Office Coordinator

4 weeks ago

Oxford Oxfordshire, United Kingdom Restore UK Full time

This is an opportunity to use your first class organisational and administrative skills to play a key role as part of the support services team for a renowned and well-regarded charity.

Reporting to the Head of Finance and Administration and part of the support services team, you will be responsible for all aspects of running our busy office. This role requires the ability to work independently and as a member of a team. Knowledge and experience within a finance function and experience of working in a volunteering setting are desirable. We are looking for an expert administrator and coordinator who is able to balance conflicting priorities and who has excellent interpersonal and communication skills. If you have the passion to work in a leading community charity, we would love to hear from you.

You will be offered job training and learn about our inspiring charity from the very heart. This post requires a motivated, committed and highly organised person to work alongside Restore staff, volunteers and stakeholders. The usual place of work is Restore’s office at Manzil Way, Oxford.

Key responsibilities

Office administration

Manage office operations and procedures to ensure organisational effectiveness and efficiency

Greet visitors and direct them to the appropriate person or department

Answer and direct phone calls in a professional and courteous manner

Manage incoming and outgoing correspondence, including mail, emails etc.

Maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies

Provide administrative support to various departments as needed, including data input, filing, photocopying, and scanning documents

Assist with basic bookkeeping tasks, such as invoicing, expense tracking, and petty cash management

Coordinate with Facilities Manager for office maintenance and repairs

Assist with special projects and events as needed

Uphold company policies and procedures and ensure compliance with relevant regulation.

Ensuring that all staff and volunteers in support services are following the correct procedures for visitors. Ensuring security procedures for access to cash and keys are communicated and followed,

Training and supervising a small team of volunteers in support services for both reception and finance tasks

Arranging “all staff” events e.g.Christmas parties, including room bookings, IT and catering.

Distributing incoming mail, franking external mail and taking it to the Post Office.

Any other duties as requested

Person Specification

An understanding of the mental health sector, a commitment to the organisation and empathy with service users are vital. Restore needs people who have the ability to cope with limited resources, seize opportunities and think creatively. Awareness of the stigma and other issues surrounding mental illness is important as is the ability to remain impartial.

Essential Requirements

  • Experience of office or facilities administration
  • Good interpersonal skills and able to deal effectively, cheerfully and empathetically with members, staff, volunteers and the public both face to face and on the telephone
  • Knowledge of Google docs and Microsoft packages
  • Numerate with an eye for detail
  • Well organised and the ability to work to deadlines
  • Flexible approach to working with a variety of tasks
  • A creative approach to problem solving.
  • A reliable time keeper.
  • A self-starter who can work both independently and collaboratively.
  • Willingness to develop and learn new skills

Desirable Requirements

  • Knowledge of mental health issues.
  • Experience of working in the voluntary sector.
  • Experience of working with people with mental health problems.
  • Experience of accounting and banking software.

Supplementary Information:

Any offer of employment is subject to a satisfactory Disclosure and Barring Service check.

A criminal record is not necessarily a bar to employment.

This job description is likely to change over time, subject to discussion with the post holder, and in line with the expectation of funders and the strategy for the organisation agreed by theChief Executive and Trustees.

About Restore
Restore works in Oxfordshire with people who have severe and enduring mental health problems. We know that everyone has talents and abilities, and the capacity to make a valuable contribution to the community. We believe that people with mental health problems have the right to work, the right to the support they need to gain employment and lead fulfilling lives. We also believe that the stigma associated with mental health problems damages the whole community and in all we do, we work to challenge this discrimination.

Restore provides Recovery Groups and a Coaching Service. Coaching provides one to one support enabling members (service users) to achieve their aims. Restore's coaching activities focus on supporting people to achieve paid work, after a period of illness, to start volunteering or start or return to education. Some coaches are embedded within Recovery Groups, and others work within hospital or community settings. Recovery Groups provide members with the opportunity to work on their journey of recovery together through therapeutic activity such as gardening, woodwork, catering or craft based activities.

Restore has four sites in Oxfordshire (in Oxford, Didcot, and Banbury), plus two sub-contracted sites (in West and South Oxfordshire) and staff who work across a range of other sites in the county. Restore also leads on the delivery of the Oxfordshire Recovery College, an innovative shared learning environment for people with mental illness, their families, carers and professionals.

Restore also offers Mental Health First Aid training and Working With Mental Health courses, the former aimed at both individuals and organisations and the latter specifically at the corporate sector.

Find out more at

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