Job Description

Are you a highly organised, reliable, and calm? administrator?
We are looking for a proactive Team Administrator to play a key role in keeping Lupus UK running smoothly by providing vital support across all teams and functions. If you are someone who can confidently manage multiple tasks and priorities, enjoys working in a collaborative environment, this role could be perfect for you.

About the role:

You will provide high quality administrative support across all departments to help ensure the smooth day to day running of our office and operations. This includes being the first point of contact for incoming telephone calls, organising meetings, supporting with event logistics, and maintaining effective internal processes. The role requires strong organisational skills, attention to detail, and excellent communication.

This is a hybrid role, full time 35hrs per week, you will be based at our Romford head office three days a week, with two days working remotely.

What we are looking for:

Purpose

The Administrator will play a central role in supporting the smooth day-to-day running of Lupus UK's office and operations. Reporting directly to the Finance and Resource Manager, the role provides executive assistance, office management, and administrative support across all the departments. This role will also be the first port of call for general office enquires over the phone. This is a varied and vital role at the heart of a small, supportive team, offering a great opportunity to contribute to meaningful work in the charity sector.

Key Responsibilities

Executive and Leadership Support

Provide diary management and meeting coordination support to the CEO and to Senior Leadership Team (as required). Assist the leadership team with any key project work e.g. preparing documents and sending out surveys (email and post)
Meetings and events

Organise and coordinate meetings and events including scheduling diaries, arranging travel and accommodation, booking venues and catering, printing and sending out mailings. Liaise with internal colleagues and external attendees to ensure smooth communication and logistics throughout. Assisting with the logistics and planning of Team and Trustee Away Days.
Office and Facilities Administration

Responsible for professionally answering and directing incoming phone calls. Supporting fundraising team with mailouts. Maintain office supplies, including ordering stationery and cleaning products. Oversee office environment, ensuring it is fully operational and well maintained by liaising with suppliers and contractors (e.g. for cleaning and building maintenance). Act as point of contact for general office enquiries.
HR and Staff Support

Work alongside the Finance and Resource Manager to:

Maintain staff holiday and absence records, (e.g. Breather HR). Assist with internal communications, including helping to develop and maintain the charity's SharePoint intranet with news, key events, and essential documents.
General Administration

Assist with weekly banking, including counting cash and preparing deposits alongside the Development Manager. Respond to email and phone enquiries, directing them to the appropriate team members. Perform general admin tasks such as opening post in line with the cash handling policy, scanning post, and forwarding to relevant staff. Managing courier collections and deliveries etc Maintain physical and digital filing systems. Work closely with the Finance and Resource Manager to streamline administrative processes and improvements.
Any other duties relevant to the post.

Person Specification:

Essential:

Proven experience in an administrative or office support role in a similar position working across departments and teams to provide support or a demonstratable ability to do this Excellent organisational and time management skills, the ability to manage multiple tasks and deadlines effectively. Strong organisational skills and attention to detail. Excellent communication skills - written and verbal. Proficient in Microsoft Office, especially Outlook, Word, and Excel. Comfortable handling sensitive and confidential information. Ability to work independently and take initiative Demonstrable ability to plan and prioritise own workload with minimum supervision Experience of coordinating meetings or events (e.g. booking venues, arranging travel, preparing materials)
Desirable:

Experience working in a charity or non-profit environment. Experience providing diary support or administrative assistance to senior staff Familiar using HR systems such as BreatheHR to track annual leave and sickness Knowledge of finance administration. (petty cash, banking) Some knowledge of CRMs. Comfortable working with SharePoint of similar platforms
What We offer:

20 days annual leave (pro rata) plus bank holidays 5% employer pension contribution Flexible and hybrid working options The opportunity to be part of a small, supportive team making a real difference to people's lives Death in service benefit Access to Assured Care support services
Application Instructions:

Please submit a CV (no more than three pages of A4) and covering letter (no more than two pages of A4). Send to headoffice@lupusuk.org.uk

Your covering letter should explain why you are interested in the role and how you meet the person specification, with examples where possible (unless clearly shown in your CV).

Interviews will take place online on Tuesday 2nd September.
Shortlisted candidates will then be invited to our Romford office for a second-stage informal meeting with SLT and meet staff.

Job Types: Full-time, Permanent

Pay: 25,895.00-28,082.00 per year

Benefits:

Company pension On-site parking Work from home
Language:

English (preferred)
Work Location: Hybrid remote in Romford RM1 3NH