Office Administrator

Tender Education and Arts
London (North), London (Greater)
£13,714 at 20 hours per week (£24,000 pro rata)
04 Dec 2017
04 Jan 2018
Office Administrator
Contract Type
Part Time

Main purpose of the job

  • To ensure the efficient running of the Tender office, including internal and external communication systems, filing, IT, equipment and supplies
  • Maintaining Tender’s data management system Salesforce
  • Supporting the Financial Officer in day to day financial matters

This role reports directly to the Chief Executive

General responsibilities

The staff team in Tender exercise regular, significant discretion in decision-making relating to their day-to-day tasks.  All jobs involve managing processes and/or information, in order to deliver results within a clearly defined area.  All staff are likely to be supporting volunteers by checking routine work and responding to requests for information or guidance.  Staff are expected to interpret and apply guidelines and procedures using judgement and acquired experience, referring to colleagues for solutions to more complex problems.   Tender’s approach is to enable employees to grow and develop their roles, taking on new areas of work as appropriate.

Office administration

  • Ordering stationary and supplies
  • Maintaining annual renewal of insurance
  • Keeping holiday records for all staff
  • Attending the Resource Centre tenants’ meetings
  • Taking, processing and dispatching orders for the sale of any Tender resources e.g. films and training packs
  • Answering the phone and responding to general enquiries or connecting to appropriate staff members
  • Handling incoming mail by post, redirecting internally or responding as appropriate
  • Supporting the Chief Executive and Programmes Manager in developing and maintaining company administration systems
  • Attending and minuting meetings as required
  • Coordinating training sessions including booking rooms and catering, communicating with attendees, registering attendees and processing evaluation forms

Finance Systems Support

  • Submitting accounts to Companies House and the Charity Commission
  • Taking credit card payments
  • Supporting the Finance Manager with any necessary filing of financial information
  • Banking as required
  • Communicating with suppliers and customers when requested by Finance Manager
  • Administration and accounting of the petty cash system
  • Supporting the fundraising team

IT Administration

  • Maintaining and improving Salesforce, which is Tender’s contact database
  • Using Salesforce to produce activity reports
  • Handling incoming emails to non-personal email addresses, redirecting internally or responding as appropriate
  • managing the team diary including the volunteer rota
  • Managing general paper and electronic filing systems
  • Liaising with Tender’s IT support service and supporting the resolution of minor technical problems on a day-to-day basis
  • Basic updates to the website
  • Administration of Eventbrite
  • Producing CPD certificates for training attendees
  • Ensuring IT systems are backed up

Trustee Board

  • Collating and distributing all Board meeting papers as required by the Chief Executive
  • Managing the Board membership
  • Support the Board with all matters relating to the new General Data Protection Regulation (GDPR)

Project Support

  • Supporting with inputting questionnaires if required
  • Assisting with mailing schools if required
  • Assisting with managing and distributing training materials to workshop leaders and schools if required

To apply for this role, send a copy of your CV and cover letter (no more than 2 sides of A4,) to Susie McDonald

For more information please visit Tender's website -

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