Office Administrator
Purpose of the RoleThe Administrator provides essential support across the organisation by maintaining accurate records, supporting compliance, coordinating communication, and ensuring efficient daily operations across the organisation.Key Responsibilities1. Records & Compliance (H&S, Training, Equipment)Maintain and update relevant staff records, including training logs, H&S documentation, equipment registers.Ensure relevant certificates, training dates, and compliance documents remain up to date.Organise appropriate and timely delivery of IT, phone and other equipment as required and in liaison with relevant suppliers as appropriate.Provide staff IDs, access cards and keys as required.2. Database, SharePoint & Digital Filing ManagementMaintain relevant organisational databases and digital filing systems.Manage SharePoint folders and ensure documents are stored, updated and accessible.Support staff with document retrieval and information management.3. Finance AdministrationReview and submit invoices for approval and maintain records of purchases on credit and debit cards and submit on a timely basis for processing.Liaise with the Finance Team to resolve queries and ensure timely payments.Maintain accurate administration logs.4. Office Supplies & Stock CoordinationMonitor stock levels for both sites and reorder supplies when required.Maintain records of stock usage and deliveries.5. Internal CommunicationsPrepare and distribute internal staff updates as appropriate – ideally in liaison with the communications team unless urgent.Support organisational communications and notices where needed.6. Event Planning & AdministrationMaintain logs for events and support planning documentation.Assist with scheduling, preparation and administrative tasks for events and meetings.7. Facilities and Property (including Health & Safety & Fire Compliance Records)Maintain and update organisational and building H&S records, including fire safety certificates and compliance documents.Organise building maintenance as required.Monitor outstanding actions and ensure timely updates.Be a qualified first aider on site.Book H&S-related training and track attendance.Support coordination of fire alarm testing, fire drills and related documentation.Support with reception duties as required.8. Project Administration & Reporting SupportAssist teams with project documents, data collection and reporting processes as required.Maintain project logs and support updates to reporting templates as required.9. Phone & Admin Inbox ManagementMonitor admin and info inboxes, responding to or redirecting queries appropriately.Answer incoming calls and provide first-line administrative support.About You:Required QualificationsIT qualification or demonstrable competence in Microsoft Office and digital systemsWillingness to undertake relevant training, including Health & Safety, safeguarding, and first aid Required Skills and experience Proven experience in an administrative or office support roleStrong organisational skills with the ability to manage multiple tasks and deadlinesExperience maintaining accurate records, logs, and compliance documentationExperience using Microsoft Office (Outlook, Word, Excel, Teams)Experience using SharePoint or similar document management systemsConfidence managing databases, digital filing systems, and information retrievalClear and professional written and verbal communication skillsAbility to liaise effectively with staff, suppliers, and external stakeholdersExperience handling sensitive or confidential information appropriatelyExperience processing records, and basic financial administrationAbility to work accurately with information and maintain clear audit trailsExperience supporting Health & Safety or facilities-related administrationExperience coordinating, equipment, or property maintenanceWillingness to act as a site first aider (training provided if required)Required KnowledgeUnderstanding of administrative best practice within an office or charity settingAwareness of data protection and confidentiality requirements (e.g. GDPR principles)Basic understanding of Health & Safety responsibilities in a workplaceUnderstanding of the importance of accurate record-keeping and complianceSector & Values AwarenessUnderstanding of, or willingness to learn about, working within a specialist sexual violence support organisationAwareness of equality, diversity, and inclusion principlesCommitment to Rape Crisis South London’s feminist, survivor-centred and empowering approachGeneral RequirementsCommitment to safeguarding adults and childrenAbility to work in line with organisational policies and proceduresWillingness to undergo appropriate checks, including DBSCommitment to ongoing learning and developmentWhat We Offer27 days’ annual leave + 8 bank holidays (pro rata)3 extra gifted days (pro rata) between 27–31 DecemberNEST pension (3% employer / 5% employee)Life Assurance, Healthcare Plan, Employee Assistance Programme, and Cycle-To-Work SchemeSupportive, feminist working cultureHow to ApplyPlease send your CV and a cover letter explaining how you meet the person specification.The position is offered on a flexible basis. The post is open to female applicants only as the role is deemed to be a genuine occupational requirement under Schedule 9, Paragraph 1 of the Equality Act 2010.We are an equal opportunities employer, and we are particularly keen to receive applications from women underrepresented in leadership roles in the violence against women and girls movement.No agencies please. Unsolicited emails from agencies will not be responded to.
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