• Provide administrative and coordination support across a range of funded projects.
• Coordinate the day-to-day administration of client enquiries and referrals.
• Monitor shared inboxes and referral routes, ensuring enquiries are recorded accurately and passed to the appropriate person.
• Communicate with clients, referrers, colleagues, partner organisations and other stakeholders by phone, email and other agreed methods.
• Check referral information is complete and follow up where further information is required.
• Support with booking, changing and confirming appointments.
• Coordinate practical arrangements including meetings, room bookings, training and project-related activities.
• Produce clear and accurate reports for internal monitoring, management oversight and external funders.
• Gather, check and present project information, activity data and outcomes for reporting purposes.
• Prepare monitoring information, data summaries, project updates and other reports as required.
• Maintain accurate client, project, governance and operational records.
• Complete data entry, audits, data checks and outcome monitoring.
• Identify any gaps, errors or inconsistencies within data and raise these with the appropriate person.
• Support the Chief Operating Officer and Leadership Team with operational tasks, project documentation, meeting papers, agendas, minutes and follow-up actions.
• Assist with governance, compliance, insurance, health and safety, HR and recruitment administration.
• Maintain training records, coordinate training activity and monitor completion.
• Support onboarding and induction processes.
• Maintain electronic and paper filing systems, ensuring information is accurate, confidential and GDPR compliant.
• Respond to appropriate enquiries from colleagues, volunteers, clients and external organisations.
• Monitor and order office supplies and assist with the smooth running of the office.
• Build and maintain positive working relationships with colleagues, clients, referrers, funders and partner organisations.
• Provide general administrative support to the wider team where required.

About You

The ideal candidate will have previous experience within an administration, coordination, project support or operational support role.

You will need to be confident working with data and producing reports, as well as being comfortable communicating with a range of people and managing confidential information.

You should be organised and reliable, with the ability to manage your own workload, meet deadlines and keep others updated on progress.

Essential Skills & Experience

• Previous experience within administration, coordination, project support or a similar role.
• Experience handling enquiries, referrals, appointments, project tasks or similar processes.
• Experience producing reports, monitoring information or data summaries.
• Experience with data entry, auditing and reporting.
• Experience using Microsoft Office, including email, documents and spreadsheets.
• Excellent attention to detail and accuracy.
• Ability to organise and maintain confidential information.
• Strong written and verbal communication skills.
• Understanding of GDPR and confidentiality.
• Ability to manage multiple tasks and priorities.
• Ability to work independently and as part of a team.
• Ability to maintain professional boundaries.
• Reliable, accountable and willing to ask for support or clarification when required.
• Willingness to complete an Enhanced DBS check where required.

Desirable Experience

• Experience of project coordination or funded project administration.
• Experience within governance, compliance, HR, health and safety or training administration.
• Experience working within a charity, CIC, community or voluntary sector organisation.
• Experience working within a trauma-informed, mental health, domestic abuse, sexual violence or similar environment.
• Experience communicating with external stakeholders, funders or partner organisations.
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