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Central Operations Administrator

Age UK Coventry and Warwickshire

Information:

This job is now closed

Job summary

Age UK Coventry & Warwickshire are looking for a talented and confident administrator to join our friendly and supportive central operations team to work across our Leamington and Coventry offices.

Main duties of the job

This is an extremely varied role supporting the administrative functions of the central operations of the charity, including facilities, governance, volunteering and senior management team administrative support. The role will require effective and flexible working to maximise organisation and efficiency.

Working within a small team of administrators, you will plan and prioritise a busy and varied workload. Being organised, competent and professional combined with relevant experience in a similar environment is essential.

You should have exceptional IT skills, be methodical in your approach to tasks, and be meticulous in all your duties whilst displaying the ability and confidence to communicate at all levels within the organisation. You will be comfortable handling enquiries from a variety of end-users and be able to carry out relevant administrative duties with accuracy and speed.

You will ensure that all duties are undertaken with due regard and compliance with the General Data Protection Act 2018 and any other related legislation.

This is a diverse role - you must have a flexible and proactive approach to work and be able to work independently, whilst being part of a team.

About us

We`re a local charity working in the community to support older people, their families and carers. We want everyone to be able to love later life.

Date posted

05 February 2025

Pay scheme

Other

Salary

£18,901.34 a year

Contract

Permanent

Working pattern

Part-time

Reference number

B0136-25-0000

Job locations

8 Clemens Street

Leamington Spa

Warwickshire

CV31 2DL


Job description

Job responsibilities

Volunteer administration

1. Monitor and manage the volunteering inbox

2. Support managers with recruitment process for volunteers from advert to offer

3. Ensure DBS checks are carried out and references obtained in line with AUKCW agreed policies and procedures.

4. Enrol volunteers on training as part of induction and on-going renewal programme

5. Update and access volunteer personal data in line with GDPR guidelines.

6. Recruit, induct and support effective volunteers to support the central operations admin functions.

Governance and senior management support

7. Ensure dates for statutory governance returns are monitored and returns completed.

8. Organise both internal and external meetings for trustees and senior managers including

management of calendars, room booking and sending of relevant papers.

9. Support with recruitment and induction of new Trustees.

10. Provide relevant information for management and governance meetings.

11. Provide administrative support to the senior management team.

Facilities and Health and Safety administration

12. Monitor and manage the Health and Safety inbox, ensuring emails and queries are dealt with orallocated appropriately.

13. Carry out Health and Safety checks and compliance reports across all offices.

14. Collate compliance reports and information from all premises and provide accurate informationto the Central Operations Manager for Health and Safety meetings.

15. Coordinate contractors for approved repairs and maintenance, ensuring accessibility

to sites when needed.

Central Support

16. Deal proactively with incoming communication, including preparing draft responses and seeking information from relevant sources. Ensure deadlines are diarised and met.

17. Support with capturing client and volunteer feedback.

18. Take minutes of meetings as and when necessary.

19. Support the Leadership Team with specific project work under the guidance of the Central Operations Manager or Senior Management Team.

20. Provide cover and additional capacity when needed in other areas as requested by the central

operations manager. Including support to marketing, events, contact & triage and HR.

General

21. To adhere to all relevant organisation policy with particular reference to health & safety, and GDPR.

22. To comply with all relevant legislation.

23. To undertake appropriate training and personal development as required for the role.

24. To portray a positive image of the organisation both internally and externally.

25. To undertake such other duties as may be reasonably required, consistent with the

nature and grade of the post.

Job description

Job responsibilities

Volunteer administration

1. Monitor and manage the volunteering inbox

2. Support managers with recruitment process for volunteers from advert to offer

3. Ensure DBS checks are carried out and references obtained in line with AUKCW agreed policies and procedures.

4. Enrol volunteers on training as part of induction and on-going renewal programme

5. Update and access volunteer personal data in line with GDPR guidelines.

6. Recruit, induct and support effective volunteers to support the central operations admin functions.

Governance and senior management support

7. Ensure dates for statutory governance returns are monitored and returns completed.

8. Organise both internal and external meetings for trustees and senior managers including

management of calendars, room booking and sending of relevant papers.

9. Support with recruitment and induction of new Trustees.

10. Provide relevant information for management and governance meetings.

11. Provide administrative support to the senior management team.

Facilities and Health and Safety administration

12. Monitor and manage the Health and Safety inbox, ensuring emails and queries are dealt with orallocated appropriately.

