Central Operations AdministratorinLeamington SpainLeamington SpaPUBLISHED WED 5 FEB 2025
Age UK Coventry and WarwickshireruH3Txmy
The role requires flexibility and proactivity, as the administrator will work collaboratively with a small team while also demonstrating the capacity to work independently. Key responsibilities include monitoring inboxes, organizing meetings, preparing documentation, and supporting various projects as needed. The successful candidate will represent the organisation positively and be committed to maintaining high standards in administrative practices. Training and personal development opportunities will be available to ensure ongoing professional growth.
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.
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 2and 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
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.
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