Office Administrator - Part Time

Building Circles are looking for a part time Office Administrator.

We are a charity that supports the lives of adults with learning disabilities - helping to create friendships and connections with shared interests and creating a sense of belonging in their communities.

Hours: 10 hours per week, based at our offices in Stonehouse.

Benefits: 22 days' annual leave, calculated on a pro rata basis.

Purpose of the Role

To provide efficient, organised administrative support to ensure the smooth day to day
running of the charity. The Office Administrator plays a key role in supporting staff and
trustees helping the organisation deliver meaningful, person-centred activities.

Key Responsibilities

General Administration

• Manage day-to-day office operations and maintain organised systems
• Handle incoming enquiries (phone, email, post) and respond or direct appropriately
• Maintain calendars, bookings, and team meetings
• Prepare agendas, take minutes, and track actions for team meetings where required

Safer Recruitment

• Manage recruitment, including creating recruitment packs, placing adverts and promoting across social media
• Act as a first point of contact for all applicants, sending out instructions and invites to interviews
• Support interview panels by booking experts by experience
• Follow up on references and DBS checks for new starters
• Maintain records on SharePoint

Support to Charity Activities

• Assist with coordinating training, events, and activities
• Maintain attendance records and basic monitoring information
• Support communication with members, families, and partners
• Help ensure activities run smoothly from an admin perspective

Volunteer & Staff Support

• Help with volunteer outside of the Buddy Project onboarding (forms, references,
DBS tracking where appropriate)
• Maintain up-to-date contact lists and records
• Assist staff with general administrative needs
• Assist with booking venues, catering and other event related activities for annual
and social events
• Support the administration of the Art Group

Communication & Engagement

• Draft simple communications (emails, newsletters, updates)
• Support social media or website updates (if applicable)
• Help share information about activities and opportunities

Office & Systems Management

• Maintain office supplies and resources
• Ensure filing systems are clear, accessible, and up to date
• Support development and improvement of admin processes
• Monitor and maintain documents in line with GDPR guidance
• Keep the first aid box for the office up to date

Trustee Support and Policy Management

• Work with the Chair of Trustees and CEO to ensure the Staff Handbook and all other policies are up to date and available for the team to view
• Maintain the policy renewal process
• Offer Ad Hoc Admin support to the trustees

Any other reasonable task as requested by the CEO, Senior Leadership Team or Chair of Trustees.

This role may require occasional evening and weekend work to support Building Circles events. Any such hours will be agreed in advance with your manager.

Please click on Apply Now and email your CV and covering letter.