Charity Administrator

Introduction

Orchid, the male cancer charity is looking to appoint a Charity Administrator. This is an excellent opportunity to join a small but dynamic, growing charity. You will be responsible for the day-to-day running of the office as well as providing administrative and project support to the Awareness and Information Manager.

This is a key role for the charity and we are looking for someone who relishes a challenge and enjoys developing new systems, as well as being able to work independently on their own initiative. There will be opportunities for involvement in project work and events.

About Orchid

Over 37,400 men are diagnosed every year in the UK with testicular, prostate and penile cancer. Orchid is the UK’s leading charity working in the area of male-specific cancers.

Established in 1996 by testicular cancer patient Colin Osborne, and the oncologist who saved his life, Professor Tim Oliver, we provide support for people affected by or interested in these cancers through fundinga world-class research programme, awareness and education campaigns, leaflets and specialist Factsheets, an award winning DVD ‘Know Your Balls-Check Em Out’, a dedicated website a newsletter, email enquiry service and online forum. Last year alone, we distributed over 90,000 items of information and a further 1,200 DVDs. We also work closely with healthcare professionals, community groups, other not for profit organisations, the business community and the media to raise awareness of these cancers, their symptoms, treatments options and aftercare.

Orchid has achieved significant success in a short space of time. However there is still more work to be done and we have ambitious and exciting plans for the future. We want to invest further in our research programme, develop new services, and raise awareness of testicular, prostate, and penile cancer.

Charity Administrator

Job purpose

  • To ensure the efficient day-to-day operation of Orchid’s office systems.
  • To provide administrative and project support to the Awareness and Information Manager.

Duties and key responsibilities

Office systems

  • To be responsible for the operation of all office systems including:
  • electronic and paper filing and archiving
  • database input, management and development
  • general correspondence
  • press cuttings
  • ordering and managing supplies - stationery, general and specialist merchandise
  • postal systems
  • To manage maintenance, IT equipment and service providers on a day-to-day basis.
  • To work with colleagues to ensure that Orchid is adhering to data protection, gift aid rules, health and safety and other workplace legislation.

Communications

  • To act as the first point of contact for all enquiries into the charity, including email, letters, telephone and face to face.
  • To respond appropriately and sensitively to enquiries and requests for information.
  • Maintain an effective system of processing and despatching awareness orders.
  • To organise mailings and communications eg newsletters.
  • Develop and manage systems for acknowledging donations to the charity.
  • To undertake basic updating of the charity’s website.

Administrative support

  • To provide administrative support to the Awareness and Information Manager including arranging meetings and events, organising travel, replying to emails.
  • To provide general assistance to the Fundraising Team as required.
  • To prepare and circulate meeting papers for Trustee meetings.

Finance/accounts

  • To develop and maintain our in-house electronic system, Raiser’s Edge, for recording financial transactions.
  • To take responsibility for daily/weekly banking and petty cash.

Other

  • To assist the Events Team at key periods with processing donations and applications etc.
  • To attend Orchid Events (on occasion outside of working hours) to help with the logistics and administration.
  • The post holder will be working in a developing environment and he/she will therefore be required to undertake other appropriate duties as necessary for the efficient operation of Orchid.

Person specification

Education, training, qualifications:

  • Educated to A Level standard essential - degree level education is desirable
  • Evidence of a high standard of literacy and numeracy.

Skills and abilities:

  • Excellent customer service and telephone skills, including the ability to communicate clearly and accurately both verbally and in writing.
  • Ability to respond sensitively and deal diplomatically with a wide range of people.
  • Excellent keyboard and IT skills, working with Word, Excel and Outlook.
  • Ability to manage a busy and varied workload, paying attention to detail.
  • Ability to work on own initiative and work effectively within a team.
  • Ability to take on new tasks and provide effective solutions.

Experience:

  • Establishing and maintaining administrative and office procedures, ideally within a charity.
  • Using databases including entering information and running reports.
  • Finance systems.
  • Dealing with office suppliers and contractors.

Knowledge:

  • Clear understanding of confidentiality with written and computerised materials, and telephone conversations.
  • Health and safety issues affecting staff, volunteers and the workplace (or a willingness to be trained).
  • Voluntary sector.

Other:

  • Commitment to improving the lives of people affected by male cancer.
  • Support for Orchid’s values and carry out all responsibilities with due regard to Orchid’s policies and procedures.

Package

Location:St Pauls, London EC1

Salary:£17,500

Hours: 37.5 hours per week although 30 hours will be considered

On occasion, flexibility will be required to work longer hours -time off in lieu will be given.

Annual leave:25 days per annum, plus public holidays

Pension:Orchid provides a stakeholder pension arrangement for individual staff members to participate in as they wish. Following 6 months employment, the charity will match a personal contribution of up to 3% of the salary (although the individual may contribute more at their own discretion)

NoticeThe post is subject to a 1 month notice period after the probation period

Probation periodEmployment is subject to a 6 month probation period, during which the notice period is one week

Training:Orchid is committed to the training and ongoing development of its staff.

Orchid is an equal opportunities employer