Head Office and Operations Administration Assistant
WHAG
25,000 per year
Rochdale
Full-time
Listed today
Head office and Operations Administration Assistant WHAG is a leading charity delivering quality support services to women, men and their families who are affected by domestic abuse, homelessness and young parents across the North-west of England. Improving the safety and life opportunities of the people who use our services and supporting them in their recovery. We support the people we work with to overcome the experiences they have had. We empower them to build up the skills and resources they need to take control of their own lives, access a tenancy of their own and maintain a quality of life in the long term. We give them the information they need to make positive choices about their futures. As well as delivering courses to our staff, WHAG delivers Healthy relationship training to employers and schools to assist in the education and prevention of Domestic abuse. Our Vision - To support and empower vulnerable women and those affected by domestic abuse Our Mission - End Domestic Abuse, Homelessness, and relationship breakdown. Our Values - Empowerment, Choice, Change, Strength Guiding Principles - Our guiding principles help define how we will always act through the development and delivery of WHAG in the future Be non-judgmental and supportive at all times. Ensure trauma-informed, flexible support is accessible to all those in need. Support individuals to take responsibility and accountability for their actions. Support individuals, partners and families to live independently within the community of their choosing. Help develop new knowledge and create new skills for individuals and families to make better life choices. Provide positive alternatives to current services and resources available in a community. WHAG has a strong values base, embedding, empowerment, choice, strength and change into or organisation. We are looking for staff who can deliver person-centred, trauma-informed services, are innovative, trustworthy, can-do, self-motivated and excellent always, so it is important that you are as passionate about these principles as we are. JOB DESCRIPTION Job Title: Head Office and Operations Administration Assistant Reports to: Head of Operations and CEO Location Head Office Rochdale Responsible for Head office and Operations Administration Date Reviewed July 2025 Overall Aim To provide administrative support to WHAG’s Core operations function to ensure the efficient and effective smooth running of WHAG services and to increase productivity through streamlining processes and ensuring consistency across all services. To provide impeccable time management to ensure deadlines are met, emails, queries and calendars are maintained accurately. To be an effective team member of the Operations team and the organisation, enabling all WHAG services to be delivered as required. And to provide organised business administration to WHAG’s head office function and Board of Trustees. Providing information and coordinating the volunteering opportunities within WHAG. Providing a high-quality and individual service to people who want to volunteer for WHAG Requirements • Administration qualification or equivalent to level 3 or equivalent work level experience, and the willingness to achieve a level 3 relevant qualification. • Ability to work across the identified contract area and travel for training purposes. • Ability to work flexible hours, including evenings, weekends when required Job Description The list does not cover the full scope of tasks and responsibilities of the business and head office administrator role but illustrates some of the areas of emphasis for this post. Key Objectives • The head office administrator will work with the CEO and Head of Operations to support the delivery of all board and head office administration. • Coordination of WHAG volunteers. • Coordination of H&S functions • WHAG staff are part of a team providing practical and emotional support to individuals and families experiencing domestic abuse, sexual violence, women and young parents experiencing or at risk of homelessness. • Proactively seek new opportunities, innovative ways of working and achieve the defined aims and objectives. • To be accountable and responsible to the Head of Operations and ultimately the CEO for effective operational administration support. • To deliver administration support to the highest quality, using reflection to improve practice. • To ensure that the delivery of administration support to the organisation (WHAG), to service users, funders and stakeholders is underpinned by a commitment to anti-discriminatory practice and equality of opportunity. • To ensure the working environment meets health and safety requirements • Work to the guidelines of the relevant Framework, legislation, associated regulations, and WHAG’s Policy and Procedure. Key tasks and accountabilities • Overseeing day-to-day office functions to ensure the office runs smoothly and efficiently. • Acting as clerk to the Board of Trustees and its subgroups. • Support the coordination and recruitment of volunteers. • Support the head office Health &Safety and support and coordination of organisational Health & Safety reporting. • Providing administrative support to staff and management, including handling correspondence, preparing documents, and scheduling meetings. • Providing reception duties, answering phone calls, managing emails, and directing enquiries to the appropriate personnel. • Maintaining inventory of office supplies and placing orders as necessary. • Scheduling and coordinating meetings, appointments and travel arrangements • Maintaining and organising office files, both physical and digital. • Supporting the organisation and execution of company events, including staff meetings, team-building activities and other corporate functions, including coordination of booking of rooms for hire. • Assisting in the development and enforcement of office policies and procedures. • To provide administrative support to WHAG’s core operations function, using Information Technology and office equipment, including effective use of databases, spreadsheets and word processing to support WHAG’s strategies, resources and procedures to operate