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Job Title: Office & Programme Administrator

Location: OTWC Head Office, Ockbrook

Salary: £14,728 per annum. (FTE £24,547)

Reports to: Office Manager

Hours: 21 hours per week, flexible on what days in the week these are

Main Purpose

This role combines office administration and camper/family support responsibilities, ensuring the smooth day-to-day operation of the Ockbrook office while delivering high-quality administrative support for camper-related processes.

The postholder will gain a strong understanding of office operations, systems, and processes, with the opportunity to refine and improve them over time.

Key Responsibilities

Office & Facilities Coordination

• Welcome and host visitors, ensuring a professional and friendly experience

Support office access, security, and sign-in/out processes, ensuring compliance and accurate reporting

Maintain a safe, clean, and organised office environment

Support the Office Manager in the process of room bookings, including preparation (layout, catering, equipment)

Build strong working relationships with Facilities and wider teams to ensure smooth site operations

Office Administration & Support

Provide administrative and clerical support to leadership and internal teams (including meeting coordination, minutes, and follow-up actions)

Manage incoming and outgoing mail and deliveries

Update the Office Manager with any office equipment and supply requirements

Support the Office Manager with ensuring all staff and new starters are equipped with the necessary office and IT equipment

Camper & Family Administration

Process camper applications using internal databases and systems

• Liaise with families regarding applications, attendance, and general enquiries

Respond to telephone and email queries in a professional and timely manner

• Coordinate communication and mail-outs in line with recruitment timelines

Provide administrative support across camper recruitment, clinical, volunteer and fundraising teams, including the facilitation of volunteer interviews

Input and maintain accurate data across multiple systems

Operational Support

• Oversee the maintenance of office equipment (e.g. printers, franking machines)

• Undertake additional duties as reasonably requested by management

Skills, Experience & Attributes

Essential

Previous administrative experience

Strong IT skills, including Excel and database systems

Excellent organisational and time management skills

Strong written and verbal communication skills

• Professional telephone manner and customer service skills

Ability to manage multiple tasks and work independently

Good standard of spoken and written English

Desirable

Experience in a customer-facing or service environment

Experience supporting office or facilities operations

Personal Qualities

Flexible and adaptable approach

Motivated and proactive mindset

Empathetic and approachable

• Willingness to learn, develop, and take ownership of processes

Additional Requirements

Office-based role

• Ability to work occasional evenings/weekends if required to support camp operations

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