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| Job Title | Office Administrator |
| Organisation | SOS Children’s Villages UK |
| Location | Office-based (Cambridge UK, CB2 1AB) or hybrid (minimum 3-days per week in the office, must be flexible) |
| Salary | £22,000 – £24,000 dependent on experience |
| Contract | Permanent |
| Hours | 35 hours per week (full-time); Monday – Friday. Flexible working options can be considered. |
| Reporting To | Office Manager |
| Direct Reports | None |
Table of contents
Apply as soon as possible; we will review applications as they are received , and interview accordingly until the position is filled. Application details on page 5.
About SOS Children’s Villages UK
SOS Children’s Villages UK is part of a global federation operating in over 130 countries and territories around the world. Founded in 1949, SOS Children’s Villages is the world’s largest non-governmental organisation focused on supporting children and young people without parental care or at risk of losing it. We exist to ensure that every child has the bonds they need to become their strongest selves.
Together we work to fund, develop, and implement a comprehensive range of holistic programmes that work to break the cycle of child neglect, abuse, and exploitation. In 2022 SOS Children’s Villages UK, supported vulnerable children in 115 countries.
We ensure children and young people have the bonds they need by preventing families from breaking down, protecting children, and advocating for children and young people. We empower individual children, young people and families, and develop a range of quality programmes and services suited to their individual needs and local contexts.
We work in four main areas:
- Strengthening families
- Caring for children
- Youth employability and education
- Protecting children in emergencies
As a child, you need someone who truly sees you – who stands by you no matter what. Someone who holds you close when you are small and believes in you when you are ready to step into the world. This is why we’re here.
Our purpose
A child that feels safe, loved and respected has the power to change the world. SOS Children’s Villages UK exists to ensure that no child grows up alone, and that every child grows up with the bonds they need to become their strongest selves.
Also read: NECTA Matokeo ya kidato cha Nne 2023
Each child is unique – they have their own needs, come from different circumstances, and possess an individual potential for impacting the world. We work with each child, so their voice is heard, and they have a say in the care and support they receive.
Right now, 1 in 10 children worldwide are at risk of growing up alone. SOS Children’s Villages works with the world’s most vulnerable children, providing essential support to families and children who are at risk of separation and protecting children who have lost parental care from further harm.
Our values
SOS Children’s Villages UK’s values are at the heart of everything we do.
For more information, please visit www.soschildrensvillages.org.uk (UK office) and www.soschildrensvillages.org (international office).
About the Role:
You will be a key support to the Charity with day-to-day responsibility of delivering administrative assistance across a wide range of functions.
The role will be largely standalone and mainly focus on the areas of administration, office co-ordination, health & safety, finance income processing, supporter care and project assistance. There is opportunity with this role to advance or take on a wider range of work, if you perform well.
The ideal candidate will:
- Understand the skills required working within an administration role.
- Be motivated and provide excellent verbal and written communication as needed to work within a hybrid/remote team.
- Be able to demonstrate attention to detail and accuracy.
- Show flexibility in approach to tasks and understanding of the need for adaptability if plans & priorities change.
- Have fantastic organisation and time management skills, with the ability to juggle regular and ad-hoc tasks/projects.
- Be able to use and learn new systems.
- Enjoy working in a standalone capacity as well as a small team and the variety of responsibilities this offers.
SPECIFIC RESPONSIBILITIES INCLUDE:
- Office Administration
- Oversee the day-to-day office environment so that it meets high standards of employee care while meeting SOS UK’s obligations as an employer.
- Responsible for sorting, organising, and distributing mail and couriers.
- Responsible for general tidiness and organisation of the office space, including monitoring the outsourced cleaning services and contractors.
- Managing and ordering office supplies such as stationery, kitchen supplies and required equipment to ensure smooth office operations.
- Managing access to the office by way of an entry system.
- Provide HR administrative support to the Office Manager as needed.
- Assist with the planning and organisation of staff team/Board meetings and events.
- Facilitate travel logistics for the team, and Chair/Board as required, including booking flights, accommodation, Visas, pre-trip risk assessments, and other necessary arrangements.
- Support at Board, sub-committee, and other organisational meetings; minute taking and assisting the SMT and Chair in ensuring Board and committee meetings run effectively and efficiently, including papers and other materials are delivered on time and in a format that is easily accessible, while ensuring confidentiality of content.
- Office Health & Safety
- Acting as a Safety Representative for the office, with Fire Marshall and First Aider duties.
- Carrying out safety inductions and refreshers for staff and visitors.
