Job Description: Office Administrator

Ensuring Smooth and Efficient Office Operations

Position Overview

Reporting to the Office Manager, the Office Administrator plays a pivotal role in supporting the daily operations of Christian Guidelines. This position is responsible for providing comprehensive administrative support, maintaining office systems, and ensuring the smooth running of the workplace. The ideal candidate will be organised, proactive, and able to manage a variety of tasks in a supportive environment.

Key Responsibilities

COMMUNICATION:

·         Manage general office administration, including handling incoming and outgoing correspondence with clients, counsellors, trainers, suppliers etc, which includes outlining the services of Christian Guidelines.

·         Welcome visitors warmly and provide hospitality.

CLIENT & RECORD MANAGEMENT:

·         Utilising office systems and equipment, organise and maintain accurate electronic and paper-based documentation, including client records, spreadsheets and databases.

ADMINISTRATIVE SUPPORT:

·         Assist with administrative support for Operations Director, Office Manager, Counsellors and Trainers.

·         Assist in administrative arrangements for marriage preparation courses, fundraising activities and training events including processing booking, liaising with venues, compiling resources and updating website.

·         Maintain financial records and assist with basic bookkeeping duties, such as processing gift aid and mileage claims, course payments, donation receipts and petty cash.

·         Prepare funding applications, reports, presentations, promotional material and other documents as required.

·         Order and maintain office supplies and equipment, ensuring the office is well stocked and organised.

SCHEDULING & COORDINATION:

·         Book rooms for sessions and liaise between counsellors and clients

·         Book venue/room for training events including liaising with venue, trainers and attendees

POLICY ADHERENCE:

·         Promote the mission and values of Christian Guidelines by ensuring compliance with organisational policies and regulations including health & safety, data protection, confidentiality and safeguarding

·         Contribute to a positive and productive office culture.

·         Perform any other duties within the competence required of the post.

PERSON SPECIFICATION

·         Education: 5 GCSEs (including English and Maths) required; additional qualifications in Administration or Business preferred.

·         Experience: At least 2 years previous experience in an office administration role preferably in the charity or community sector.

·         Evidence of working with confidential and sensitive information in adherence to GDPR.

·         Experience in computerised accounts such as SAGE would be an advantage alongside familiarity with financial reporting

·         Excellent organisational and time management abilities

·         Strong verbal and written communication skills to liaise with clarity and effectiveness.

·         Demonstratable proficiency to a high standard in I.T. including website maintenance and Microsoft Office Word, Excel (including creation of formulas and charts), Teams, Outlook, and PowerPoint.

·         Attention to detail and high level of accuracy

·         Ability to prioritise tasks, meet deadlines and work independently

·         An understanding of the mission, values and ethos of Christian Guidelines.

·         Friendly, professional, and approachable manner

Other Requirements: Right to work in the UK/Ireland; willingness to undertake further training as required.

Working Hours and Conditions

This is a part-time position, typically working during office opening hours Monday to Friday 9am-5pm with late night opening to 9pm (currently Tuesday and Thursday). Some flexibility may be required to accommodate organisational needs. Time off in lieu will be offered for additional hours worked.

Remuneration

£12.91 per hour. Additional benefits include 115.2 hours paid annual leave (based on a 16-hr week) and may include enrolment in the workplace pension scheme if eligible.

Application Process

Interested candidates should submit a CV and covering letter outlining their suitability for the role to ruth@cguidelines.org.uk . Shortlisted applicants will be invited for interview.