Management Administrator

Job Title: Management Administrator

Location: Chester le Street (occasional travel throughout the UK required)

Hours - Up to 20 hours per week (Monday to Friday, between 9am and 5pm) - may be combined with an Administration Officer role to create a full-time equivalent of 35 hours per week

Salary - TBC

The role is offered on a fixed term contact until 31st March 2027 with a strong possibility of extension for the right candidate.

About If U Care Share Foundation

If U Care Share Foundation is a North East based charity dedicated to supporting individuals bereaved by suicide, promoting positive mental health, particularly among young people, and providing vital support to those struggling with their wellbeing.

Established in memory of Daniel O'Hare, who died by suicide, our mission is to prevent suicide through education, intervention and postvention. We are passionate about saving lives and supporting those impacted by suicide through our community-focused programmes and initiatives.

Role Overview

We are seeking a motivated and organised Management Administrator to play a key role in the day to day running of the administrative functions of the Management Team.

Reporting to the Head of People, the Management Administrator will play a key role in supporting organisational culture, health & safety compliance, finance administration, diary and travel management, facilities management and operational efficiency.

Key Responsibilities

Management Administration

• Supporting the day to day administrative functions of the Management Team, ensuring it is safe, well organised and conducive to productivity
• Supporting the management of relationships with external suppliers and contractors (cleaning, maintenance, utilities, office supplies)
• Support in maintaining office policies and procedures in line with company standards
• Act as the first point of contact for office-related queries from staff and visitors

Finance Administration

• Support with processing Invoices, Purchase Orders and Expense claims
• Reconcile office related budgets and track expenditure against forecasts
• Liaise with the Finance Team to ensure timely payments to suppliers and accurate reporting

Diary, Meeting & Document Management

• Provide diary and meeting management support to the Head of People and, where required, senior team members
• Coordinate internal and external meetings, including room bookings, agendas and supporting materials
• Take accurate, concise notes and minutes at meetings, ensuring timely distribution and follow-up actions
• Format, edit and proof read documents, reports and presentations to a high standard
• Arrange travel and accommodation for staff as required

People & Culture Support

• Help coordinate onboarding logistics for new staters (IT equipment, desk set up, office orientation)
• Contribute to the planning and delivery of charity-wide events and activities

Administration & Operations

• Provide administrative support to the Head of People and wider Management Team as required

Person Specification

Essential:

• Proven experience in a senior administration role
• Strong organisational and multitasking skills with a high level of attention to detail
• Excellent communication and interpersonal skills, with the ability to build strong working relationships at all levels
• Knowledge of health & safety regulations and experience ensuring compliance
• Experience in finance administration (Invoice, Purchase Orders, Budgets, Tracking, Expenses)
• Demonstrated ability to manage diaries, coordinate meetings and arrange travel
• Proficient in Microsoft Office Suite
• A proactive, solution focused approach with the ability to work independently
• Commitment to the values of If U Care Share Foundation: Respect, Community, Justice, Service & Honesty
• Flexible approach to work, with the ability to adapt to the needs of the organisation

Desirable:

• Experience working within a People/ HR focused team or reporting into a People/ HR function
• Familiarity with HR processes such as onboarding and employee engagement initiatives
• First Aid, Fire Warden or Health & Safety training/certification
• Experience managing hybrid or flexible working environments

Qualifications & Experience

• Minimum 2 years' experience in a senior administrative role
• GCSEs (or equivalent) required; an associate or bachelor's degree preferred

Other Requirements

• Car owner with a full clean driving licence and insurance for business use
• Willingness to undertake an Enhanced DBS Check (required for the successful candidate)

Why Join Us?

This is a rewarding opportunity to be part of a compassionate and purpose-driven organisation working to prevent suicide and promote mental health health awareness across communities. The post holder should be passionate about making a meaningful difference and thrive in a collaborative environment.

Safeguarding

To take part in any training as required as part of the role and adhere to the foundations Safeguarding Policy at all times.

Variation

The duties of this post may be subject to variation from time to time following consultation with the post holder.

Confidentiality

All staff are required to sign a confidentiality agreement and respect confidentiality of all matters that they may learn relating to their employment, other members of staff and the general public and will be required to confirm their compliance with relevant codes of conduct.

Job Types: Full-time, Part-time, Fixed term contract, Temp to perm

Contract length: 15 months

Pay: From £22,500.00 per year

Benefits:

• Company pension
• Health & wellbeing programme

Ability to commute/relocate:

• Chester-le-Street DH2 2EY: reliably commute or plan to relocate before starting work (required)

Work Location: In person