Senior Team Administrator

Job title: Senior Team Administrator

Reports to: Chief Executive

Line reports: Work experience/interns (occasional)

Location: Birmingham, London or Manchester (minimum 40% office-based, with regular travel to London)

Salary: £32,000 to £35,000 out of London, £34,500 to £37,500 in London (pro-rata if part-time); salary scales under review

Hours: Full-time 37.5 per week (part-time 30 hours welcome, minimum four days, including Tuesdays)

Contract: Permanent

Overall purpose

Reporting to the Chief Executive, the Senior Team Administrator will take responsibility for managing the administrative requirements relating to the governance of the charity and of the senior staff team, and for ensuring Breaking Barriers operates efficiently as possible, ensuring that the organisation can be effective in delivering its mission.

You will have a strong knowledge of all aspects of charity administration, be able to manage a wide range of tasks, be able to work at a fast pace across all areas of Breaking Barriers , and be able to drive new ways of working to minimise wasted time and resource, freeing up more staff time to best support our clients.

Key responsibilities

This is a new post at Breaking Barriers. The initial key responsibilities are described below, and the role will develop according to the charity s changing needs.

Governance and management

Organise and attend quarterly board of trustee meetings, including room booking and note-taking

Arrange other meetings with trustees, including regular subcommittee meetings

Work with the Chair, CEO and other members of SLT to finalise and circulate papers for meetings with trustees

Manage the annual plan of trustee meetings

Work with the Chair and CEO to support trustee recruitment, training, induction, and record keeping

Work with the CEO and Director of Finance to ensuring that all regulatory reporting is fulfilled, and appropriate updates carried out, including in relation to the Charity Commission

Maintain the record of policies and procedures, and take responsibility for ensuring these are updated by the agreed senior team leads in a timely manner

Cross charity support

Be a central resource to advise on and make travel booking for all staff

Be available to the HR manager to support significant administrative tasks, such as annual checks of staff data, and tasks relating to recruitment

Be available to members of the leadership team to undertake administrative tasks as required, across a range of activities relating to fundraising, communications, services, programmes, finance and operations

Lead on ensuring that data is stored on the charity s systems in line with agreed policies and practice

Take an active role in health and safety across the charity, including maintaining the health and safety and risk assessment register

Monitor general email addresses, processing basic enquiries and forwarding enquiries to relevant teams

Manage the London telephone number, answering calls and monitoring and responding to/forwarding voicemails

Administer the alumni programme

Support the Director of Finance and the HR Manager in on-boarding and off-boarding staff, including set up of devices

Support the Deputy Chief Executive and fundraising colleagues in the management of donation platforms and similar processes

Maintain relevant staff pages on Breaking Barriers website

Support any work experience or intern scheme, ensuring colleagues are supported to learn throughout their placement

Senior team support

Manage the administration of key organisational meetings, including regular meetings of the senior leadership team, joint leadership team, and all staff

Ensure agendas for meetings and notes taken are circulated in a timely fashion, and action points are followed up appropriately

Arrange meetings and undertake diary management for the CEO and other members of SLT when required

General

Work across the charity to try to improve processes and automation, reducing unnecessary or repetitive work

Undertake other tasks as required.

Person specification

Essential

Experience and knowledge

A minimum of 1-years experience of working in a non-profit organisation

Experience of providing effective administration support in an office or organisational setting

Familiarity with UK charity governance, for example as a trustee, advisor, member of staff, or in an administrative capacity

Experience of dealing with sensitive and confidential information and managing professional boundaries

Experience of implementing new ways of working, including processes which reduce administrative needs

Skills, abilities and attitude

Ability to encourage, support and persuade colleagues to implement new ways of working, including processes which reduce administrative needs

Excellent organisational skills, with the ability to manage multiple tasks and competing priorities

Excellent written communication skills, including proofreading and formatting documents

Tech-literate, including familiarity with using AI appropriately

Ability to prioritise and complete a range of complex tasks with minimal supervision

Commitment to the mission of Breaking Barriers

Commitment to equity, diversity and inclusion

Desirable

Lived experience as a refugee or of forced migration

Experience of working within an organisation supporting asylum seekers and refugees

Experience of working in employability

How to apply

To apply for this role, please provide:

- A CV of no more than 2-sides of A4

- A written response of a total of no more than 600 words illustrating how you meet the following three elements of the person specification:

Experience of providing effective administration support in an office or organisational setting

Familiarity with UK charity governance, for example as a trustee, advisor, member of staff, or in an administrative capacity

Examples of implementing new ways of working, including processes which reduce administrative needs, and your ability to encourage, support and persuade colleagues to implement new ways of working

We expect to receive a large number of applicants for this role. As such, we are unable to consider candidates who do not follow the instructions above.

The recruitment process will involve both assessment and interviews.