Operations Administrator

JOB DESCRIPTION

Job Title: Operations Administrator

Location: Avenue House, 17 East End Road, London N3 3QE

Hours 35 hours per week, working 5days. Part time or job share will be considered

Duration: Permanent

Reporting To: Training and Operations Manager

Salary: £26,511 (plus 5% employer’s pension contribution)

Job Purpose

The Operations Administrator has a pivotal role in the co-ordination and implementation of office procedures and engagement across a range of stakeholders. This is a multifaceted role, and the post holder will be the first point of contact for external stakeholders, while providing core administrative support to the organisation and its projects.

MAIN RESPONSIBILITIES

Office Administration

· To provide a warm, friendly and professional welcome to all callers and visitors and direct them accordingly

· Handle incoming communications including telephone calls, emails and letters; responding to queries as appropriate or taking messages and follow up as required

· Provide central administrative support to the charity, such as meeting and hospitality arrangements, room bookings and setting up

· Make sure that office equipment, furniture and general environment is kept organised and tidy

· Coordinate and oversee external room bookings to include overseeing the administration and room set up

· Assist with the provision of HR administrative support, including but not limited to DBS applications, setting up and maintaining staff files and updating Bright HR

· Provide administrative support for ad hoc events, trips and activities

· Accurate minute taking at trustee board meetings, team meetings and AGM

· Assist with preparing paperwork and folders for coordinators and managers, such as for assessments, visits, volunteers and training courses, ensuring that levels are maintained

· Providing administrative support to assist in the recruitment and support of volunteers, completing DBS and reference checks

Communications and Engagement

· Nurture corporate and community partnerships in order to build awareness of the charity and support fundraising aims.

· Write letters of thanks to supporters and manage engagement through regular contact

· Update, and manage content for HSB’s website.

· Work with Family Services Team to collate case studies, photographs and information from projects

· Working closely across the team, develop a calendar of social media content that meets the organisation’s objectives and goals and considers different audience needs

· Help create content/materials for projects and campaigns, including but not limited to volunteer recruitment, fundraising and events activities

· Support the organisation and promotion of events to support the charity’s overall aims.

· Support engagement across different social channels through building interactions with individuals and other channels where appropriate, including researching hashtags and communities of relevance etc

Other

· Make sure data is properly looked after and used (e.g. family stories and information, supporter data)

· Maintain confidentiality at all times and ensure that the office environment is conducive to data protection

· Safeguard the assets and reputation of HSBBH in all external communications

· Recognise and accept responsibility for own personal development. Fully participate in HSB’s appraisal system and personal development planning process on a regular basis.

· Comply with HSB’s standards of information governance, data security and protection, and documented systems and procedures.

· Work within the policy framework of HSB including code of conduct, maintaining confidentiality and safeguarding

· To carry out any other duties as directed by the CEO or Operations Manager in support of the charity’s aims.

This job description is an outline only and the post holder may be required to undertake other duties and consider changing circumstances.

PERSON SPECIFICATION

Experience

1. Minimum of two years’ experience in office administration or a similar role

2. Experience of working to deadlines in a pressured work environment

3. Experience in organising and delivering events.

4. Experience of managing social media presence in a non-personal setting.

Skills and Abilities

5. Ability to deal sensitively with people experiencing distress, in person or on the telephone

6. Excellent communication and interpersonal skills, with the ability to build and maintain relationships internally and with external stakeholders.

7. Excellent organiser with the ability to effectively prioritise tasks and work autonomously to deadlines

8. Very good literacy and numeracy skills, as relevant to the work environment

9. Very good administrative skills including accurate minute-taking and typing

10. Ability to work on your own initiative, seeking support when needed

11. Ability to use formatting tools and creative document design

12. Ability to update and maintain websites using a content management system (CMS).

13. Basic graphic design and image editing skills.

14. The ability to produce compelling and creative copy for marketing materials.

15. Attention to detail and accuracy.

16. Excellent IT skills with a good working knowledge of Microsoft Office and the ability to troubleshoot common problems

Key Attributes

17. Knowledge of and commitment to equal opportunities and anti-discriminatory practice

18. Professional, enthusiastic and self-motivated

19. Resourceful and proactive worker who takes ownership and seeks solutions

20. Flexible and adaptable with ability to work occasional evenings and weekends.

21. Eligibility to work in the UK

Job Types: Full-time, Part-time, Permanent
Part-time hours: 35 per week

Salary: £26,511.00 per year

Benefits:

• Company pension

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 26/02/2023
Reference ID: OA