- Maintaining a general safe office environment in accordance with the Health and Safety Policy.
- Supporting, updating and implementing safety procedures.
- Assist in carrying out office risk assessments.
- Scheduling office maintenance, inspection, and repairs.
- Supporter Care
- First point of contact for the office and general telephone enquiries.
- Management of the general email inbox.
- Assist with provision of supporter correspondence and updates.
- Cover of ad hoc supporter care administrative tasks in busy periods and absences.
- Finance Administration
- Processing and reporting income received, including banking, liaising with the finance and supporter care teams.
- Administering online donation systems.
- Data entry into finance and supporter databases.
Other:
- Apply SOS UK’s core values to all work and ensure they are embedded in all policies and practices.
- Implement the Equal Opportunities policy into daily activities.
- Develop professionally through training and guidance.
- Be responsible for your own health and safety and that of your colleagues, in accordance with the Health & Safety at Work Act (1974) and relevant EC Directives, including reporting any health and safety hazard immediately when you become aware of it.
- Contribute to achieving the overall objectives of SOS Children’s Villages UK. Understand and follow child safeguarding procedures.
- Understand and follow all SOS Children’s Villages UK protocols and processes in line with the employee handbook.
- Actively participate in team meetings, contributing valuable insights and feedback.
- Promote a culture of continuous improvement, seeking feedback and recommending enhancements to existing processes.
- Undertake any other duties as may reasonably be required in this post.
Training will be provided.
PERSON SPECIFICATION
Essential criteria:
- Organised
- Good attention to detail
- Excellent written and verbal communication skills in English
- Good numerical skills Ability to work well independently and in a team.
- Good time management skills with the ability to prioritise work, handle conflicting demands and meet deadlines.
- Good IT skills, and the aptitude to learn and use unfamiliar office systems.
- Able to work on own initiative with minimal supervision.
- Flexible and adaptable with a problem-solving approach
- Discretion and confidentiality
Desirable criteria:
- Experience working in a similar or related role such as Office Assistant or Receptionist.
- Experience of travel arrangement, diary management and minute taking.
- Experience as a Fire Marshall and First Aider
- Previous use of a CRM system (e.g., Salesforce)
- Familiarity with Microsoft 365
Personal Attributes / Qualities:
- Able to reflect SOS UK’s values (detailed above) in how you conduct yourself at work and with others.
- Self-motivated
- Reliable
- Responsible, patient, flexible and a good relationship builder.
- Open to new ways of working, learning new tasks and skills as required.
- Enthusiastic about the opportunity in this role
Further information
SOS Children’s Villages UK is an equal opportunity employer that is committed to encouraging equality, diversity and inclusion in the workplace, and eliminating unlawful discrimination within all employment practices within our organisation. Discrimination and harassment of any kind based on any protected characteristic is prohibited, and recruitment decisions are based on experience, qualifications, merit, and business needs at the time.
Upon conditional offers of employment, professional references and a self-declaration & disclosure form are required as part of the safer recruitment procedure in our Safeguarding Policy. A Disclosure and Barring Service (DBS) check will also be required.
Next Steps
Ready to join our team? Please apply by email with a copy of your CV, and a supporting cover letter outlining why you are applying for this specific role.
Send your CV and cover letter to careers@sosuk.org for the attention of Karis Mulholland, Office Manager. Please note, CVs without covering letters will not be considered.
Review of applications will continue until the position is filled.
Interviews will be conducted either by video conference or at our Cambridge office (CB2 1AB).
We’re excited to hear from you!
Benefits of working at SOS Children’s Villages UK
- A vibrant and supportive team that believes in collaboration and innovation, where individuals are trusted and supported to achieve their objectives and work independently.
- A role where your contributions impact the lives of children worldwide.
- A commitment to your personal and professional development.
- Flexibility in working hours and the opportunity for remote work.
- An excellent benefits package including:
- Flexible working 25 days annual leave entitlement, plus 8 paid bank holidays and non-bank holiday working days during the office closure between Christmas and New Year are treated as additional paid time off.
- Training & Development policy
- Employee Assistance Programme
- Life Assurance Cover o Enhanced sick pay
- Enhanced maternity pay
- Charity/Volunteer Days a maximum of 2 days per annum
- Pension Scheme Membership
- Sabbatical leave
- Travel loan
- Cycle to Work Scheme
Additional resources
- SOS Children’s Villages UK organogram (see below)
- SOS Children’s Villages UK latest Annual Report
- Why work for SOS UK
- Code of Conduct Regulation (sos-childrensvillages.org)
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