DESIRED OUTCOMES

Administration & Support Outcomes

• Prompt & Professional Support: All general enquiries are handled with sensitivity and professionalism and effective administrative support is provided to the entire team.
• System Integrity: All records and data are maintained with a high degree of accuracy and security, ensuring 100% compliance with GDPR and internal data protection policies.
• Operational Continuity: The office runs smoothly and efficiently, with all required compliance checks completed on time and seamless cover provided during absences.
• Accurate Financial Assistance: All monthly administrative tasks related to Gift Aid and finance are completed accurately and submitted on schedule.

Digital & Communications Outcomes

• Effective Platform Management: The website, online forum and online shop are consistently monitored and updated to remain safe, compliant and user-friendly.
• Information Accuracy: All digital resources, including signposting documents and external partner websites, are regularly reviewed to ensure information is accurate and accessible.
• Proactive Digital Compliance: Effective IT support is provided to the team and all digital processes are continuously reviewed to meet the latest compliance requirements.

PURPOSE OF ROLE

We are looking for an experienced administrator to provide cross-functional support to our volunteer coordinators and head office team. You will be the first point of contact for general enquiries and will provide administrative support, with a particular focus on the charity’s digital and compliance needs. This includes overseeing our website, forum and online shop to ensure a safe and supportive environment for our community.
You will also provide administrative assistance to the Financial Controller and support for our specialist groups. This is a key role in our small, dedicated team, helping to steward the charity through a period of growth and increased impact.

KEY RESPONSIBILITIES

Administration & Support

• Act as the first point of contact for general enquiries, ensuring a sensitive and professional response.
• Provide comprehensive administrative support to the CEO, head office team and volunteer coordinators.
• Maintain accurate and secure records, ensuring full compliance with GDPR and our data protection policies.
• Manage general clerical duties including filing, data cleansing and correspondence.
• Assist with administrative tasks for our specialist support groups (e.g., Police Families, BereaveMENt and virtual groups).
• Input and update relevant systems, including Microsoft Office 365 and Better Impact.
• Provide holiday and absence cover for other members of the administration team.
• Assist the Financial Controller with administrative tasks, including Gift Aid claims and bank expenditure processing.
• Ensure office compliance with Health & Safety and First Aid (including Mental Health First Aid) regulations.

Digital & Communications

• Provide administrative support for the SoBS website and online forum, ensuring they remain a safe and compliant environment.
• Coordinate the smooth running of the SoBS online shop, including managing enquiries, stock levels and merchandising.
• Help the team manage IT-related queries and support the rollout of new digital initiatives.
• Ensure all SoBS information is accurate and correctly branded on external partner websites.
• Maintain up-to-date online signposting and resource documents for volunteers and the public.
• Ensure all digital processes and practices meet GDPR, safeguarding and other compliance requirements.