Administation Officer

Organisation Sporting Equals

Location Birmingham

Hours of Work Full Time

Salary & Benefits c£24,000 - Fixed term contract until 31 March 2020 (possibility of extension)

Closing Date 28 February


Sporting Equals a national charity are seeking an experienced senior administration officer to develop and manage office procedures and to provide support to a busy team of managers.

You will have significant experience in administration at a senior level, complemented by the ability to manage multiple tasks and deadlines and to stay calm under pressure.  You will have some understanding of data protection, managing databases and producing reports.

Outline of Role

To support the work of Sporting Equals (SE), primarily by managing the office and providing first class executive administrative and secretarial services to the CEO and SMT.  This will include general administration, maintaining databases, centralising office files and records, supporting events and communications, keeping the website updated and organising travel, diaries and meetings.  

Main Duties

1.            To provide pro-active and flexible administrative and secretarial support to the, CEO and the Senior Management Team.

2.            To provide a reception service, both for visitors to the office and telephone calls and deal with initial referrals as appropriate.  This will include providing information on SE and signposting to other services as appropriate.

3.            To provide a pro-active secretarial service to the CEO and Senior Management Team and carry out other administrative tasks, including: arranging meetings, travel etc, dealing with correspondence, drafting and word processing of reports, drafting and producing presentations and other documents; data processing and maintenance/development of databases; centralising of filing systems; photocopying; processing of incoming and outgoing mail and co-ordinating leave and management of diaries.

4.           To ensure that appropriate, reliable and cost efficient IT and communication services are provided to support the business activities of Sporting Equals within approved budgets, ensuring system availability and switchboard and reception cover throughout normal working hours.

5.           On behalf of the Chief Executive, to ensure that Sporting Equals complies with Health and Safety (H&S) legislation and, in particular, to:

a.         ensure that appropriate H&S induction training is provided to new staff.

b.        ensure staff work in a safe environment, have appropriate equipment to carry out their duties and that they know how to operate such equipment safely.

c.         carry out regular risk assessments of all Sporting Equals' office locations, for any remote workers and also for business activities undertaken by staff away from Sporting Equals' accommodation.

d.        ensure that adequate first-aid facilities are available within Sporting Equals' accommodation and that fire safety obligations are complied with.

e.         ensure that visitors to Sporting Equals' offices are properly briefed on emergency procedures.

6.           To ensure that high quality secretariat services are provided to the Board of Trustees and proactive administrative assistance to the Chief Executive and Senior Managers.  To ensure that agendas and papers for meetings, as required by the Chair are circulated in good time prior to meetings (usually fourteen days before the meeting date).

7.           To maintain effective electronic and paper filing systems that comply with Data Protection legislation and to coordinate the effective storage and archiving of documents and publications ensuring all systems are centralised.

8.            To undertake desk top research on a range of subjects and draft summary reports to help with preparation for meetings, reports, presentations etc.

9.            To provide administrative support for formal and informal meetings as required. This will include:

a.         Diary management and arranging meetings, rooms & refreshments.

b.         Preparation and circulation of agendas, reports and papers.

c.         Taking minutes and distributing post-meeting papers.

d.         Following up on action points to ensure actions are completed.

10.         To co-ordinate the organisation of conferences, seminars and other events, ensuring that invitations, venues, documentation, equipment and other arrangements are made in an efficient and cost effective manner.

11.         To assist with the collection and recording of evidence to support monitoring, evaluation and reporting to funders and partners.

12.         To pro-actively support the production of leaflets, newsletters, reports, presentations, letters, charts and other documents using relevant software packages and disseminating information as required.

13.         To manage the ordering and invoicing of goods and services in consultation with the senior management team.

14.         To maintain a list of approved suppliers and ensure that these are reviewed regularly and to ensure that appropriate, reliable and cost efficient IT and other services are provided to support the business activities of Sporting Equals.

15.         To support the Head of Finance from time to time with processing information in relation to accounts and other financial information.

16.         Be responsible for ensuring any IT issues are dealt with immediately with the external support service.

17.         Review, develop and maintain internal office systems, both paper and electronic, including databases; spreadsheets; filing; records and inventories etc.

18.         Cover the administration support function of SE and arrange appropriate cover in case of absence of key staff.

19.         To comply with all Health and Safety, Equal Opportunities and Human Rights legislation and Sporting Equals policies and procedures.

20.         To ensure office supplies are replenished and office cleaning maintained.

21.         Undertake any duties within the scope and spirit of the post so as to ensure the smooth running of the office.

22.         To undertake any other duties as are considered to be appropriate by the CEO.



The post holder will be able to demonstrate the following essential experience, education, skills and knowledge to an acceptable level with.  It is hoped that the post holder will be able to also demonstrate some or all of the desirable elements listed.



§  Educated to GCSE level with at least grade C in English and mathematics (or equivalent).

§  Two years' experience in a senior administration, PA or support role within a complex office environment and providing support to senior officers.

§  Experience of negotiating and managing contracts with external suppliers.

§  Experience of managing office processes and systems.

§  Experience of arranging and servicing high level meetings.

§  Experience of analysing information and drafting reports without guidance.

§  Experience of producing basic presentations, newsletters and dealing independently with correspondence by email.


§  Experience of working in not-for-profit or public sector organisation.

§  Educated to A level or higher (or equivalent).

§  NVQ level 3 or higher in Administration.

§  Some knowledge of data protection and health and safety.

§  Some experience of website functionality and uploading information and images.




§  Excellent IT skills with good working knowledge of Microsoft Office Systems – Word, Excel, PowerPoint, Access, Outlook.

§  Ability to lead on key pieces of work, providing updates as agreed.

§  Excellent communication skills, both verbal and written, and the ability to communicate effectively with a wide range of professionals, agencies, the public and colleagues.

§  Strong organisational skills, with the ability to prioritise and deliver against multiple, challenging deadlines.

§  Ability to work under own initiative to achieve individual and organisational targets.



§  Ability to take accurate minutes of formal meetings.






§  Good understanding of office administration and related systems.

§  Awareness of equality and equal opportunities legislation/duties.

§  Awareness of health and safety and data protection legislation/duties.



§  Understanding of the sports sector and / or charity governance.

§  Understanding of Charity and Company legislation.




§  Personal integrity and the ability to deal with sensitive and confidential information within an open office environment.

§  Hardworking and enthusiastic with a 'can do' attitude.

§  Willingness to develop skills and knowledge.

§  Ability to work flexibly to maintain office cover and to meet deadlines and to assist from time to time at evening or weekend events (with time off in lieu).

To apply please send your CV with covering letter outlining why you are suitable for the role to or call 0121 7771375.


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