Post: Office Administrator
Reporting to: Service Manager
Line Management Responsibility: Volunteers and cleaners when they are on shift
Hours per week: 37.5 hours
Salary Scale: £26,000
Working hours: 37.5 hours weekly Monday to Friday, 9-5pm with occasional evening, weekend and bank holiday working, as required.
Location: Hodgkinson House, 200 New London Road. Chelmsford.
Overall purpose of the job
The Office Administrator will provide effective administrative, reception, records and office support to help ensure the smooth running of the organisation. The role will support staff, volunteers, clients and service delivery teams by maintaining accurate records, coordinating routine administration, assisting with meetings and events, and ensuring information is handled securely and professionally.
Key Responsibilities:
1. Reception, Communication and General Office Support
· Answering the door and telephone, welcoming visitors and directing enquiries appropriately.
· Managing incoming and outgoing post and emails.
· Preparing letters, forms, reports and other documents as required.
· Maintaining office filing systems and electronic records, including policy, procedure and template folders.
· Maintaining shared inboxes, calendars and contact lists where required.
· Managing the signing in and out of visitors and contractors to the site.
2. Office Facilities, Supplies and Equipment
· Keeping office spaces clean, clear and well organised and under exceptional circumstances assisting with the clearing and cleaning of client rooms.
· Maintaining stationery and office supplies stock.
· Providing basic support to clients to ensure electrical equipment is set up for clients when they enter accommodation.
· Maintaining asset logs for office equipment, phones, laptops, keys, fobs and other organisational items.
· Liaise with suppliers, contractors, IT support and maintenance providers where required.
· Reporting repairs, office issues or equipment faults to the relevant person or provider and following up where needed.
3. Meetings, Training and Events Administration
· Setting up team meetings, training sessions and arranging refreshments.
· Taking minutes at meetings and circulating notes or actions where required.
· Booking rooms, appointments, venues and transport.
· Recording staff training attendance and maintaining related training records.
· Assisting with event planning and fundraising administration where required.
· Preparing attendance lists, sign-in sheets, evaluation forms and certificates for meetings, training or events where required.
4. HR, Recruitment and Volunteer Administration
· Supporting recruitment administration, such as interview arrangements and onboarding paperwork for new staff.
· Supporting volunteer administration, including maintaining records and relevant paperwork.
· Process DBS applications for volunteers and staff renewals, in line with organisational procedures.
· Maintaining staff and volunteer documentation such as right to work records, emergency contact details and completed forms, in line with organisational procedures.
· Support occupational health and safety checks where required.
5. Records, Databases and Compliance Support
· Updating client, staff, volunteer or service databases.
· Uploading exit forms and maintaining related records.
· Support health and safety administration, including routine checks, appointed persons lists and posters, logs and related records.
· Supporting audits and compliance checks by collating information, maintaining records and providing administrative assistance.
· Support data protection administration, including secure filing, shredding, document retention and handling information appropriately.
· Supporting safeguarding administration by securely recording, filing and sharing safeguarding information in line with organisational policies, confidentiality requirements and data protection procedures.
· Maintaining confidential records and ensuring sensitive information is stored, handled and shared appropriately.
· Assisting with monitoring deadlines, renewals and routine administrative checks, such as insurance, certificates, licences or training expiry dates.
6. Donations and Basic Finance Administration
· Supporting the administration of donations, including recording and passing information to the appropriate person or team.
· Supporting basic finance administration linked to donations or office activity, such as receipts, invoices, petty cash records or related paperwork where appropriate.
· Maintaining accurate records of donations received and assisting with acknowledgement letters or receipts where appropriate.
7. Projects, Investigations and Service Support
· Assisting with special projects, including SARs and investigations.
· Providing administrative support to service delivery teams, including collating information, updating trackers and helping to prepare routine reports.
· Undertaking other reasonable administrative duties that support the effective running of the organisation.
Safeguarding and Confidentiality
· The post holder must work in line with the organisation’s safeguarding, confidentiality, data protection, health and safety, equality and diversity policies and procedures. They must report any safeguarding concerns promptly and handle all sensitive information securely and appropriately.
· This job description is a general outline of the duties and responsibilities of the post holder and may be amended by CHESS Homeless as the service develops and the expectations of the role change. The post holder may be required to undertake other duties as may reasonably be required from time to time.
Person Specification:
Essential Criteria
· Good administrative and organisational skills, with the ability to manage routine tasks, maintain accurate records and prioritise workload effectively.
· Good written and verbal communication skills, including a professional telephone manner and the ability to deal with visitors, staff, volunteers and clients appropriately.
· Ability to use Microsoft Office, email, calendars, databases and electronic filing systems.
· Ability to handle confidential and sensitive information with discretion and in line with organisational procedures.
· A flexible, reliable and professional approach, with the ability to work as part of a team and support the wider organisation when required.
Desirable Criteria
· Experience of working in a charity, housing, homelessness, support, health and social care or similar service environment.
· Experience of using databases, maintaining compliance records, supporting DBS processes or assisting with volunteer administration.
General Requirements
· The post holder will be expected to undertake training relevant to the role, follow organisational policies and procedures, and carry out other reasonable duties that are consistent with the post and support the effective operation of the organisation.