charity, helping 12,000 loyal friends find their forever homes every year.

To apply for this position please click the APPLY NOW button. Our application process requires you submit a CV and a cover letter explaining your interest and suitability for the role. Please note, on rare occasions, we may close vacancies early if we receive an overwhelming response, so to avoid potential disappointment, please apply at your earliest convenience.

Dogs are incredibly diverse, much like the humans that love them! At Dogs Trust we value diversity, and we're committed to fostering an inclusive culture. We actively encourage applications from people of all backgrounds, abilities, and cultures and believe that a diverse workforce helps us to achieve our mission. Our colleague networks give our people a voice, acting as vehicles for real and meaningful change within Dogs Trust. We truly want to see every candidate shine throughout the entire job application process, interview stages, and during their time with us. If there's anything on your mind or any adjustments you may need, don't hesitate to reach out to us. We're here to support you every step of the way.

UK Maths Trust is a charity that exists to advance the education of children and young people in mathematics. We do this by working with hundreds of volunteers across the UK to organise Competitions and Challenges that promote problem solving and teamwork.

As the Mathematical Programmes Administrator, you will work closely with Programme Coordinators to support the delivery of the UKMT’s competitions and activities. Your main responsibility will be delivering the relaunch of the Senior Team Maths Challenge in Autumn 2025.

Position: Mathematical Programmes Administrator
Location: Leeds - Thorpe Park (Hybrid working)
Salary: UKMT Grade A1 - A7 (Salary range £25,225-£29,410 dependent on previous experience)
Post type: Full time
Contract: Permanent
Reports to: Director of Mathematical Programmes
Annual leave: 25 days plus 3 days to be taken between Christmas and New Year, when the trust is closed

How to apply: Submit a CV and a short statement (no more than 300 words) explaining what interests you about the role, and how you meet the essential criteria outlined in the person specification.

The deadline for applications is 8 January. We expect to hold interviews on 15 and 16 January. However, we will sift applications as they are received, and may schedule interviews or even close the vacancy early if a suitable candidate is found, so early applications are encouraged.

Main duties:

• To work with the Team Maths Challenge Coordinator to relaunch the Senior Team Maths Challenge (STMC) in Autumn 2025 and deliver the expanded Teams Maths Challenge (TMC) in Spring 2025. To undertake associated procurement and fulfilment and any other project work as required.

• To support the Enrichment Coordinator on the delivery of Summer Schools, Mentoring Programmes, Problem of the Week and Publications.

• To work with the Director of Mathematical Programmes and the wider Mathematical Programmes team to assist with other reasonable duties where required during peak times.

• To provide excellent customer service to external customers and to UKMT volunteers as required.

These duties provide a framework for the role and should not be regarded as a definitive list.

Person Specification

Essential

• Exceptional interpersonal abilities, showcasing initiative, teamwork, and adaptability to manage competing priorities effectively. Demonstrable ability to prioritise and ensure key deadlines are met.

• Experience in events or similar project management and demonstrable ability to deliver an exceptional experience for event participants. Experience in liaising with venues and caterers.

• Proficiency in the use of Microsoft Office suite, Google Drive, and various social media platforms, reflecting a strong understanding of electronic communication tools.

• The ability to work effectively with others in a busy role but also on your own.

• The ability to build strong relationships with colleagues and the UKMT volunteer network.

• Adherence to organisational policies at all times when carrying out your work, in particular but not limited to Child Protection policy, Data Protection policy and Health and Safety policy.

• Promote and deliver a strong customer and stakeholder culture, continuously monitoring and responding to feedback in order to give excellent service delivery.

• Candidates must also pass an enhanced and barred list criminal record check from the Disclosure and Barring Service (DBS). This will be arranged by UKMT upon starting the role.

Desirable 

• An interest in education and/or mathematics.

• Proven experience in roles of similar nature, with a strong preference for candidates with experience of working in a field relating to the education of children.

• Flexibility to work occasional weekends and evenings to contribute to trust activities.

*Please note that this role is referred to as People Operations Administrator internally at Anna Freud.

About Anna Freud

Anna Freud is a world-leading mental health charity for children, young people and their families. Our mission is to close the gap in wellbeing and mental health by advancing, translating, delivering, and sharing the best science and practice with everyone who impacts the lives of children, young people and their families. 

ED&I at Anna Freud

We value diversity and aim to have diverse workforce that reflects the community and our service users, in line with our vision, values and inclusion commitments. We encourage applications from all sections of the community.

About the role

The People Operations Administrator plays a vital role within the People and Culture Team at Anna Freud, reporting to the Head of People Operations. This role supports the organisation’s mental health mission by delivering a proactive, efficient, and customer-focused service across recruitment, on-boarding, compliance, and employee lifecycle processes.