effectively and in line with agreed policies and plans. • Work with Team Leaders from all services to ensure monthly reporting is submitted on time and collate a monthly services report for the Head of Operations • To provide day-to-day administration support to the Operations manager and the Head of Operations, arrange internal and external meetings and take minutes and provide actions for meetings. • Manage multiple inboxes, respond to enquiries and triaging emails, create meetings, and manage calendars. • Maintain up-to-date documentation related to safeguarding, risk assessments, and incident reporting. • Cross-departmental work to ensure Health and safety obligations are always adhered to across our services, assist with invoice processing, petty cash reconciliation, and budget tracking. • To attend and participate in meetings and training as required • To support in implementing operational changes, including Internal reporting, streamlining processes and creating consistency across all WHAG services. • To demonstrate a commitment to the principles of WHAG and to always promote WHAG’s policies and procedures. • To undertake such other duties and responsibilities of an equivalent nature as may be determined from time to time by the Head of Operations after consultation with the Post holder. Responsibilities are shared with all staff • To ensure that the values and principles underlying WHAG’s services are maintained and developed. • To participate in regular supervision and annual appraisal and help in identifying your own job-related development and training needs. • To work at times other than office hours to attend meetings, participate in networks, fundraising events and ensuring that the service is accessible. • To undertake any other duties that may be required, which are appropriate to your role • To work at times other than office hours to attend meetings, participate in networks, fundraising events and ensuring that the service is accessible. • To be committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. We expect all staff and volunteers to share this commitment. • To ensure that the values and principles underlying WHAG’s services are maintained and developed. • To participate in regular supervision and annual appraisal and help in identifying your own job- related development and training needs. • To work at times other than office hours to attend meetings, participate in networks, fundraising events and ensure that the service is accessible. • To undertake any other duties that may be required, which are appropriate to your role • To be committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. We expect all staff and volunteers to share this commitment. Person Specification Experience and Knowledge of Experience in supporting managers across a variety of teams An organised and methodical approach to administration and record keeping Excellent IT skills, particularly in Microsoft Office, Outlook and Internet Strong interpersonal skills and relationship building and retention Ability to prioritise workload and manage time efficiently with good prioritisation and initiative Ability to work to deadlines with good prioritisation, initiative and time management skills. Communication and reporting skills (verbal and in writing). Good computer literacy with knowledge of Word, excel, Outlook and access. Essential Desirable ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ Be resilient and able to work well under pressure, prioritise a heavy workload and work both reactively and pro-actively. Have a high degree of integrity, tact, diplomacy and organisational spirit. Have a hands-on approach and be a team player. Flexibility and willingness to learn An understanding of confidentiality, Health and Safety and Safeguarding Experience in using office equipment Experience of using a database Experience in reception duties Experience in minute-taking, working with financial records, petty cash and internal reporting. Good academic qualifications, minimum 5 GSCEs including Maths and English. Level 3 business administration or the ability to attain a level 3 business administration qualification Previous experience in office administration or a related role. Proficiency in Microsoft Office Suite (Word, Excel, Outlook). Familiarity with office management software Excellent written and verbal communication skills. Strong organisational skills. Ability to multitask and prioritise work effectively. Keen attention to detail. Ability to work well with others and contribute to a positive office culture. Knowledge of and commitment to diversity and inclusion. ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ Other Information Salary: £25,000 Hours Per Week: 36 hours (negotiable) Principal Terms and Conditions Annual Leave: 25 days per annum rising to 30 + 8 Bank Holidays (Pro Rata) DBS Car user Valid DBS Some travelling may be required. The role holder is not required to have access to a car; however this would be beneficial to the role. Business mileage is payable from an agreed base. If the role holder does intend to use their car for work purposes, they must possess a full current driving license, a road fund license and business use. Insurance and MOT, providing proof when requested. The role holder must ensure the car is maintained and in a roadworthy condition. Benefits Pension: Health Plan WHAG operates an auto-enrolment pension plan, which all employees are enrolled in after 3-month probation period via NEST. WHAG contribute to this pension in line with legislation. WHAG operate a health plan for all employees after completion of their probationary period. This includes Free eye testing Access to counselling Reduced gym membership 5 hours (pro-rata) for hospital appointments WHAG operate a bike-to-work scheme. WHAG operate a salary sacrifice tech scheme. Hospital Appointments Bike to work scheme Tech Scheme This includes all products from Curry’s Save January – November (Core hours 10.00 am -3.30 pm) Christmas savings scheme Flexi for non-rota posts Holiday Purchase One week Sell Holidays Up to one week Long Service Rewards Rewards for service Wellbeing / Health Plan Discounts Bonus Payment for introducing new employees Employee Assisted Programmes Access to charity workers discounts. Up to £1000