13. Carry out Health and Safety checks and compliance reports across all offices.

14. Collate compliance reports and information from all premises and provide accurate informationto the Central Operations Manager for Health and Safety meetings.

15. Coordinate contractors for approved repairs and maintenance, ensuring accessibility

to sites when needed.

Central Support

16. Deal proactively with incoming communication, including preparing draft responses and seeking information from relevant sources. Ensure deadlines are diarised and met.

17. Support with capturing client and volunteer feedback.

18. Take minutes of meetings as and when necessary.

19. Support the Leadership Team with specific project work under the guidance of the Central Operations Manager or Senior Management Team.

20. Provide cover and additional capacity when needed in other areas as requested by the central

operations manager. Including support to marketing, events, contact & triage and HR.

General

21. To adhere to all relevant organisation policy with particular reference to health & safety, and GDPR.

22. To comply with all relevant legislation.

23. To undertake appropriate training and personal development as required for the role.

24. To portray a positive image of the organisation both internally and externally.

25. To undertake such other duties as may be reasonably required, consistent with the

nature and grade of the post.

Person Specification

Experience

Essential

  • Experience of providing high level administration within a complex, multifunctional office.
  • Experience of taking minutes at meetings.
  • Clear understanding of the importance of confidentiality.

Desirable

  • Experience in Charity Commission and Companies House reporting obligations.

Skills and Abilities

Essential

  • Excellent IT skills including experience of the full Microsoft Office package.
  • Excellent and professional communication skills, verbal and written.
  • Ability to present complex information clearly and concisely with excellent attention to detail.
  • Excellent organisational skills, with the ability to work under pressure, prioritising workload and meeting deadlines with minimum supervision.
  • An ability to carry out tasks in an organised, efficient and methodical manner.
  • Full valid Driving Licence, the use of a vehicle for work and willingness to work across Coventry and Warwickshire.

Personal Qualities

Essential

  • Conscientious.
  • Responsible and reliable.
  • Team Focused Approach.
  • Self-Motivated, proactive and innovative.
  • Flexible and adaptable.

Qualifications

Essential

  • Good Level of Education- Minimum grade C / 4 GCSE or equivalent in Maths and English.
Person Specification

Experience

Essential

  • Experience of providing high level administration within a complex, multifunctional office.
  • Experience of taking minutes at meetings.
  • Clear understanding of the importance of confidentiality.

Desirable

  • Experience in Charity Commission and Companies House reporting obligations.

Skills and Abilities

Essential

  • Excellent IT skills including experience of the full Microsoft Office package.
  • Excellent and professional communication skills, verbal and written.
  • Ability to present complex information clearly and concisely with excellent attention to detail.
  • Excellent organisational skills, with the ability to work under pressure, prioritising workload and meeting deadlines with minimum supervision.
  • An ability to carry out tasks in an organised, efficient and methodical manner.
  • Full valid Driving Licence, the use of a vehicle for work and willingness to work across Coventry and Warwickshire.

Personal Qualities

Essential

  • Conscientious.
  • Responsible and reliable.
  • Team Focused Approach.
  • Self-Motivated, proactive and innovative.
  • Flexible and adaptable.

Qualifications

Essential

  • Good Level of Education- Minimum grade C / 4 GCSE or equivalent in Maths and English.

Employer details

Employer name

Age UK Coventry and Warwickshire

Address

8 Clemens Street

Leamington Spa

Warwickshire

CV31 2DL


Employer's website

https://www.ageuk.org.uk/coventryandwarwickshire/ (Opens in a new tab)

Employer details

Employer name

Age UK Coventry and Warwickshire

Address

8 Clemens Street

Leamington Spa

Warwickshire

CV31 2DL


Employer's website

https://www.ageuk.org.uk/coventryandwarwickshire/ (Opens in a new tab)

For questions about the job, contact:

HR Department

hr@ageukcovwarks.org.uk

01926458108

Date posted

05 February 2025

Pay scheme

Other

Salary

£18,901.34 a year

Contract

Permanent

Working pattern

Part-time

Reference number

B0136-25-0000

Job locations

8 Clemens Street

Leamington Spa

Warwickshire

CV31 2DL


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