Working closely with team members, the Administrator ensures smooth day-to-day operations by managing transactional tasks, maintaining accurate HR records, and supporting compliance such as disclosure checks and visa updates. They liaise with employees, managers, and candidates, prepare templated HR documents, and facilitate performance and onboarding processes. Additionally, the Administrator updates HR intranet pages, contributes to the weekly newsletter, and supports HR-related projects, fostering teamwork and operational excellence within the team

What you’re need to bring

To succeed as a People Operations Administrator, you will need strong experience in administration, preferably within an HR or people operations environment. You will have excellent organisational and time-management skills, with the ability to manage multiple responsibilities effectively. Attention to detail and proficiency in maintaining accurate records are essential, along with experience in using HR systems and managing data. Clear and inclusive communication skills, both written and verbal, are important for preparing documentation and collaborating with diverse stakeholders. A proactive, solution-focused approach, strong teamwork, and familiarity with compliance processes such as disclosure checks and visa management are also key.

This role is ideal for someone passionate about making a meaningful impact within a supportive and dynamic team. You'll contribute to vital processes that support employees and ultimately improve mental health outcomes for children, young people, and families. With opportunities to develop skills, it’s a rewarding and purposeful position

Please note that successful candidate(s) will be asked to evidence their Right to Work in the UK post-job offer – we do not hold a sponsor license therefore we are unable to provide Visa sponsorship.

Location

Hybrid working (a mixture of onsite and home/remote working). Staff are working onsite for at least 20% of their working hour at our London site (4-8 Rodney Street, London N1 9JH)

Contract duration

12-month fixed-term contract

Closing date for applications

Midday (12pm), Thursday, 19 December 2024

Please note that due to high application volumes, we may close this advert early. We encourage you to apply promptly and to keep an eye on our future vacancies for more opportunities.

Notification of interview

Shortlisted applicants will be notified no later than Friday, 20 December 2024. During shortlisting, applicants are anonymously assessed using the criteria visible in the Job Profile. Please note: due to the high volume of applications received, we will not be able to provide feedback to unsuccessful applicants.

Interviews

Interviews will be held in the week commencing 6 January 2025

How to apply
Please apply via our careers website. We are unable to accept CVs and kindly request no contact from agencies.

About the National Garden Scheme

The National Garden Scheme gives visitors unique access to over 3,300 exceptional private gardens in England, Wales, Northern Ireland and the Channel Islands and raises impressive amounts of money for nursing and health charities through admissions, teas and cake.

Thanks to the generosity of garden owners, volunteers and visitors we have donated a total of £70 million to nursing and health charities. Founded in 1927 to support district nurses, we are the most significant charitable funder of nursing in the UK and our beneficiaries include Macmillan, Marie Curie, Hospice UK, the Queen’s Nursing Institute, Carers Trust and Parkinson's UK.

The National Garden Scheme doesn’t just open beautiful gardens for charity – we are passionate about the physical and mental health benefits of gardens too and we fund projects which promote gardens and gardening as therapy.

About the Administrator

At the National Garden Scheme a small central office with a team of 13 is the hub for a wide range of activity involving hundreds of volunteers, thousands of garden owners and a large audience of beneficiary charities, suppliers, supporters and partners, and members of the public who want to visit gardens and engage with the charity.

The administrator is the first point of contact for many of these, being responsible for answering the main telephone line and managing the general email inbox. They are also responsible for managing the office environment on behalf of their colleagues.

In normal years, they also carry out the administration of certain annual events and projects including our annual lecture and presence at the Chelsea Flower Show. 

The right candidate ideally will have some experience as an administrator or receptionist and will be comfortable in a busy, hands-on and varied role. The key requirements are efficiency and excellent communication skills, this is a role for a meticulous, problem-solving people person. They will also be self-motivated, with the ability to work closely with colleagues in a small head office team, as well as with volunteers in the wider National Garden Scheme network. 

Key responsibilities

Receptionist and office administrator

• Manage the main telephone line, ensuring a polite and efficient first point of contact.
• Manage the central email account, responding directly or passing requests to colleagues.
• Manage and procure office supplies such as stationery.
• Manage incoming/outgoing mail, courier collections/deliveries and costs.

Administration of shows and other annual events

• Managing the booking of venues and ensuring that staff and volunteers are briefed on their role at the show/event. 

Administer National Garden Scheme merchandise

• The National Garden Scheme has a small range of branded merchandise such as aprons and tea towels whose primary purpose is promotion. Merchandise is managed by the Head of Marketing.
• The administrator is responsible for monitoring stock levels and placing orders when appropriate.
• They are also responsible for liaising with the fulfilment house over any queries to do with orders and dispatch.

