Office Coordinator

7 months ago

Newmarket, United Kingdom Our Special Friends Full time

Our Special Friends (OSF) aims to help people benefit from the companionship of animals and support them through difficult times. We promote, preserve and provide animal companionship and we champion animal companionship support services for people in need in the local community. We provide practical advice and emotional support to individuals who are having difficulty caring for their pet or who are missing the companionship of an animal. We coordinate local community support to help people to enjoy the companionship of animals without the worry. We are looking for an Office Coordinator to join our small team who will work closely with other team members, especially with the CEO, to deliver OSF’s core services. The post holder, initially with training and support, will be expected to take the lead on several aspects of running a community-based charity with a varied workload. They will also be involved in helping to build and maintain OSF’s policies and procedures.

**Location**:

- OSF Head Office, c/o British Racing School, Snailwell Road, Newmarket, CB8 7NU

**Hours**:

- 37.5 hours per week, Monday to Friday, permanent contract

**Main Responsibilities**:

- To provide a wide range of administrative support to the office staff and CEO, including administrative/financial support and website and database management.
- Support the management and maintenance of relationships with internal and external stakeholders, clients and contractors, identifying any shortfalls in service delivery and ensuring they are dealt with appropriately, including investigating and responding to complaints under the guidance of the CEO.
- Maintain effective systems, database records and processes that enable the accurate recording and timely provision of information, ensuring they are as user friendly and accessible as possible.
- To manage IT contracts and the provision and maintenance of all office equipment.
- To ensure all OSF documentation and policies are regularly reviewed, updated and efficiently stored.
- Identify opportunities to continually improve and enhance service levels and performance within the office.
- To help manage and optimise the day-to-day operations of OSF, ensuring the effective organisation of the office.
- To support the recruitment and selection of new staff and office volunteers, ensuring appropriate referencing screening and induction is undertaken.
- Maintaining, reviewing and improving administrative, management and information systems.
- Undertake delegated health and safety assessments and assist with health and safety audits as required.
- Ensure that basic documentation relating to services and volunteering is up-to-date.
- Diary management, making appointments, arranging and preparing for meetings, taking minutes etc.
- May assist in the preparation of annual budgets and the completion of financial, administrative and legislative returns to internal and external customers.
- May monitor income and expenditure budgets to provide management information and highlight irregularities.
- Provide support to projects as defined by the CEO. This may involve research and investigative work as well as providing general administrative support such as taking notes, arranging meetings, monitoring plans and flagging issues.
- To be sympathetic to the aims and ethos of OSF, in particular the power of animal companionship.

**Skills and Experience**:

- 3-5 years’ experience in an administrative or business/office support role
- Be logical, well organised, and able to see a job through from beginning to end
- Proven experience of working to deadlines and prioritising workloads, both for self and others
- Experience of producing and analysing information (desirable)
- Experience of resolving problems as they arise (desirable)
- Excellent verbal, written and communication skills, with a high degree of attention to detail
- Experience of working with CRM systems
- Experience of customer service (desirable)
- Accurate numeracy skills with experience of financial administration
- Computer literacy skills with experience of Microsoft Office 365 programmes, especially Excel
- Ability to maintain confidentiality and knowledge of data protection regulations
- Sensitive and effective interpersonal skills and emotional intelligence
- GCSE or its equivalent in English and Maths (Grade A-C)
- Experience of working in a charity (desirable)
- Experience of working with a wide range of people at all levels
- Experience of producing promotional/service materials and flyers, as well as website editing (desirable)
- Ability to help the CEO maintain compliance to relevant legislation; data protection, health and safety, charity, employment
- Ability to work flexibly, multitask and to adapt quickly and positively to change

**Benefits**:

- 25 days holiday plus public holidays
- Casual dress
- Company pension
- Free, on-site parking
- Dog friendly office

**How to Apply**:
Please write a cover letter detailing how your s

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