We’re on the lookout for a new Office Administrator
Literacy Pirates is a small but ambitious charity with a strong mission and exciting plans for growth. Our work is centered around creating a positive impact, and we thrive on collaboration and innovation. We need an organised and proactive Office Administrator to ensure the smooth running of our headquarters. This role is essential in keeping our team supported, our systems efficient, and our space safe and welcoming. If you’re someone who enjoys problem-solving, keeping things in order, and working in a dynamic environment, we’d love to hear from you!
In this hands-on role, the Office Administrator will oversee office management, facility operations, and some management of our hardware and software, while also leading projects and ensuring compliance with health and safety regulations.
Role Description
Office Administration:
- Work with the SLT to implement and maintain core policies and procedures.
- Ensure compliance with health and safety regulations, including risk assessments, audits, certifications, and training (fire drills, first aid, evacuation procedures).
- Liaise with tenants and landlords to uphold appropriate processes and procedures.
- Manage data processing, GDPR compliance, and act as the organisation’s Data Protection Officer.
- Oversee office supplies and supplier management, ensuring best value in all contracts and services.
- Handle incoming enquiries via phone and email.
Facility Management:
- Conduct regular building checks (fire alarm tests, PAT testing, etc.) to maintain a clean and safe workspace.
- Supervise contractors, including cleaners.
- Address facility issues and manage repairs with tenants and landlords.
- Process invoices and provide basic bookkeeping support.
- Monitor costs and undertake quote comparison processes for financial efficiency.
Systems Administration:
- Act as the first point of contact for IT issues, updates, and maintenance.
- Resolve IT problems or coordinate with our Tech and Systems manager and external IT support providers.
- Manage IT procurement, ensuring appropriate equipment is in place and maintaining an accurate record of IT assets.
- Ensure all network updates, licences, and software are current and tendered every three years.
Project Management:
- Oversee the design, renovation, and logistics of the Hackney building as needed.
- Lead and support digital, agile, and administrative projects, ensuring timely and budget-conscious delivery.
- Assist in recruiting new team members.
- Manage marketing and bookings for our fantastical space hire.
Governance:
- Support the Chief Executive and SLT as needed.
- Maintain accurate governance and compliance records.
About You
You might have some of these skills and experiences and not all. That’s OK. We can teach you the details of the role. If you think you can learn fast and will enjoy the work laid out, we really want to hear from you.
You can tell us about your experiences in education, volunteering, community work, personal projects, or work.
- Quick to learn and adapt – you pick up new systems and processes with ease.
- Calm and solutions-focused when things get busy – you enjoy finding practical ways through challenges.
- Able to prioritise effectively and keep things running smoothly even when juggling competing tasks.
- Highly organised with the ability to manage multiple projects.
- Confident with technology and curious about how digital tools can make work easier or smarter.
- Comfortable working in a busy office environment.
- Excellent problem solving skills and ability to learn new things.
- Strong team player who enjoys working with different people in a supportive role.
- Commitment to our mission and the children we work with.
- Experience in office administration or similar roles (desirable).
Knowledge of health and safety procedures and GDPR compliance (desirable).
If that sounds like you then we’d love to hear from you!
Why Join Us?
This is a chance to be part of a growing team with the opportunity to make a real impact. We offer a supportive team environment, and the chance to bring your skills to a meaningful cause. If you’re excited to grow with us and use your skills to help our charity’s work, we’d love to hear from you.
Benefits of Working at Literacy Pirates
- Be part of a committed, inclusive organisation that supports its team to thrive.We value each member of our team’s professional development and provide training to make sure you have the chance to develop your skills and grow your experience as part of our expanding team.Click herefor more information about our commitment to Equity, Diversity and Inclusion.
- Request flexible and home-working arrangements.We know how important your personal life is, so every member of the team is able to apply for flexible and home-working arrangements around their delivery commitments.
- Receive enhanced sick, maternity, paternity and adoption pay, with supportive parenting arrangements.Your family is important and we are committed to supporting our you as a parent, which is why we go above and beyond our statutory responsibilities.
- Take a mental wellness day. Staying well means looking after our mental health and physical health so, rather than taking a sick day, a mental wellness day acknowledges that sometimes we can feel overwhelmed, not quite ourselves and we need time out.
- Takea career break. After four years with The Literacy Pirates, you can take sabbatical leave to pursue personal development or time with your families, and come back to work without needing to end your contract.
- Gain 24 hour access to qualified counsellors for yourself and your immediate family.Through theHealth Assured Employee Assistance Programme, yourself and your immediate family can receive free, confidential advice and support from qualified counsellors, on everything from stress and anxiety to family issues, bereavement and finances.
- Save up to 39% on a commuter bike and accessories throughCyclescheme. Through our partnership with Cyclescheme, you can get a bike for work with payments automatically taken from your monthly salary and no upfront payments. This means you’ll be able to spread the cost over 12 months and pay less Income Tax and National Insurance.
- Get time during work hours to volunteer.As an organisation that relies on the passion and generosity of volunteers, we know how valuable volunteering is. We offer all employees 14 hours of volunteering time per year, which you can take by the hour or in one go, so that you can support issues and causes that you care about.
- Receive 23 days of annual leave per year, plus bank holidays and the days between Christmas and New Year, and increased allowance with service.
- Get 8% pension contributions, with 3% paid by The Literacy Pirates.
- Get to work in a pirate ship!
Find Out More
We are running an optional open evening for interested candidates to come along and see us in action. This is an informal event and not part of the interview process so there is no commitment to apply for the role if you choose to attend.
- Wednesday 19thNovember 5.30pm-6pm
You can book by contacting us on admin@literacypirates.org
How to Apply
Fill in the application form linked here.
Successful candidates will be invited for a first-round phone interview on either Monday 3rd or Tuesday 4th February between 10am and 4pm. If you are successful, you will be invited to a second interview (online or in person in our Hackney ship) on either Tuesday 11th or Wednesday 12th February between 12m and 4pm.
Each interview will last between 30 minutes and one hour and we are able to compensate for unpaid leave where required.
Following interviews, successful candidates will be invited to attend a session and meet the Young Pirates and their volunteers on Thursday 13th February 2025 from 4-5pm.
Like all employees at The Literacy Pirates, the successful candidate will complete a DBS check and a three-month probationary period before confirmation of the appointment.