Charity Administrator

Job Overview
We are seeking a highly organised and detail-oriented Administrator to join our team. The ideal candidate will play a pivotal role in ensuring the smooth operation of our office by providing comprehensive administrative support. This position requires proficiency in various software applications, excellent communication skills, and a proactive approach to problem-solving.

Duties

• Manage day-to-day office operations, ensuring efficiency and effectiveness in administrative processes.
• Perform data entry tasks accurately and in a timely manner, maintaining up-to-date records.
• Provide clerical support including filing, photocopying, and managing correspondence.
• Maintain an organised office environment by managing supplies and equipment.
• Handle incoming phone calls with professionalism, demonstrating excellent phone etiquette.
• Assist in the preparation of reports and presentations.
• Collaborate with team members to ensure all administrative tasks are completed effectively.
• Deal with enquiries by email, telephone, and post in a personable and timely manner. Filtering enquiries before responding or signposting them to the necessary person.
• Process new family referrals, by communicating with hospitals/other organisations, sending out the relevant information and forms to new beneficiaries and updating filing systems (both electronic and hard copy).
• Communicating sensitively and professionally with our beneficiaries via email, telephone, and post, including those who have experienced bereavement.
• Research wish requests from our beneficiaries and purchase items following the approval of a designated Trustee and volunteer
• Purchase items and resources for the office, family events and caravans
• Keep track of and manage orders and deliveries to the office.
• Be responsible for the handling and processing of post.
• Purchase gift cards for our beneficiaries at Christmas and coordinate the mass postal send out.
• Maintain a comprehensive paper and electronic filing system, keeping contact databases and records up to date, including beneficiary details.
• Deal with visitors to the office in an appropriate and personable manner.
• Format CWCF’s policies and procedures and ensure they are kept up to date.
• Process new volunteer applications by ensuring the application pack is completed in full by the prospective volunteer and requesting two references to assess suitability, before volunteering commences.
• Attend occasional evening and weekend fundraising or family events as required.
• Minute take at meetings

General Responsibilities

• To understand, adhere to and actively implement all the policies and procedures of CWCF and its services at all times.
• To operate and comply with the provisions of the Data Protection Act 1998.
• To safeguard children, young people, and adults at risk, at all times.
• To undertake training as required.
• Assist with other work, events and projects as needed.
• To undertake additional tasks as reasonably requested by the Operations Manager and Trustees.

Qualifications

• Proven experience in an administrative role or similar position is preferred.
• Proficiency in Microsoft apps is highly desirable.
• Strong organisational skills with the ability to manage multiple tasks simultaneously.
• Excellent data entry skills with attention to detail.
• Familiarity with general office procedures and clerical tasks.
• Strong verbal and written communication skills.
• Ability to work independently as well as part of a team, demonstrating a proactive approach to responsibilities.

Person Specification

Essential:

• Commitment to the work of Children with Cancer Fund (Polegate).
• Substantial administration experience within an office environment, including basic financial administration skills.
• A minimum of 5 GCSE’s Grade 9-4 (A*- C) including English and Maths.
• Excellent communication skills including telephone skills.
• IT Literate in Microsoft Office applications including Teams, Outlook, Word, and Excel.
• Excellent teamwork and interpersonal skills.
• Ability to work independently and prioritise and manage a busy workload.
• High level of accuracy and attention to detail.
• Ability to empathise and communicate sensitively with families who may be experiencing distress.
• Reliable, trustworthy, and punctual.

Desirable:

• Experience working in an administrative role for a charity.
• Experience working with children and families experiencing serious illness and/or bereavement.
• Basic understanding of charity legislation.
• First Aid Trained. Although training will be given on site.
• Able to drive – car owner.
• DBS Checked although this will be carried out by CWCF.

If you are looking for an opportunity to contribute to a dynamic team while developing your administrative skills, we encourage you to apply for this exciting role as an Administrator.

Job Types: Part-time, Fixed term contract
Contract length: 6 months

Pay: From £12.50 per hour

Expected hours: 20 per week

Schedule:

• Day shift
• Monday to Friday

Education:

• GCSE or equivalent (preferred)

Experience:

• Administrative experience: 1 year (preferred)

Language:

• English (preferred)

Licence/Certification:

• Driving Licence (preferred)

Work Location: In person

Application deadline: 09/05/2025