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Administration Support
Job Posted: 4 hours ago
Salary: £ 25,000 - 27,000 / Annum
Job Type: Permanent
Location: Grimsby, North East Lincolnshire
Expire in: a month
Job Description
OFFICE MANAGEMENT
Oversee day-to-day office operations, including ordering supplies, and ensuring smooth administrative processes.
HR Support: Assist in recruitment, HR administration, learning & development, staff onboarding, and maintaining HR records and compliance.
Data & Systems Management: Maintain and update key systems (Salesforce, Kronos, and others), ensuring data accuracy, compliance, and analysis for decision-making.
GDPR & Compliance: Support GDPR compliance, audits, and reporting while ensuring company-wide adherence to data protection policies.
Room & Resource Bookings: Manage booking systems for rooms, meetings, transport, and other resources.
FINANCE AND PAYROLL
Finance Support: Assist with cash handling, purchase orders, invoicing, and approvals in collaboration with the Head of HR & Operations.
Payroll duties: Support with payroll, ensuring timely payments. Accurate records and resolve related queries.
Audit Support: Provide assistance with audits as required, ensuring the accurate preparation and submission of relevant information in line with organisational and regulatory requirements.
RECEPTION AND MEMBERSHIP
Reception & Enquiries: Manage phone, email, and in-person enquiries, ensuring a professional and welcoming environment for all visitors. Support the reception team as needed.
Membership Management: Support membership registrations, ensuring accurate data entry and record-keeping.
Database Accuracy & Compliance: Maintain database accuracy while ensuring GDPR compliance.
Customer Support: Assist young people and parents with membership queries, providing clear and helpful guidance.
IT & COMMUNICATIONS SUPPORT
IT Support: Ensure smooth operations of IT & systems, troubleshooting and reporting basic issues.
Data & Systems Management: Maintain and manage key systems (Salesforce, Kronos, and others), ensuring data accuracy, compliance, and analysis for decision-making.
Systems Champion: Be trained to become our systems champion, provide and support training for the team.
SAFEGUARDING
Policies: Comply with all policies and procedures, with particular reference to safeguarding, codes of conduct, health and safety and equality and diversity. Ensuring that this is reflected in all aspects the role.
Safeguarding: To be alert to issues of safeguarding and child protection, ensuring the welfare and safety of Youth Zone members is promoted and safeguarded, and to report any child protection concerns to the designated Safeguarding leads following the appropriate policies, procedures, and practice.
PERSON SPECIFICATION
Applicants will be expected to demonstrate the experience, skills, knowledge and aptitudes listed below throughout the recruitment process. However, if you don’t meet every single requirement but feel you have strong and relevant transferrable skills or lived experience to draw from, we encourage you to apply anyway. Why?
Studies have shown that women and Black, Asian, Mixed Race & other ethnically diverse people are less likely to apply for jobs unless they meet every single criteria/ competency. OnSide and the Network are dedicated to driving change and to building diverse, inclusive, and authentic workplaces, so if you’re excited about this role but your past experience doesn’t align perfectly please tell us how your experience is transferrable.
YOU MAY BE JUST THE RIGHT CANDIDATE!
SELECTION CRITERIA
EXPERIENCE
Customer service experience in a fast-paced environment or charity setting
Strong organisational skills with the ability to multitask, manage schedules, and keep office operations running smoothly.
Familiarity with basic finance processes, including accounts and budgeting.
Hands-on experience using HR functions, including onboarding and training staff on systems and standard operating procedures, contributing to the smooth and efficient running of the Youth Zone. (advantageous)
SKILLS, KNOWLEDGE AND ATTRIBUTES
The ability to use and maintain office systems and contact databases (for example MS Systems or Salesforce)
Having a proactive approach to supporting staff with IT systems and processes, identifying areas for improvement
A warm, welcoming personality that makes everyone feel at home with excellent communication skills, both face-to-face and over the phone or email.
A collaborative approach, with the ability to work closely with different teams at different levels.
Thrives in a fast-paced, dynamic environment, with an eye for detail and stays calm under pressure.
Ability to work on own initiative and as part of a team maintaining a proactive approach and can-do attitude
A Passion for Young People: A genuine enthusiasm for working in a youth environment
SPECIAL REQUIREMENTS
Qualifications in a related field (e.g, HR, Business, or Finance) are advantageous but not essential and relevant experience will also be considered.
GENERAL INFORMATION
The normal hours of work are 37.5 per week, or those necessary to fulfil the requirements of the position. There will be a requirement to work outside the normal 9 to 5, Monday to Friday, working week, including frequent evenings and weekends. This will mean working flexibly across the week, to suit the needs of both the role and the individual. Preopening and before the Youth Zone is built there will be elements of flexible working.
In accordance with our Child Protection and Safeguarding procedures, this position requires an Enhanced DBS checkBefore You Apply
Do not include the following in your job application, CV, or cover letter:
- Bank details.
- National Insurance number.
- Date of birth.
You should not be asked for payment or irrelevant information. If you have concerns about a job advert or employer, seek guidance on how to proceed.
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