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Office Administrator

Part-time administrator (18 hours a week) Supporting the everyday running of Reading based Sport in Mind. £8,424 pa

Reading, RG1 8EQ
Contact Name
Neil Harris
Contact Email

About Office Administrator

Job Description

Job Title

Sport in Mind Administrator (Part-time)


Reading, Berkshire

Grade/Salary Range

£8,424 per annum (18 hours per week)

Job Purpose

  1. Work closely with the Sport in Mind team to support the everyday running of the service.

Designation of Post and Position within Service

  1. Responsible to Sport in Mind Chief Executive Officer.

Main Duties and Responsibilities

  1. Support the Trustees, CEO, Development Officers, coaches, sessional staff and volunteers deliver a high quality service for service users, maintaining the highly regarded reputation that the charity has gained.
  2. Work closely with external partners to support participant referrals to sessions, this may include the health sector or other external partners.
  3. Deal with enquiries from all communication sources (e.g. telephone calls/texts, email, social media).
  1. Provide a supportive and informative practices for people accessing sessions, empowering them to attend (e.g. send a map, address, provide participant forms, explain what to expect on arrival, make staff aware of new arrivals, and follow up on experience).
  1. Complete and file invoices.
  2. Complete procurement and order purchases for team members.
  3. Organise and manage bookings (e.g. leisure centres, community centres, meeting hires).
  4. Update information for communication materials (e.g. posters, leaflets, newsletters and website).
  5. Be responsible for money handling (e.g. cashing cheques, collecting and delivering money pots).
  6. Collect and sort post, deal with any enquires.
  7. Write letters and complete administrative tasks (e.g. booking train tickets).
  8. Organise participant paperwork adhering to GDPR regulations.
  9. Ensure the Sport in Mind Office is kept tidy and presentable for when we have visitors.
  10. Take minutes, write up and distribute for occasional meetings.
  11. Complete data entry for sessions.
  12. Collect and organise any equipment required for sessions including distributing t-shirts.
  13. Attend and support internal and external events when appropriate and necessary.
  14. Support with ad-hock charitable matters.
  15. Be committed to good practice and ensure familiarity with all Sport in Mind policies and procedures (e.g. health and safety, confidentiality and safeguarding)
  16. To promote equality and diversity in all aspects of your work by developing and maintaining relationships, ensuring that colleagues are treated fairly and with respect/dignity.

Scope of Job (Budgetary/Resource Control/Impact)

  1. To initiate financial orders (up to £3,000) and maintain an organised budget record of invoices/transfers.

Special/Other Requirements/Responsibilities of this Post

Level of DBS check required for this post

Enhanced with a check of the barring list(s)

If *, does the post require a check against the list of people barred from working with vulnerable adults?


If *, does the post require a check against the list of people barred from working with children?


What other security/safer recruitment clearances are required for this post? (excluding standard identity/work permit/education qualification checks)


Responsibility for Health & Safety:


Please specify any other Statutory Duties and/or responsibilities of this post not already covered in the "Main Duties & Responsibilities" above


Person Specification


  1. Good education qualifications


  1. Administrative experience (Filing, organising, purchasing, invoices and GDPR)
  2. Working with vulnerable diverse communities
  3. Providing a nurturing and supportive attitude
  4. Communicating through all platforms including social media
  5. Money handling
  6. Working with highly confidential information

Skills, Abilities & Competencies

  1. Excellent IT skills
  2. Highly organised – effective administration skills
  3. Ability to work independently and as part of a team
  4. Excellent communication, written and verbal
  5. Excellent interpersonal skills

Specific Working Requirements

  1. Office based with specific allocated work days with flexibility within the core hours of 8am-6pm.
  2. Able to work occasional unsocial hours including weekend, bank holidays and occasional evenings where appropriate.
  3. Must bring a positive and enthusiastic image to the service you provide.
  4. Commitment to policies and procedures including equal opportunities.
  5. Willing and able to travel to different locations across Berkshire if necessary on an ad-hock basis.

To submit a CV or gain any further information please email

Closing date is Monday 22nd July (midnight)

Interview dates W/C 12th August

Start date W/C 9th September

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