Other duties include:

• Work flexibly as part of a small office team, providing appropriate support for different colleagues and undertaking tasks as necessary.
• Manage the Chief Executive’s telephone line when he is out of the office.
• Prepare with the Chief Executive the agenda for monthly team meetings and record the minutes.
• Attend national garden shows (e.g. Chelsea) and other events as required. 
• Protect and enhance the organisation’s public reputation when speaking on its behalf.

Benefits:

• 28 days holiday (inclusive of public holidays), subsequent increases up to 33 days.
• Permanent, full time role, 35 hours a week – 9am to 5pm with one hour lunch break.
• Attractive work environment - office is based in a National Trust property, Hatchlands Park, East Clandon, nr Guildford GU4 7RT

Person Specification

Skills

Essential/Desirable

Confident knowledge of Microsoft Office suite

E

Knowledge and experience of databases, preferably CRM

D

Experience as an office administrator

D

Experience as a receptionist

D

Personal Skills

Efficiency and reliability

E

Excellent interpersonal skills

E

Excellent oral communication skills

E

Accuracy and attention to detail

E

Ability to prioritise and work to strict deadlines

E

Car owner and driver

E

PLEASE APPLY ONLINE AND MAKE SURE YOU UPLOAD A SUPPORTING STATEMENT/LETTER WITH YOUR CV.

Disabled people face significant inequalities in education, sport, leisure and employment. They often face multiple barriers to fulfilling their potential and achieving their aspirations. Sport and physical activity have the power to inspire, enable, build self-esteem, and provide success. They can improve physical health, employability, mental well-being and social community inclusion. However, many barriers prevent disabled people from accessing sport. These include a lack of coaching, clubs, transport, equipment and support networks, as well as high costs and negative perceptions of disabled people participating in sport.

We are a fairly new charity established in 2021, with big ambitions for the future. We have started with small but meaningful projects. We are reaching out to disabled people, learning from our projects, and focusing on our vision and purpose.

We are now looking for someone to join our small but mighty team as our Project Officer. This is a new role, and is crucial to the development of the charity over the next few years. You will set up and deliver new projects to enable disabled people to get active and access sporting opportunities. To do this you will develop relationships with partners, funders and the disability community. This role has the potential for growth and development. You will have a huge influence in shaping our project delivery so that we can continue supporting disabled people to achieve their ambitions through sport.

As a user led organisation, we are keen to receive applications from disabled people.

About the Richard Whitehead Foundation

The Richard Whitehead Foundation is a small charity with big aspirations to use the power of sport for the benefit of disabled people. We believe in the impact of sport: the increased mental well-being, the confidence, the self-esteem, the social inclusion and employability which can come from it.  We want disabled people to be able to thrive and benefit from all the opportunities that sport provides.

Our vision: Enabling disabled people’s ambitions.

Our purpose: We believe disabled people should have access to the life-changing power of sport.

Our mission: We place the individual at the centre of our work. We provide access to life-changing support, mentoring, information, advice, equipment, and opportunities that will spark a sustained lifetime intervention.

Our values:  Person Centred Dynamic Powerful Authentic Inclusive

Main purpose of this role

Our mentoring work provides a person-centred approach, supporting disabled people to access the life-changing power of movement and sport. We train mentors (who are mostly disabled) and match them with disabled people who face multiple barriers and are likely to remain inactive without intervention. They work together to break down these barriers and connect with local sports clubs and initiatives. We delivered our first mentoring programme in Nottingham and are now looking to expand the programme across the East Midlands and other areas in England and Wales. Alongside this we want to expand our already established Supported Runner Programme to enable disabled people to participate in shorter community runs, and to adapt the model to support disabled people into other sports.

We are looking for a proactive, confident and dynamic individual to help us set up and deliver new mentoring and supported sports projects to enable disabled people to get involved in physical activity in their communities. You will join our small creative and supportive team within an empowering, values-led organisation that is person-centred and ambitious to empower disabled people.

We are looking for someone with significant experience of delivering projects at a community level, recruiting and supporting volunteers and project beneficiaries. You will be able to work independently, take initiative and achieve results. You will keep up to date with developments in the disability and sports sectors in order to inform the development or our projects and ensure we are seeking opportunities for partnerships and funding. You will work confidently with a wide range of individuals and stakeholder groups, including disabled people, volunteers, community groups, disability organisations and local services.

Project Officer – Job description

Job Title: Project Officer

Reports to: Chief Executive Officer

Responsible for: No staff; volunteers as appropriate

Location: Home based, with travel where required within England and Wales

Hours: Part time 3 days or 22.5 hours per week

Flexibility: Flexible working hours are available. The role will require some evenings and weekend work.

