Hub Operations & Admin Assistant

Description

Kairos Women Working Together (Kairos) was founded in 1999 by a group of women in Coventry who recognised that those facing multiple disadvantages, and therefore most at risk of sexual exploitation, were falling through the cracks of existing services. From grassroots beginnings, Kairos has grown into a respected, feminist led, specialist women s organisation rooted in the community it serves.

Over the next 5 years, Kairos will strengthen our new Women s Hub as a safe, accessible, trauma-informed women s centre delivering best practice responses, expand our services to meet women s needs, strengthen partnerships, and influence systems so that no woman is left behind.

To do this we are seeking an organised, empathetic, and proficient individual to ensure the smooth operation of our hub.

This part-time role provides essential front-of-house support greeting and assisting women arriving at the hub with sensitivity and professionalism while also handling a broad range of administrative duties. From digital communications to accurate data entry & record keeping, ordering supplies and liaising with key partners and contractors you ll help ensure our hub is kept safe, clean and ready for us to welcome visitors and women attending our groups and services.

If you have proven experience in office administration, strong IT skills (including Microsoft Office and familiarity with graphic design tools like Canva), and a commitment to our values and ethos, we want to hear from you.

Post Salary: GBP25,878 per annum, pro rata hours worked

Working hours: 22.5 hours per week, worked over Monday to Friday

Location: Kairos Women s Hub, Old Grammar School, 31 Silver Street, Coventry, CV1 1HP.

This post is restricted to female applicants only under Section 9 of the Equality Act 2010. An enhanced DBS disclosure will be required.

Overview of Post

The Operations & Administration Support role is a vital part-time position responsible for the seamless operational flow of Kairos. Key duties encompass a broad range of administrative functions, from managing the main email inbox and creating visual content to accurate data entry and essential record-keeping. The role provides front-of-house support, welcoming women and visitors attending our Women s Hub and ensuring its smooth running through monitoring and ordering essential supplies and liaising with CV Life regarding building maintenance and cleaning services. The role requires an organised, empathetic, and proficient administrator capable of supporting front line staff and the Senior Leadership Team.

Main Responsibilities

Digital & Communications

Manage the admin email inbox, responding to all queries promptly and forwarding communications to relevant staff members as appropriate

Open, scan, and distribute post to appropriate recipients

Use online graphic design tools to create visual content such as posters, signs and information sheets for use in the Women s Hub and on social media.

Assist the Senior Leadership Team in website updates and social media content.

Reception

Welcome women arriving at the Women s Hub with empathy and professionalism, responding with particular sensitivity to any who may be distressed

Use knowledge of local services, advocacy, and rights to direct women to appropriate support, so ensuring no one leaves without assistance or alternative referral options

Welcome visitors and external partners attending meetings, assisting in preparation of refreshments as required

Assist the Support & Services Lead in ordering bus passes

Compliance & Governance

Assist the Support & Services Lead in maintaining safeguarding records and procedures, entering and updating concerns on the log.

Assist colleagues in maintaining an accurate record of women attending groups and services, entering individual service user details onto the database.

Maintain and circulate a quarterly policy review schedule to the Senior Leadership Team.

Coordinate policy update processes and distribution

Financial & Procurement Management

Administer procurement processes for office supplies and equipment

Assist the Finance & Impact Lead during contract reviews and negotiations, e.g. by researching best value and actively requesting charity discounts from suppliers

Assist Finance & Impact Lead in reviewing service contracts for energy, phone, internet, and insurance

Facilities & Building Management

Assist the team in ensuring the Women s Hub and courtyard is clean, tidy and free of rubbish, ready to welcome women and visitors.

Manage and monitor waste collection schedules (general waste, recycling, food waste) and coordinate sanitary bin and confidential waste collections

Maintain stock levels of essential supplies (e.g. toilet rolls, paper towels, soap, health and safety products)

Liaise with CV Life regarding building maintenance and repairs, and with cleaning services

Arrange annual PAT testing of all electrical equipment

Assist the designated Health & Safety Officer in

conducting periodic checks of the security alarm systems and access procedures

identifying and resolving health and safety issues, maintaining accurate incident logs

Relationship Management

Maintain positive relationships with key service providers

Support SLT, front line team and volunteers with operational queries, liaising with contractors as required.

Keep stakeholders informed of relevant developments and maintain regular communication

HR Administration Support

Conduct annual driving license checks for staff who drive for work

Verify MOT and tax status for vehicles used for work purposes

Provide administrative support to the Volunteering & Community Engagement Lead and Support & Services Lead during recruitment.

Health and Safety

Assist the designated Health and Safety Officer in conducting and recording risk assessments and monitoring their implementation

Record workplace accidents

Maintain supplies of condoms and pregnancy tests, liaising with Public Health

IT & Equipment Management

Manage inventory of laptops and mobile phones, and assist the Support & Services Lead by logging and monitoring SIM cards.

Liaise with IT service provider for equipment procurement and technical support

Coordinate laptop setup and configuration for new staff

Assist Finance & Impact Lead in procuring replacement devices as needed, seeking best value options

Manage and review mobile phone contracts

Maintain accurate records of equipment allocation and contract expiry date

Person Specification

Experience

Previous experience in office administration

Proficiency in IT: Strong skills in Microsoft Office (Word, Excel) and experience using databases or CRM software

Familiarity with online graphic design tools e.g. Canva

Knowledge & Skills

Organisation & attention to detail: Excellent time management and accuracy in data entry

Communication: Strong written and verbal communication skills

Client facing skills including empathy and sensitivity

Efficiency: Ability to manage multiple tasks simultaneously

Understanding of GDPR regulations

Values & Behaviours

Self motivated and a strong problem solver.

Collaborative team player

High integrity and a continuous improvement mindset.

Commitment to Kairos s values and ethos.

Other

Willingness to work flexibly.

Unrestricted right to work in the UK

Ad ID: 5417960898