Job Reference:
1591
Location:
Hampshire
Hours of Work:
22.2 hours per week (part-time)
Salary:
£25,221 per annum (pro-rata for part-time hours)
Contract Type:
Temporary Contract
Closing Date:
13 Oct 2025
ID: 1591 Business Administrator Support and Office Coordinator
Service: PARCS (Portsmouth Abuse and Rape Counselling Service)
Salary: £25,221 FTE per annum (£15,132.60 pro rata per annum)
Location: On-site, Portsmouth (with some flexibility for hybrid working)
Hours: 22.2 hours per week (part-time)
We offer flexible working arrangements - please see below for more details.
Contract: Temporary Contract
Family Action & the Role’s Impact:
At Family Action we support people through change, challenge or crisis. It’s what we’ve done for over 150 years. We protect children, support young people and adults and offer direct, practical help to families and communities.
We see first-hand the power of family to shape lives, for better or worse, so we speak up for the importance of family in national and local policymaking, amplify family voices and represent the changing needs of families in the UK today.
This is an exciting opportunity to play a key role in the specialist team overseeing our business support and volunteer function. We are looking for an experienced manager who can work with autonomy and lead these key elements in conjunction with the Service Manager and as part of the senior team in PARCS. We require someone who is motivated, passionate, and wanting to make a difference to the lives of those PARCS works with, while ensuring the highest standards of quality and client experience are upheld.
Main Responsibilities:
• Provide comprehensive business support and office management to ensure the smooth functioning of the services including office cover rota, health and safety checks and premises arrangements
• Support (if budget allows) an administrator or apprentice to maintain administrative and data collection systems including referral processes
• Be accountable for data recording, and reporting requirements including oversight of financial processes as well as being responsible for the smooth running of the administration linked to premises and building management.
• Support the development of activities that support PARCS finances such as developing our training offer, income through room letting
Main Requirements (for details check the job description and person specification):
• Gain excellent understanding of the work of Family Action and PARCS, the models, funding streams and practice of each PARCS service being delivered and how to best support each contract.
• Provide a friendly, efficient, reliable and professional response to all service users and other stakeholders contacting the service and to all communications received whether by telephone, email or face to face; including managing reception. Respond sensitively to enquiries, oversee project email inboxes and alert project staff and / or managers as appropriate to any issues requiring immediate attention.
• Process referrals including the administration of the triage process. Oversee, and at times take telephone referrals, including self-referrals and where necessary at initial contact and with management input, support and signpost service users to relevant external support.
• Using the Salesforce data base, INFORM, ensure the collection, collation and manipulation of information and statistical data, including service user feedback, to generate reports for both internal and external reporting e.g., Scorecards, Highlight reports and KPI reporting.
• Prepare team meeting agendas and undertake associated project administration including managing room booking and desk allocation procedures and be the point of contact for those wishing to book space in the PARCS building including developing rental / hire agreements for external partners
• Collect and record data such as sickness and annual leave, training and DBS in accordance with Family Action policies and procedures and provide administrative support to managers with recruitment of new staff and volunteers.
• Liaise with Service Leads and Facilities as relevant regarding premises issues, including business rates, suppliers, cleaning and maintenance. Lead on Health and Safety requirements and maintaining general order and presentation of the premises.
• Having undertaken Family Action’s finance training; process invoices, manager’s credit card returns and support the budget setting process and consequent review of monthly management accounts ensuring that there is adherence to Family Action’s financial policies and procedures.
• Provide the team with support and training linked to their induction to the building and your role. Be the main point of contact for training and development of the Salesforce INFORM database
• Take responsibility for personal development and actively participate in team and working group meetings, and Family Action’s supervision and appraisal processes. Be responsive to critical challenge, advice, feedback and direction as part of a process of continuous improvement and supervision.
• Appointments are subject to Family Action receiving a satisfactory disclosure from the Disclosure and Barring Service
Benefits:
- an annual paid leave entitlement that commences at 25 working days, rising each April by one day, subject to a maximum of 30 working days plus bank holidays
- up to 6% matched-pension contributions
- enhanced paid sick leave and paid family leave provisions
- eye care and winter flu jabs vouchers
- cycle to work scheme
- investing in your professional development with ongoing quality training and career development opportunities
We are forward looking, ambitious and committed to continuous improvement. We are a people focused, can-do organisation, which strives for excellence in all we do and operates with mutual respect.
To Apply:
• Click the ‘Apply’ link below and fill out our digital application form
• Closing Date: 13th October 2025 at 23:59
Interviews are scheduled to take place from 20th October 2025 virtually, with slots throughout the working day and early/late slots available.
For any queries, or if you would like to discuss any aspect of the selection process or the potential for flexible working, please email: Ester.wheeler@family-action.org.uk
All appointments with Family Action are subject to satisfactory Safer Recruitment checks.
Our commitment to Equality, Diversity & Inclusion:
We are happy to consider any reasonable adjustments that candidates may need during the recruitment process and you will be asked whether you require any adjustments if shortlisted for interview. We also make reasonable adjustments on the job, where required.
We are committed to Equality, Diversity & Inclusion in all that we do and welcome applications from all sections of the community. Intersectionality is important to us and we particularly welcome applications from ethnically diverse communities, LGBTQIA+ candidates and disabled candidates because we are committed to increasing the representation of these groups at Family Action. We know that greater diversity will lead to even greater results for families and children and strive for our workforce to be truly representative of the diverse communities we support. We offer a guaranteed interview scheme for disabled applicants who meet the minimum criteria for the role.
To help remove financial barriers to working with us, we will reimburse travel costs if you are invited to attend an interview in person.
*Ordinarily Family Action appoints new starters at the starting point of the salary scale (with subsequent annual pay progression), unless you have experience that would justify appointment further up the salary scale or there are any other exceptional reasons.