Office Coordinator

4 weeks ago


Newmarket, United Kingdom Our Special Friends Full time

**THE CHARITY**

Our Special Friends (OSF), based in offices at The British Racing School, Snailwell, Newmarket is a charity that aims to help people benefit from the companionship of animals and support them through difficult times. 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.

**OVERVIEW OF JOB DESCRIPTION / MAIN RESPONSIBILITIES**
- To provide a wide range of administrative support to the Head Office staff, CEO and Charity Manager 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 Charity Manager
- 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 Head 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, makingappointments, 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 Charity Manager. 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.

**Job Type**: Permanent

**Salary**: £21,500.00-£26,000.00 per year

**Benefits**:

- Casual dress
- Company pension
- Free parking
- On-site parking
- Sick pay

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Newmarket: reliably commute or plan to relocate before starting work (required)

Work Location: One location

Application deadline: 20/01/2023
Expected start date: 06/02/2023


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