Length of contract: Permanent

Salary range: £30,000 – 33,000 depending on experience (pro rata)

Project set up and delivery

• Develop and implement project plans that incorporate KPIs, milestones and responsibilities, ensuring deadlines are met and plans amended as appropriate.
• Develop effective systems, policies and procedures to support project delivery.
• Carry out administrative tasks and maintain accurate records of projects and activities.
• Deliver workshops and training sessions to volunteers and freelance mentors.
• Provide appropriate support to participants, volunteers, freelance mentors and project partners to ensure delivery of project outcomes.
• Work with the Digital Communications and Marketing Officer to develop and implement communication and social media plans to raise the profile of projects and recruit volunteers, mentors and participants.
• Work with the Digital Communications and Marketing Officer to create marketing assets and sign-up routes for projects, activities and events.
• Ensure safeguarding, health and safety and risk management policies and processes are implemented throughout all projects, activities and events.
• Work with the CEO to set and monitor project budgets and ensure we do not exceed expenditure limits.

Stakeholder management

• Manage relationships with stakeholders, inspiring confidence, maintaining quality communications and ensuring professional representation of the Richard Whitehead Foundation. 
• Identify, develop and maintain effective partnerships with local community groups, volunteers and key partners to deliver projects.
• Develop and maintain a database of stakeholders, ensure we meet our requirements under data protection legislation.

Evaluation

• Develop and implement feedback, monitoring and evaluation mechanisms to measure the impact and outcomes of projects.
• Report against KPIs, outcomes and impact measurements, providing regular updates on projects to the CEO and colleagues.
• Work with the CEO to produce insight and evaluation reports, including data and case studies for trustees, funders and stakeholders.
• Use the learning from projects to improve delivery mechanisms and to inform the development of future projects.
• Work with the Digital Communications and Marketing Officer to collect photographic and video content, quotes and testimonials for use in reports, publicity and fundraising appeals.

Other:

• Ensure all activity complies with the latest data protection legislation.
• Work effectively and collaboratively with colleagues across the Richard Whitehead Foundation.
• Attend internal and external meetings and represent the Richard Whitehead Foundation at events, where required.
• Attend occasional out of hours meetings or events as required.
• Promote and support diversity and equality of opportunity in the workplace and across all projects, and ensure people’s access requirements are met.
• Abide by all our organisational (and project) policies, code of conduct and practice.

Person Specification

1. Qualities, attributes, and behaviours 

Essential

• Person centred – You work to achieve individual need and show empathy for each individual we support. You listen and value the lived experience of disabled people. 
• Dynamic - You are positive, agile, transformative, and responsive. 
• Powerful - You are bold, resilient, and hardworking to support us to achieve our ambitions for our community.
• Inclusive - You are inclusive in your actions and behaviours considering the diversity of people we are supporting. You value people from diverse backgrounds and aim to make everyone feel welcomed, and like they belong. 
• Authentic - You are honest, genuine, and transparent in your approach.

2. Experience

Essential

• Significant experience of delivering projects, including implementing project plans and working to KPIs and deadlines. 
• Experience of developing processes and policies from scratch to effectively deliver projects and to meet the needs of participants and volunteers.
• Experience recruiting and supporting individuals to participate in projects, including volunteers and members of local communities.
• Experience building and maintaining effective relationships with stakeholders including community groups, partner organisations and funders.
• Experience of working with disabled people, either through lived experience as a person living with an impairment or by being immersed in the disability or associated community.

Desirable

• Experience in the sport, leisure, or physical activity sector.
• Experience of working in or with the charity sector.
• Experience of mentoring or working with mentors.
• Experience of delivering training and/or workshops.

3. Skills

Essential

• Excellent organisational skills, including ability to manage multiple tasks and projects, meet competing demands and tight deadlines, and to deliver at pace.
• Ability to work independently and remotely, to plan and manage your own time, and to take the initiative to solve problems.
• Ability to work effectively with others as part of a team.
• Excellent interpersonal skills and the ability to maintain successful working relationships with multiple stakeholders.
• Excellent verbal and written communication skills with the ability to adapt your communication style for different audiences. 
• IT skills with experience of using Microsoft Project, Word and Excel, or the ability to learn new software quickly.
• Analytical and methodical with acute attention to detail and the ability to display information to evaluate the impact of projects.
• Commitment to continuous improvement and ability to identify opportunities to enhance project administration processes and procedures.
• Ability to demonstrate a commitment to equal opportunities, inclusivity and diversity and to incorporate these principles across projects.
• Ability to communicate effectively with a diverse range of people connected to the Richard Whitehead Foundation.

