Office Administrator
Salary £ 9,000 - £9,500 (fte £22,500 - £23,750 rising to £25,000 after 1 year)
Mix of homeworking and based at offices in Wrest Park, Silsoe, Bedfordshire
Vacancy listed 04/04/2025
Application deadline 30/04/2025
Details
The Office Administrator will provide comprehensive administrative and secretarial support to ensure the smooth and efficient operation of the Foundation. This role is responsible for maintaining and developing administrative systems, both manual and digital, while supporting all core functions, including executive board, grant-making, fund development, and finance. Acting as the central support for the team, the role ensures internal processes run effectively by managing key administrative tasks and coordinating internal and external meetings. Through excellent organisation and attention to detail, the Office Administrator plays a vital role in keeping the foundation connected and running seamlessly. 

Responsibilities 


Provide administrative support to all staff of the foundation. 
 
Manage the administration of information systems, including filing and database management. 
 
Type and word-process documents and letters as required.  
 
Undertake routine collation of information relating to the foundation’s services. 
 
Serve as the first point of contact for incoming phone calls and emails, greeting and assisting visitors, and overseeing the handling of incoming and outgoing post and deliveries.  
 
Contacting individuals and groups by telephone when clarification or further information is required. 
 
Provide customer service support when necessary. 
 
Administer and keep up to date the contacts database and formal records or organisations the foundation works with. 
 
Enter details of applications and donors into CRM systems. 
 
Maintain and develop communication with affiliated and other voluntary groups, including supporting networking events.  
 
General office administration, including the maintenance of equipment inventories, training records, PAT testing schedules, and room bookings. 
 
Manage the ordering and stocking of stationery, equipment and other office supplies.  
 
Assist in the preparation, production, and distribution of regular newsletters, including maintaining the mailing list database. 
 
Assist in posting content on social media platforms. 

Executive Board Assistance


Work with the CEO to prepare and manage quarterly Board meetings for Foundation, and as required, other partners (including JCT) 
 
Prepare for meetings, including compiling and distributing board papers, managing meeting dates and availability, and ensuring logistical arrangements.
 
Take accurate minutes and provide general administration support for Board level members, always ensuring strict confidentiality. 

Regularly update and maintain Board requirements, including EDI data, references, annual Conflict of Interest declarations, DBS checks, and other governance related documentation including Foundation Training log and Policy changes. 

Provide administrative support to the Chair of Trustees as required, ensuring they have the necessary documentation, scheduling support, and other assistance to fulfil their role effectively.  

Events and PR


Assist with organising events to showcase the Foundation’s work, including functions for donors, potential donors, community and voluntary groups. 

Representing BLCF 


Work as an effective Ambassador for the Foundation always, including at events and external networking. 

Experience


Demonstrable experience of using online file managements systems (e.g. SharePoint) to manage data and information relating to an organisations core systems, policies and processes.   

Experience in working at Board or senior levels with supporting administration and issues in a confidential manner. 

Experience of working under pressure while effectively collaborating across teams to achieve objectives. 

Experience in administrative work, including managing tasks efficiently and supporting operational processes. 

Some understanding of the wider voluntary and charity sector. (D) 

Skills/Abilities


Excellent computer and administration skills, with experience using Word, Canva (or comparable design tools), Excel, PowerPoint, and databases such as Salesforce.

Demonstrably highly organised, capable of juggling projects and tasks, delivering structured plans, and adapting quickly to changing circumstances. 

A self-starter, able to act on own initiative, organise, plan, and prioritise workload to meet deadlines. 

Demonstrable and excellent interpersonal skills, with the ability to work effectively within a small team and provide cross-functional support. 

Ability to maintain strict confidentially and handle sensitive information with discretion and professionalism. 

Good time keeping skills and effective time management skills, ensuring deadlines and commitments are met.  

Ability to collate and access information to produce clear and concise reports. (D) 

Demonstrable skills in minute taking at a Board, senior or Executive level.

Equality Issues


Able to articulate how diversity, equity, and inclusion (DEI) can be made integral to their work and service delivery of the Foundation.  

Personal Attributes


Committed to high standards of customer care and the provision of high-quality services.  

Highly motivated with enthusiasm and determination to contribute positively to the organisation. (D) 

A creative person with strong initiative, bringing new ideas and solutions to improve processes. (D) 
 
Strong commitment and understanding of the values of the Community Foundation. (D) 

Education and Training


Work and personal relevant experience.  
 
Certificates in relevant administrative courses and skills. (D) 

Other Requirements 


Able to work evenings and weekends as necessary.  

Ability to access and work across all the county of Bedfordshire or other geographical areas as dictated by our funding streams, when necessary. To ensure we meet the business and operational requirements of the organisation. 

Current driving license and access to a vehicle (D). 
Benefits

25 days holiday per annum – pro rata - in addition to public holidays (rising to 28 days after 4 years)
5% contributory pension
WPA NHS Top Up Health Benefits
Christmas closure week

Notes

Dimensions of the role:

Use and maintenance of accurate records on SharePoint system

Access and use of BLCF management systems incl: Breathe HR, SharePoint

Working Environment:

Based at our current office at Wrest Park, Silsoe, Bedfordshire, but working flexible from home and on locations across the county as required. Working in the office a minimum of 2 days a week.

Equalities:

The post holder will ensure that policies, procedures and activities for service delivery are revised and/or implemented in a way that supports equality for all. These activities should also reflect BLCF’s commitment to Diversity Equality and Inclusion (DEI) within the sector and in its work to support the communities of Bedfordshire & Luton.

NB: This job description reflects the requirements of BLCF as of March 2025. The role and duties of the post are subject to change in line with the future development of BLCF. BLCF reserves the right to make such changes as are necessary and any changes required will be discussed with the post-holder as appropriate.

We will consider any reasonable adjustments under the terms of the Equality Act (2010) to enable an applicant with a disability (as defined under the Act) to meet the requirements of the post.
The post holder will ensure that BLCF’s policies are reflected in all aspects of his/her work, particularly those relating to:

(i) Equal Opportunities

(ii) Health and Safety

(iii) Data Protection Act (1984 & 1998)

For an informal discussion about the role, please contact Daniel Douglas, Head of Business Development at daniel.douglas@blcf.org.uk or 01525 306690.

To apply, please complete our application form and submit a covering letter outlining your relevant skills and experience, explaining why you are the ideal candidate for the role.

Interviews will be taking place during the w/c 12th May 2025.

Attached documents
Title File
Job Description - Office Administrator BLCF Job_Description_-_Office_Administrator.pdf
Application Form - BLCF BLCF_Application_Form.doc
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