Office Coordinator

Office Coordinator

• Location: Bury St Edmunds
• Salary: Dependent on experience and qualifications
• Job Type: Full-time (37.5 hours/week)

Our client is a compassionate charity dedicated to supporting individuals through the power of animal companionship.

We are seeking a proactive and highly organised Office Coordinator to support the smooth running of our head office. This pivotal role involves a wide range of administrative, operational, and stakeholder-facing responsibilities. You will work closely with the CEO and wider team to ensure the charity operates efficiently and continues to deliver outstanding support to our community

Day-to-day of the role:

• Provide comprehensive administrative and operational support to the CEO and office team.
• Manage incoming calls, maintain accurate records, and ensure timely data entry.
• Support stakeholder relationships, including clients, volunteers, and contractors, and assist in resolving service delivery issues or complaints.
• Maintain and improve office systems, databases, and processes to ensure efficiency and accessibility.
• Oversee IT contracts and ensure all office equipment is maintained and functional.
• Regularly review and update OSF documentation, policies, and procedures.
• Identify and implement opportunities for service and performance improvements.
• Coordinate day-to-day office operations to ensure a well-organised working environment.
• Assist with recruitment, onboarding, and induction of staff and volunteers.
• Support compliance with health and safety, data protection, and other regulatory requirements.
• Manage diaries, schedule meetings, prepare agendas, and take minutes.
• Contribute to budget preparation and financial reporting; monitor income and expenditure as required.
• Provide project support, including research, meeting coordination, and progress tracking.
• Uphold and promote the values and ethos of OSF, especially the importance of animal companionship.

Required Skills & Qualifications:

Essential

• 3–5 years in an administrative or office support role.
• Strong organisational skills and initiative.
• Ability to manage and prioritise workloads effectively.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office 365, especially Excel.
• Experience with CRM systems and customer-facing roles.
• Financial administration and numeracy skills.

Desired

• Understanding of data protection and confidentiality.
• Strong interpersonal and emotional intelligence.
• GCSEs (A–C) in English and Maths or equivalent.
• Knowledge of compliance in charity, employment, and H&S law.
• Adaptability and ability to multitask.
• Team player with a flexible approach.

Benefits:

• 25 days annual leave plus public holidays.
• 3% employer pension contribution.
• Dog-friendly office environment.
• Relaxed dress code.
• Employee Assistance Programme.

This job description outlines the main duties and responsibilities of the role. It is not exhaustive and may be amended in line with the evolving needs of the charity. Any changes will be reasonable and within the scope of the role.

To apply for the Office Coordinator position, please submit your CV and cover letter detailing your relevant experience and why you are interested in this position