4. Other

Essential

• Empathy and understanding of the importance of addressing and responding to the needs of different people.
• Understanding of the barriers faced by disabled people and ways to overcome them.
• Alignment to the Richard Whitehead Foundation ambitions and values, driven by impact for the people we serve.
• Willing and available to work outside normal working hours if required.
• Ability to travel to different locations in England and Wales as required by each project.

This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline indication of the areas of activity and will be amended in light of the changing needs of the charity.

Benefits

• Flexible working.
• 28 days annual leave, plus public and bank holidays (pro rata for part-time employees).
• Access to company pension.
• Access to learning and development opportunities.

Safeguarding

The Richard Whitehead Foundation is committed to safeguarding and protecting the individuals we work with. As such, posts are subject to a safer recruitment process, including the disclosure of criminal records and vetting checks. We ensure that we have policies and procedures in place which promote safeguarding and a safe working environment.

Inclusion and diversity

The Richard Whitehead Foundation strives to engage an ability-based workforce which reflects the diverse nature of our communities. We are committed to equality, diversity and inclusion and it is important to us that this is reflected in the people who work for us.

Application process

If you would like to be considered for this role, please forward a current CV with a supporting statement, explaining how you meet the person specification. Your application can be a video, audio, or word-based document – whatever works best for you.

Your supporting statement is such an important part of your application. We cannot make assumptions about your suitability, so the information you provide in your supporting statement is key for us for shortlisting. Please show how you meet each part of the person specification. Please use lots of examples. We are looking for evidence that you can thrive as our Project Officer.

Interviews are planned for the week commencing 20th January 2025.

Please let us know if you need us to adapt the process to best suit any needs around disability.

If you don’t hear from us within two weeks of the closing date, please assume that we are not inviting you to continue to the next phase, on this occasion.

Please note that all offers of employment will need references deemed satisfactory by The Richard Whitehead Foundation, a DBS check and proof of eligibility to work in the UK.

AIMS / PURPOSE OF THE POST

To manage the day-to-day administrative responsibilities and smooth running of the office including dealing with confidential and financial records.

MAIN DUTIES

• General office duties including, but not limited to, checking and responding to emails to the office email account, handling telephone enquiries and managing correspondence to the office.

• Providing office cover and being present in the office on Mondays to Thursdays. Must be competent and confident in the opening up and locking up of the building.

• Collating data on the client database as required for monitoring and evaluation purposes.

• Oversight of office inventory, including ensuring an adequate supply of stationery, printer ink, tea, coffee, refreshments etc.

• Responsible for the operation and basic troubleshooting of office equipment like printers and computers.

• Ordering supplies and resources for our play therapy service.

• Arranging staff meetings and taking minutes, when required.

• Looking after the maintenance and running of the office including health and safety requirements (such as regular PAT testing, fire alarm testing, emergency lighting testing etc).

• Maintenance and organisation of records and documents on our shared drive.

• Assisting with the recruitment, induction and training of staff and volunteers.

• Researching and sourcing information.

• Support with event organisation and fundraising activities when required.

• Support Trust House staff with particular projects when needed including providing cover 

Key skills and experience required:

• Experience of working in an administrative role. (Essential)

• Strong listening and communication skills, and excellent interpersonal skills with the ability to work with a range of people. (Essential)

• Good organisational skills with the ability to prioritise tasks and manage time efficiently. (Essential)

• Have a working knowledge of Microsoft Word, Excel and other applications. (Essential)

• Attention to detail in filing and collating information. (Essential)

• Ability to work independently and as part of a team. (Essential)

• Flexible and reliable. (Essential)

• Ability to use own initiative to identify and access relevant information and resources. (Essential)

• Ability to deal with sensitive and confidential information, maintain confidentiality and abide by all other Trust House policies and procedures. (Essential)

• Ability / confidence to use database / CRM systems (Desirable)

This job description is a guide to the tasks of the Administrator only. The post-holder is required to undertake such other tasks as are reasonably requested by the CEO and Management Committee.

Position: Human Resources and Administrative Officer

Reporting to: Head of Kenya Office

Location: Nairobi, Kenya with hybrid working of 2 days in the Nairobi office and 3 days remote

Contract Type: Permanent and full-time

Starting Salary Range KES 115,000 to 120,000 gross per month (commensurate with experience) plus benefits

Purpose

This position will be embedded within the Operations Team of Development Pathways and will manage the operations, logistics and administrative tasks of the Kenya Office in Nairobi. This post will also work with the Group Human Resources Manager to ensure Kenya Office Human Resource operations and practices, including staff development and well-being are  provided in line with Company expectations, including being responsible for Health and Safety aspects of the office.

