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