Details

Job title: Operations Administrator
Reporting to: Head of Operations
Location: Remote (based in/near Leicester with regular local travel and occasional travel for biannual team days and biannual departmental team meetings in various locations) [travel expenses paid]
Contract: Permanent
Start date: As soon as possible
Hours of work: 3 days per week (21 hours). Required Monday mornings due to weekly team meeting, other hours can be spread throughout the week.
Salary: £23,160 pro rata (£13,896 actual)

Job description

Overall purpose

The purpose of the Operations Administrator role is to support the Operations Team, and wider staff team, in all areas of administration.

Key responsibilities

Staff and HR

• Support in day-to-day HR administration, including processes for staff reviews, annual leave and significant events (e.g. birthdays).
• Maintain and update the whole team calendar.
• Transcribe and circulate weekly team updates.
• Support the wider team in coordinating travel arrangements and accommodation, as required.
• Support with team day planning and logistics.

Office, IT and systems

• Collect any postal mail from the virtual office (in central Leicester), filing and redistributing as required.
• Manage and maintain the storage unit (in central Leicester), keeping inventory up-to-date and organised, retrieving assets to send out as required.
• Manage the main organisational phoneline and email inboxes (including info@), dealing with enquiries in a friendly and timely manner and passing on to other team members when appropriate.
• Support the Operations Team in managing and maintaining existing systems and programmes (including but not limited to Microsoft 365, Slack, Zoom and SurveyMonkey).
• Support the Operations Team in purchasing IT and other work equipment in line with budgets.
• Source, configure and keep track of team equipment (primarily work laptops and phones), alongside our external IT providers, maintaining an accurate and up-to-date asset register.
• Support in reviewing remote working assessments and following up with necessary actions.

Fundraising

• Provide administrative support to the Fundraising Team as required.
• Print and post grant application letters on a regular basis.
• Communicate with funder contacts as and when grant application responses are received, including sending thank you letters.
• Liaise with external fundraising consultants around grant applications, ensuring all records are kept up-to-date and tracking when reports are due.

Wider team involvement

• Support the wider team with the administration of internal and external events.
• Provide administrative support for facilitator trainings and programme pilots.
• Provide additional support to other teams when appropriate.
• Contribute towards staff prayers and, on occasion, lead ‘Thought for the Day’.
• Engage with team-wide meetings and trainings.