Main Responsibilities and Duties

General Office Administration, Management and Quality Assurance

· Work with the company-wide operations team (across the UK, Jordan, and Kenya) in the development and implementation of the policies, procedures and processes that are relevant to the Kenya Office and ensuring staff awareness.

· Responsible for the smooth running of the Kenya Office and managing the office space, premises, furnishings and anything related to the smooth and efficient running of the office in a safe and cost effective manner.

· Create alignment and identify opportunities for best practice to be applied.

· Maintain office service agreements and monitor performance, taking action to improve where necessary.

· Coordinate and monitor office operating costs in line with budgets.

· Maintain an up-to-date communications list for the staff and providers.

· Oversee premises and lease management for the office – will be the point of contact with the landlord.

· Manage the office space and premises refurbishment as and when required, and if necessary, relocation management of the Nairobi Office.

· Ensure that all office cleaning and general maintenance is carried out.

· Create and implement effective administrative systems that demonstrate timeliness, transparency and efficiency.

· Reporting to wider company on Kenya Office matters, either through the operations team or wider, e.g., public holidays, news bulletin, etc.

· Focal point for any communications regarding the Kenya Office.

· Point of contact on legal and insurance requirements of the office premises, including dealings with the law firm, under guidance of the Group Human Resources Manager or the Head of the Kenya Office.

Human Resource Operations

· Work closely with the Human Resources Manager in the implemention and staff compliance of human resource policies and procedures for the Kenya Office.

· Support in the management of employee records and contracts especially the recording and updating of employee data.

· Coordinate and support in Human Resource related duties for the Nairobi office such as recruitment, onboarding (induction) and off-boarding.

· Supporting the Human Resources Manager by contributing and carrying out training as and when required, which also includes first aid and health and safety aspects.

· Contracting of external support staff, following company contracting procedure.

· Management of other DP office staff welfare, transport, safety and security, when visiting Kenya.

· Manage and organise the Kenyan office employees’ welfare requirements, e.g. all insurances, safety and wellbeing, social events, training.

· Responsible for the Krystle Kabare Scholarship recruitment and recipient.

· Supporting the Internship procedure as and when required.

Health and Safety

· Ensure all Health and Safety measures are implemented, communicated and monitored. This includes ensuring all Kenya Office employees and visitors are kept safe and following all safety protocols, including those related to first aid.

· Focal point and responsible for Health and Safety.

· Manage and coordinate appropriate Health and Safety Training and fire drills.

· Ensure that full office security measures are in place at all times, including for staff and visitors.

· Ensure the Office premises comply with legislative requirements.

· Strong management of support staff within the Kenya Office to ensure Health and Safety procedures are carried out. This includes training, monitoring the quality and delivery of outputs. Such management will include employees such as  the cleaner and driver and any other externally contracted staff.

Office Procurement and Asset Management

· Participate in the negotiation and procurement of office services and supplies in line with the procurement policy and processes, receive deliveries from suppliers and keep accurate records.

· Responsibility for the stock taking and maintaining all office supplies in a timely and cost effective manner.

· Responsible for replenishing, maintaining, quality assurance, cost effective management, assignment and problem solving concerning all office assets and equipment within the Kenya Office, e.g., IT equipment (laptops, monitors, printer, etc.), transport (through management of driver), utilities, security,  and anything else.

· Manage local insurance provision for equipment, assets and all other existing insurances.

· Responsible for Kenya Office asset registration.

· With the support of the IT coordinator, assignment of company laptops and ensuring they are set up with Iglu Tech.

· Implement and manage quotes and service provider relationships with all service providers and suppliers.

Logistical, Travel and Visitor Management

· Liaising with programme management to ensure employee’s travel logistics, including safety and security management is on track, when employee’s in or from the Kenya Office are on field missions.

· Lead in the organisation of meetings, conferences and workshops held by Development Pathways which could include sourcing and securing venues, issuing invitations, arranging food and refreshments and accommodation.

· When required, support staff and consultants with travel arrangements, including flights, accommodation and visa needs.

· Organise Kenya Office staff social events.

· Point of contact for insurance claims if a problem arises, e.g. medical insurance.

· Show ability to adapt and modify procedures or plans arising from crisis or improvement needs.

Finance Support

· Manage the day-to-day running of the Kenya Office, which include raising invoices for any office procurements, making payments (through petty cash or through the Finance Manager), maintaining a clear filing system, budgeting and reconciliation.

· Manage the petty cash in a transparent manner by keeping clear and detailed records with receipts.

· Budgeting submitted monthly to the Group Finance Manager.

