We’re Hiring! – Administrative Coordinator

26th October 2022 Blog

Job Title: Administrative Coordinator 

Organisation: Osca Agency

Contract Type: Permanent

Working Pattern: Part-time: 2.5 days per week (17.5 hours), spread over 4 or 5 days (e.g. 3.5 hours per day)

Location: Remote (within UK)

Salary: £26,000-£28,000 per annum pro rata (depending on experience)

Closing Date: 17th November 2022, 23:59

Summary

Osca Agency is a small social impact consultancy that supports clients from the public, charity and social enterprise sectors with a range of activities, including training, facilitation, evaluation and strategy support.

We are looking for an experienced administrative professional to join our team. The Administrative Co-ordinator role is essential to the smooth running of day-to-day operations. A lynchpin that sits at the heart of what we do.

Overview of the role

The Administrative Coordinator role includes running all of Osca’s systems, including the booking and onboarding processes for our training programmes, our communications activities, and updating our website. However, being a small organisation, the requirements can be quite varied including the compiling of evaluation reports, and undertaking research where required.

Osca is a virtual organisation hence the position is entirely remote, though travel to project meetings may be necessary on occasion. Benefits include a competitive salary, 25 days annual leave pro rata, and the opportunity to work flexibly, both in terms of time and location. 

The successful candidate will have at least two years’ experience in an administrative role; will be self-motivated, happy to work autonomously, and able to manage their workload independently; and will have strong organisational, communication and ICT skills. 

Strong written and verbal communication skills: able to provide clear and concise information in response to enquiries, confidently liaise with stakeholders, accurately proofread documents, and contribute to newsletters, bids and other written pieces. For those interested, there is the potential to expand the role in the future to take on more project management and delivery. The salary range intends to reflect both this potential future growth in role, as well as the varying levels of experience different candidates will bring. 


Values for success

We anticipate the following values being critical for a good fit:

  • Quality – striving for excellence in what we do.
  • Love systems – including spreadsheets, databases, and online tools like Mailchimp, WordPress, SurveyMonkey, plus being keen to learn new ones.
  • Autonomy – enjoy self-direction with a track record of working independently.
  • Flexibility – willing to be flexible to new activities, and varying work demands.


Key responsibilities

  • Overseeing the booking and onboarding process for training programmes (sending timed communications to participants, responding to enquiries, providing updates to clients).
  • Managing training participant data and keeping data management systems up to date.
  • Overseeing venue booking processes (obtaining quotes, calculating costs and ensuring preparations are in place).
  • Producing evaluation reports, presenting qualitative and quantitative data.
  • Supporting the overall management of projects, holding certain processes and contributing to strategy. 
  • Scheduling and co-facilitating meetings (and other events) with external stakeholders, taking comprehensive notes and capturing next steps.
  • Corresponding with clients and stakeholders, providing updates and summarising key information.
  • Supporting the production of materials (slides and written documents) for meetings and training courses.
  • Compiling and writing communications such as web copy and newsletters.
  • Responding to email and phone enquiries as first point of contact, being available at least four days per week.
  • Implementing website updates.
  • Other ad hoc duties such as conducting desk-based research.


Essential skills and experience

  • Minimum two years’ experience in an administrative role or similar.
  • Excellent organisational skills, with the ability to hold complex processes independently, pay attention to details, and prioritise workload effectively.
  • Strong written and verbal communication skills: able to provide clear and concise information in response to enquiries, confidently liaise with stakeholders, accurately proofread documents, and contribute to newsletters, bids and other written pieces.
  • Good numeracy skills: able to work with numerical data, make basic statistical calculations and produce graphs and tables.
  • Good analytical skills: able to undertake desk research tasks, finding and presenting required information, and to draw insights from qualitative and quantitative data.
  • General ICT proficiency (In particular, Microsoft Office suite, Google Docs, Gmail, Zoom).


Desirable skills and experience

  • Experience of working in or with the charity or social enterprise sectors and a passion for social and environmental causes.
  • Knowledge of health and social care organisations and systems.
  • Facilitation skills.
  • Research skills and experience such as desk-based research and conducting interviews.
  • Experience in producing evaluation reports, analysing and presenting survey response data (qualitative and quantitative).
  • Experience in producing written pieces such as funding bids, blogs and other communications.
  • Proficiency in using Adobe InDesign and Photoshop.
  • Experience working with WordPress, with the ability to implement basic website updates.
  • Experience of using Mailchimp or producing and sending e-newsletters.
  • Knowledge of UK data protection laws and experience of following regulation when working with personal information.

As mentioned above, there is also the opportunity for those interested to grow the role to take on more responsibility in project management and delivery in the future, reflecting the candidate’s interests and skillsets. This is entirely optional.


Selection process

We will assess applications for experience against the essential and desirable criteria specified, prioritising essential criteria. Successful candidates will be invited to interview via video conference (Zoom) on Tuesday 22nd November 2022 if you could please make yourself available.


Application

To apply for the role please email your CV and maximum two-page cover letter to hello@osca.co before 11:59pm on Thursday 17th November 2022, with the subject line “[Your Name] / Administrative Co-ordinator Application”. In the cover letter, briefly tell us:

  • About yourself and your suitability for the role;
  • The most important things to you about your work;
  • What you would like out of the role;
  • When you would be able to start;
  • Where you heard about the opportunity; and
  • If you will be available on Tuesday 22nd November 2022 for interview.

In addition to submitting your CV and cover letter, please also complete the Equality and Diversity Monitoring form. (This is completely anonymous and will not affect your application.)

Note: The successful candidate will be required to provide proof of eligibility to work in the UK. 

Being a small organisation, we are unable to speak with potential candidates before interview. If you have any questions about specific elements of the application process, email hello@osca.co also. Also, please note that the job offer will be subject to references.

For more information about our work, please visit www.osca.co and www.coachingforhealth.org