Job Description

Overview

We are seeking a detail-oriented and proactive Office Administrator to join our dynamic team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by providing comprehensive administrative support. This position requires strong organisational skills, excellent phone etiquette, and proficiency in various software applications, including Google Suite.

Trust Jack Foundation work to make sure every child and young person has the love, support and opportunity they need to reach their full potential. If you share the same vision, we want you to join our team.

We are a small passionate and dedicated charity, and very proud of what our charity has achieved so far, we certainly don't stand still - we are excited about our future

We aim to help and support children and young people who have been identified as either suffering from a mental health illness or who are at high risk of suffering from a mental illness.

TJF are committed to improving the emotional wellbeing and mental health of children and

young people and providing support for their parents, guardians and carers.

Driven by our experiences the team at TJF will campaign, research and supply information

and training to, and for all, young people across Lanarkshire.

We are recruiting for an office administrator to join our team in our Stonehouse office, you will become part of a successful team which are dedicated to the growth and development of the charity

Job Purpose

Reporting to the manager to assist with operational and full administrative support to facilitate the smooth running of this fast-growing mental health awareness and Suicide prevention charity.

Main Responsibility

Responsible for the day-to-day administrative and secretarial tasks of the organisation. This includes updating statistics and spreadsheets, filing, shredding, photocopying, typing letters, supporting referrals and assessing basic eligibility, auditing and other administrative tasks as requested by your line manager. You will additionally act as a key point of contact to provide advice, support and guidance to all volunteers ensuring all volunteers records and appropriate training records are up to date. You will support the Manager and Board of Trustees of Trust Jack Foundation regarding all communications (meetings calendar, contact lists, structure charts etc) and you must respond positively and professionally to all referrals and enquiries. Ensure all follow up action has been adhered to in accordance with Trust Jack Foundation guidelines and policies

Other duties

Undertake other duties as reasonably required by the manager including ad hoc project work. Engage in reasonable professional development activities and contribute to the development and support of less experienced colleagues.

Knowledge/Qualifications

Essential

Experience of delivering operational and administrative support.

Answering calls and keeping messenger up to date. Process applications and conduct all relevant checks. Undertake additional duties as directed by manager.

Desirable

Experience of working in an administrative or operational capacity with a third sector/charitable organisation Practical knowledge of data protection, freedom of information

Skills/Essential

Ability to work independently and under supervision. Proven ability to engage effectively as appropriate at all levels of an organisation. Excellent time-management skills and a proven ability to prioritise work effectively and manage competing deadlines. Strong personal resilience and a proven ability to work in a demanding environment. Experience of producing high quality written content (e.g. reports, communications, presentations, correspondence), tailoring language and style, as appropriate. Excellent interpersonal, communication and customer service skills, with a clear appreciation of the need for diplomacy, discretion and confidentiality. Excellent IT skills and an ability to work quickly and productively in Excel and Outlook, ideally experience with Google sheets. Keen eye for detail and strong numeracy with an ability to analyse and present complex information in an effective and accessible way.
We aim to reflect and celebrate in our workforce and at Trust Jack Foundation we understand that being diverse makes us better which is why we support a culture of respect and equal opportunity, and value diversity at the heart of what we do. We want to increase the diversity of our workplace and encourage applications from ethnic minorities as well as others in other represented groups.

To apply please sent an up-to-date CV and a personal statement of no more than 1500 words to tjackfoundation@gmail.com or post to 42 King Street, Stonehouse ML9 3EF

We are committed to safer recruitment practices to protect our service users; therefore, all applicants are expected to understand and commitment to safeguarding best-practice.

Trust Jack Foundation are passionate about promoting equality, valuing diversity, and working inclusively. We welcome applications from all suitably qualified persons.

Closing date midnight 11th July 2025

Job Type: Part-time

Pay: 12.60 per year

Expected hours: 10 per week

Schedule:

Day shift
Language:

English (preferred)
Work Location: In person

Application deadline: 18/07/2025
Reference ID: TJF6