· Manage certain banking requirements, e.g. withdrawal of petty cash or payment of statutory payments.

· When required, raise external invoices as instructed by the Finance Manager or Head of Kenya Office.

· When necessary, provide assistance or information to the Finance Manager.

Other tasks as and when required to meet the needs to be business.

Skills, Behaviours and Competencies

The Human Resources and Office Administrator will require the following skills, competencies and behaviours:

· An undergraduate degree in Business Administration or Human Resource Management or other relevant qualifications and experience in Business Administration and Human Resource Management.

· 3+ years’ experience in Human Resource Management and Office Administration.

· Demonstrable well-developed interpersonal communication skills with the ability to build rapport with others and convey ideas in a clear, logical and understandable manner.

· Strong understanding of Human Resource procedures and standards.

· Excellent time management with the ability to prioritise, plan and organise workflow to tight timeframes, handle multiple tasks, and be flexible with changing priorities.

· Proven ability to resolve problems, anticipate barriers and create practical solutions.

· Demonstrable attention to detail to ensure quality and standards of work are maintained.

· Ability to build and maintain working relationships with a broad range of staff and clients.

· Excellent team working, negotiation and collaboration skills.

· High IT proficiency (Microsoft Office (Word, Excel), SharePoint, etc.)

· Adaptability to change in order to keep everything running smoothly.

· Excellent time management skills.

· Demonstrable capacity to coordinate.

· Excellent verbal and written skills in English.

Terms of Employment and Benefits

Recruitment will be at the junior level and is a permanent and full-time post. This will be an opportunity for the right person to progress. Along with basic salary, the successful candidate would receive an attractive package of the following:

· Fulfilling work - working to make a difference to some of the world’s most under-served communities.

· Flexible working – Development Pathways offers employees flexible work hours and remote work options.

· Generous time off – recharge with 26-holiday entitlement plus public/bank holidays.

· Excellent health and well-being provision – access to the comprehensive medical insurance cover that includes in-patient, out-patient, dental and optical cover and an employee assistance programme.

· Group Life Insurance

· Commitment to professional development opportunities – we encourage our staff to participate in professional learning and development.

· Provision of a company laptop

· Yearly working at home allowance

· Monthly travel allowance if attends the office two days per week

· Reward Scheme for involvement in winning bid work

· Lunch provided when in the office.

How to apply

We invite interested candidates to please apply for the post by including all of the following:

1. A cover letter explaining why you are applying for this position, and how you would meet the selection criteria for the post of Human Resources and Office Administrator
2. A detailed CV (curriculum vitae) specifying your qualifications, education, and relevant work experience
3. All applicants will be required to specify their nationality and if they have the right to work in the UK or Jordan.

Closing date for this post will be the close of business on the 20th December 2024.

Interviews will occur at the end of January 2025.

Applications should be submitted by email.

Applications will be reviewed on a rolling basis and we retain the right to close this role without notice.

Due to the high number of applications expected, unfortunately only short-listed candidates will be contacted.

Applicants, please note the Privacy Notice on our website.

Development Pathways is an Equal Opportunity Employer. We celebrate and support diversity and are committed to providing a work environment that is inclusive and free of discrimination and harassment. All employment decisions are based on individual qualifications and abilities.  without regard to race, colour, religion, age, sex, sexual orientation, gender identity, national origin, family or parental status, or disability status.

About us

Development Pathways is an international consultancy organisation with a wealth of expertise in the areas of social protection, poverty and vulnerability analysis, social development, management information systems, research, and training. We are committed to innovative, progressive, and evidence-based social policy and aim to influence international debates on social policy through our website and participation in international fora. We combine country-specific social and political analysis with lessons learnt from extensive international experience to ensure that policies and programmes are robust and benefit the most vulnerable, including children, women, and persons with disabilities.

Our team has worked extensively across Africa, Asia and the Pacific, and Latin America on assignments for a range of clients, including the United Nations’ agencies (UNICEF, WFP, FAO, ILO, UNDP, UNDESA) and development banks (World Bank, ADB, KfW), governmental donors (FCDO, GIZ, DFAT), and international NGOs (e.g. HelpAge, Save the Children). Across our projects, Development Pathways is the lead supplier in the Partnership for Social Protection (P4SP) project based in the Pacific, with DFAT; the Strengthening the Societal and Economic Resilience in Jordan (SSERJ) project with FCDO; the DFAT capacity building platform called Social Protection Advice, Research and Capability (SPARC); and a KfW project in Malawi focused the Social Cash Transfer Programme.

