Office Administrator

We’re on the lookout for a new Office Administrator!The Literacy Pirates are looking for an enthusiastic and highly organised individual to run our office and several operations-based projects as we expand our organisation. Everyone loves the Office Administrator because they solve problems and keep us safe online and in the physical HQ. You will be central to supporting the staff team in making sure our operations run smoothly.We are looking for someone with a a demonstrable ability to organise others, high interest and some background in IT and tech, and most importantly, a willingness to learn.
Contract Type:
Full-time, permanent (35 hours per week, 8:30am-4:30pm, Monday to Friday)
Location:
Hackney Ship, Dalston, London (this role is not suitable for remote or home-based working)
Application Deadline:
9am, Tue 28th May 2024
Interviews:
Mon 10th / Tues 11th June 2024
Start Date:
June/July 2024, after successful completion of a DBS
Learn more about our programmesView our Young Pirates’ published productsLearn more about our impactRead our strategy for 2021-24Who we’re looking forYou might have some of these skills and experiences and not all. That’s OK. If you think you can learn fast and will enjoy the work laid out, we really want to hear from you.You can tell us about your experience in different non-commercial settings as well as any work experience. We can teach you the details of the role.The attributes and attitudes we’re looking for are:Highly organised and able to manage many projects at once.Tech savvy and curious about digital innovation.Work well in a busy office environment.Enjoy working in a team, with different people and playing a supportive role.Committed to our mission and the children we work with.Experience of helping to organise an office, or similar (desirable).Experience of working on a Customer Relations Management System, like Salesforce (desirable).Experience of running health and safety checks and working with GDPR protocols (desirable).Experience of leading projects that use an agile project management approach (desirable).ResponsibilitiesOffice AdministrationWork with the SLT to put in place core policies and procedures, and ensure they are reviewed and actioned.Ensure that all health and safety protocols and requirements are met and maintained, to include inspections, audits, risk assessments, certifications, and related record keeping.Ensure health and safety training is in place for the organisation, including first aid, fire drills and evacuation procedures.Liaise with tenants and landlord, ensuring that all staff, visitors and tenants follow the appropriate processes and procedures.Work with all managers and staff to ensure compliance with health and safety legislation and procedures.Manage data processing and handling, ensuring GDPR compliance acting as the organisations Data Protection Officer.Support the Communications Manager in the update of our website.Manage office supplies and suppliers, seeking best value in all our contracts, supplies and services.Manage incoming enquires by phone and email.Facility ManagementFollow and monitor a rota of regular buildings checks, including weekly fire alarm tests, PAT testing etc. to ensure that the building is clean and safe.Direct and supervise contractors on site e.g. cleaners, security staff.Respond to and deal with any facilities problems which arise, including managing any repairs with tenants and landlords.Process invoices and small amount of booking keeping support.Monitor costs and undertake tender process to ensure financial efficiency.Systems
Administration Be the first contact for reporting IT issues, updates and maintenance.Take the lead on modifying and training the team to effectively use our CRM, Salesforce, where necessary use external suppliers to build Salesforce to better meet our needs.Take responsibility for resolving IT issues or liaising with external IT support provider to resolve any IT issues.Ensure that the appropriate physical IT equipment is in place across the organisation, including procurement of new equipment when needed, and keep a thorough and accurate record of all IT assets.Ensure all appropriate network updates, licenses and software are in place and tendered at least every three years.Manage the development and maintenance of our CRM system, Salesforce.Project ManagementManage the design, renovation and logistics of our Hackney Ship when needed.Take an active role, and sometimes lead, in the Team’s digital, agile, and admin projects supporting the SLT to identify the right projects and ensuring they are delivered on time and within budget.Support recruitment of new team members.Manage the marketing and bookings for space hire of our fantastical rooms.GovernanceSupport the Chief Executive and Senior Leadership Team as needed.Maintain accurate and appropriate governance and compliance records.What to expect as a member of the crewBe part of a committed, inclusive organisation that supports its team to thrive. We value each member of our team’s professional development and provide training to make sure you have the chance to develop your skills and grow your experience as part of our expanding team. Click here
for more information about our commitment to Equity, Diversity and Inclusion.Request flexible and home-working arrangements. We know how important your personal life is, so every member of the team is able to apply for flexible and home-working arrangements around their delivery commitments.Receive enhanced sick, maternity, paternity and adoption pay, with supportive parenting arrangements. Your family is important and we are committed to supporting our you as a parent, which is why we go above and beyond our statutory responsibilities.Take a mental wellness day. Staying well means looking after our mental health and physical health so, rather than taking a sick day, a mental wellness day acknowledges that sometimes we can feel overwhelmed, not quite ourselves and we need time out.Take a career break. After four years with The Literacy Pirates, you can take sabbatical leave to pursue personal development or time with your families, and come back to work without needing to end your contract.Gain 24 hour access to qualified counsellors for yourself and your immediate family. Through the Health Assured Employee Assistance Programme , yourself and your immediate family can receive free, confidential advice and support from qualified counsellors, on everything from stress and anxiety to family issues, bereavement and finances.Save up to 39% on a commuter bike and accessories through Cyclescheme . Through our partnership with Cyclescheme, you can get a bike for work with payments automatically taken from your monthly salary and no upfront payments. This means you’ll be able to spread the cost over 12 months and pay less Income Tax and National Insurance.Get time during work hours to volunteer. As an organisation that relies on the passion and generosity of volunteers, we know how valuable volunteering is. We offer all employees 14 hours of volunteering time per year, which you can take by the hour or in one go, so that you can support issues and causes that you care about.Receive 23 days of annual leave per year, plus bank holidays and the days between Christmas and New Year, and increased allowance with service.Get 8% pension contributions, with 3% paid by The Literacy Pirates.If you have been shortlisted for an interview, you will be contacted by Wednesday 29th May.Interviews will take place on Monday 10th / Tuesday 11th June 2024.The successful candidate will be called for a final interview with a few of our Young Pirates on Friday 13th June.To find out more about The Literacy Pirates and the role, come to one of our informal open evenings.Open evenings do not form part of the recruitment process and will take place online on Thursday 9th May, 5-5:30pm and Monday 13th May, 6-6:30pm. To book an open evening, contact ##### employees are required to complete an Enhanced DBS check prior to starting work. You can see our policy on employing those with a criminal record here .If you need to take time from work to attend interviews, we are happy to compensate you for your time.We’re committed to ensuring our recruitment practices are accessible to and inclusive of all prospective candidates. If you require any reasonable adjustments to accessing our recruitment materials or attending interviews, please let us know by emailing #####
or by calling us on 020 ##### #####.
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