Job Description

Overview

We are seeking a highly motivated and detail-oriented Admin Coordinator to join our dynamic team. This role is essential in ensuring the smooth operation of various administrative functions within the organisation. The ideal candidate will possess strong organisational skills, excellent phone etiquette, and proficiency in various software applications to support our daily operations.

The Admin Coordinator will provide essential administrative and coordination support to ensure the smooth operation of services. In addition, the post holder will offer direct executive support to the Director of Operations, ensuring diary management, stakeholder liaison, and project coordination are handled efficiently. The role is vital to maintaining high standards of service delivery, compliance, and effective internal and external communication.

Key ResponsibilitiesAdministrative Support

Maintain accurate and up-to-date records, including case files, reports, meeting notes, and action logs. Process and manage confidential information in line with GDPR and safeguarding standards. Prepare and distribute correspondence, service reports, and documentation as required. Respond to phone and email enquiries promptly and professionally. Monitor and track service delivery data to support internal performance reporting. Maintain office supplies and ensure operational readiness of resources and equipment.

Executive Support to Director of Operations

Manage and coordinate the Director of Operations' diary, scheduling internal and external meetings. Book venues, prepare agendas, and take accurate meeting minutes with clear action points. Handle calls, follow up with finance teams, and liaise with senior stakeholders on behalf of the Director. Draft professional correspondence, presentations, and internal communications as needed. Support the Director with the coordination of key projects, ensuring timelines and deliverables are met.

Coordination & Communication

Act as the first point of contact for internal teams and external partners, including schools, social services, and health professionals. Coordinate meetings across departments and stakeholders, ensuring timely communications and document sharing. Liaise with Family Support Workers to ensure accurate recording of service interventions and family needs. Escalate any delays or concerns in communications or service delivery to appropriate staff.

Operational & Service Support

Assist in the planning and delivery of events, training sessions, and project activities. Coordinate the logistics of family support services, ensuring staff and venues are aligned. Contribute to the development and streamlining of administrative systems and processes. Support service managers with project documentation, budget monitoring, and basic finance tracking.

Compliance & Safeguarding

Ensure all documentation is compliant with safeguarding and data protection regulations. Record and report safeguarding concerns appropriately, ensuring timely escalation. Assist with preparation for audits and service reviews by maintaining accurate and accessible records.

General Duties

Represent the organisation in a professional and culturally competent manner in all interactions. Promote an inclusive and welcoming environment, reflecting the values of Bradford Children and Families Trust. Participate in service development activities, offering ideas and feedback to improve delivery. Undertake any other duties appropriate to the role, as directed by senior leadership.

Person Specification Essential Skills & Experience

Proven experience in an administrative or coordination role. Experience supporting senior staff or executives in diary and communication management. Excellent communication and interpersonal skills across diverse audiences. High proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint). Strong organisational skills with the ability to manage multiple tasks and deadlines. Professional handling of confidential and sensitive information.

Desirable Skills & Experience

Experience in social care, education, community, or health-related sectors. Understanding of safeguarding frameworks and data protection responsibilities. Awareness of the cultural context and specific needs of Roma families. Ability to speak a relevant community language (e.g. Romani, Slovak, Czech, Romanian, Polish).
Job Types: Part-time, Permanent, Apprenticeship, Freelance, Zero hours contract

Pay: 13.00 per hour

Expected hours: 25 per week

Benefits:

Company pension Sick pay Work from home
Schedule:

Monday to Friday
Language:

English (preferred)
Work Location: On the road

Application deadline: 01/09/2025
Reference ID: 15474231
Expected start date: 08/09/2025