We currently have around 50 staff members working across our four offices located in Greater London (United Kingdom), Nairobi (Kenya), Amman (Jordan) and Australia. Our staff work alongside a global network of trusted consultants. As an employer, we put our staff first and are committed to flexible working practices and developing our staff’s professional capabilities.

For more information about our organisation, please visit our website. 

Hope and Vision Communities is a small charity providing supported, move-on accommodation for people who have successfully completed residential rehabilitation.  We have a Christian ethos, where everyone can be loved and accepted with a sense of belonging, with the hope and opportunity of a new life.  We are growing to expand who we can help to other geographical areas.  

We are looking for an Administrator to work closely with our management team to assist, develop and manage the Charity administration to support the team across all its operations. If you are excited by this opportunity and helping us and being a crucial support for Hope and Vision Communities to take us to the next stage in our growth, we would love to hear from you.  

In return we will give you support to succeed, a great group of people to work with and the chance to make a real difference to the people we support.   

I am excited to be working with an amazing youth charity in search of a part-time (21 hours per week) temporary Project Officer. As Project Officer. Your role will be to drive the organisations work by coordinating a range of projects, events and engagement activities. This is a front facing role with occasional home working.

Main Duties:
Establish, grow and maintain connections with communities and agencies to promote access to services and advice for clients
Keep up to date with wider community, health and education information to inform the charity’s service delivery and service mapping
Coordinate the development of printed and project materials and assets, ensuring consistency is seen at all times, true to brand identity
Leverage resources, time and experiences to support the organisation to deliver upon its mission
Develop accessible, targeted outreach campaigns that increase engagement from families and communities to focus on happy, healthy child development
Provide support for other elements of the organisation, including group co-facilitation and triage line service
Along with colleagues and service users develop stories of impact for funders and external communications
Mentor volunteers who support sessional delivery
To be familiar with the security procedures of venues (e.g. evacuation procedures and risk assessment) and maintain a high level of safety during the session.

Experience:
Understanding of safeguarding procedures. 
Experience of developing and managing professional social media accounts. 
Experience in developing and/or delivering community-based initiatives, projects, events and/or services, that empower residents and remove barriers to access. 
Experience in mentoring and/or recruiting volunteers

If you have the above skills and experience and are immediately available, please apply online today, I would love to have a conversation with you!
 

Mission of the role
To work in collaboration with the other Routes to Employment Project Manager to deliver
innovative pilot programmes based on our research findings from year one, culminating in a
7 year project proposal that has the potential to create systemic change for unemployment
of refugee women in London.
Structure and remuneration
● Days: 3 days per week (24 hours)
● Salary: £36,000 FTE, pro-rata to 3 days per week (yearly take home salary of
£21,600)
● Location: Two days in the office (Kennington), one day working from home. Our
current office days are Monday and Wednesday.
● Management: Managed by Head of Programmes
● Ideal start date: asap
● Holiday: 33 days pro rata (20 days across the year), plus end of year office closure
Key responsibilities
You will be responsible for leading this project alongside the other Project
Manager.
Delivery
● Collaborate with Routes to Employment Project Manager to design and deliver an
apprenticeship programme creating new pathways to work for refugee and asylum
seeking women in London, aiming to have women start apprenticeships in September
2025
● Collaborate with Routes to Employment Project Manager to design and pilot
additional support alongside the apprenticeship programme, based on the findings of
the research conducted in year one
● Create and manage a project management tool, setting realistic KPIs that will meet
the intended outcome of the project
● Build and manage partnerships with employers and other stakeholders as necessary
to deliver the pilot project
● Design and deliver employment support workshops for women interested in applying
for apprenticeships

● Support employers participating in the pilot to create refugee friendly workplaces
● Respond to ongoing changes of the project design, based on continued learning as
the pilot is delivered
● Manage project budget and timelines in effective manner for the desired outcomes of
the project
● Recruit, manage and support any volunteers, freelancers or delivery partners
necessary for the delivery of the pilot project
● Respond to feedback and design input from participants of the pilot, and the Routes
Lived Experience Leadership Group
Research
● Ongoingly document learnings from the pilot, to fuel further research and research
questions
● Bring proposals for research approaches that are trauma-informed, relevant to those
with lived experience of the UK asylum system and supportive of project outcomes
● Write articles for the Routes blog to share ongoing learnings from the project
● Design creative methods to share the knowledge gained from ongoing delivery with
sector partners and businesses, to ensure the impact of the project is widespread
● Attend events and workshops relevant to the topic of refugee employment and
support for refugee women in London
● Contribute to the creation of a 7 year delivery proposal, based on the learnings from
the pilot
Contribution to team and whole organisation
● Participate in team wide meetings, trainings, and activities
● Be invested in personal and team learning
● Follow organisational-wide safeguarding policies