The Hardman Trust: Programmes and Office Administrator
Location:London Waterloo office (looking to relocate office within central London by June 2025) ideally across 4 short days office based
Hours:Part time, 21 hours per week. We envision this being a 10.00am-3.30pm role but can discuss this with the right candidate.
Salary: £27,000 FT inclusive of London weighting (pro-rated)
* Our purpose: We support people on long prison sentences to take their next steps in life so they benefit, their families benefit and the wider community benefits too.
* Our vision: A future where everyone can achieve their potential within and beyond prison.
* Our mission: Specialising in the unique needs of people on long sentences, we provide tailored practical and financial support to help people find belonging, move into work or training, and reach their personal goals.
Role Summary
The Hardman Trust supports people on long prison sentences to take their next steps in life. As the Programmes and office administrator your role is to help make this a reality through the day-to-day support of our work. You’ll help to ensure our programmes run smoothly, and that our employees have the administrative support they need to provide a quality service to people accessing our products and programmes.
Your role will primarily involve office tasks (post, inboxes, phone calls), as well as providing administration support with our core programmes grants, penfriends and London Support programme. This role is our only office-based role and you will share an office and oversee our office volunteers who are there 3-4 days a week. You will work closely with the broader remote team via online communications. This role may evolve over time, to reflect the changing needs of the charity,
With an enthusiasm for our mission, you will be well-organised, motivated and eager to support those we are here to serve. As the first point of contact for anyone calling or emailing the charity, you will be a responsive problem-solver with great communication skills.
Tasks and Responsibilities
1) Office administration
* Oversee the post coming into the office and ensure it is responded to in a reasonable timescale, or forwarded to the relevant staff member. This will be post for our penfriends programme and post for the charity generally. This may involve printing and scanning documents and registering and banking cheques at a nearby bank.
* Oversee the generic inbox for the charity, responding to queries about our work across all workstreams and forwarding these to the relevant staff member as required.
* Take responsibility for incoming telephone calls to the organisation, responding and taking messages as appropriate.
* Ensure the website is kept up to date with current charity information.
* Complete Safeguarding and Data Protection training to ensure prisoner phone calls, emails, letters and grant applications are dealt with sensitively, safely and appropriately.
* Be the employee office based presence, overseeing and supporting our volunteers with their tasks as required.
* Support the finance director with any required adhoc tasks eg - phone contracts
2) Grant Administration
* Work with the Programme and Volunteer Coordinator to ensure that clear and accurate records are kept on our Salesforce database, concerning our grant programmes:
* Upload grant applications to the salesforce database
* Update service user records when a grant decision is made
* Ensure accurate record keeping regarding types of grants made, and amounts issued, to enable the Programme Coordinator to run reports.
* Chase people who have been awarded grants but have not claimed them yet
* Send letters to people who have been issued grants and those who have been turned down.
3) Programme Administration
* Provide administrative support across all programmes to ensure the staff team have the support required to offer a quality service to people accessing our service. Our current programmes include the London Support Programme and our Penfriends programme. This could include:
* Sending welcome and information letters/ emails to prisoners that may be eligible for our programmes
* Supporting with data entry by transferring handwritten sign-up forms and casenotes into Salesforce.
* Purchasing items required for programme delivery, or for grant applicants.
* Ensuring letters are sent between penfriends and volunteers. Reviewing these in line with our safety standards and flagging any queries with the programme coordinator.
* Supporting with the recruitment, onboarding and training of programme volunteers (e.g. booking training, tracking volunteer applications, updating the database).
4) Other
* Support with managing the office move
* Support with data collection, record keeping and reporting, as required by the Head of Service Delivery.
* Support with the planning, coordination and administrative tasks for organisational events, such as fundraising events, celebration events and volunteer training sessions.
* To support the wider team, providing holiday cover as required.
* Put the service user at the heart of what you do, act with the interests of our beneficiaries in mind.
* Work in line with the Hardman Trust’s values, actively contributing to a culture of learning, reflection, team work and development, ensuring quality in your work.
* Participate in regular one-to-ones, contributing to the identification of objectives and professional development goals.
* To undertake other duties and responsibilities commensurate with the role, as may be reasonably required by Hardman Trust or as a mutually agreed development opportunity. This document will be subject to periodic review in consultation with the job holder.
Person Specification
* Experience of working in an administrative office based role and feels comfortable taking phone calls, responding to emails and letters, using databases (Salesforce).
* Experience of working with a charity / social enterprise / small start up
* Have an interest in criminal justice and a non-judgemental attitude towards working with prisoners
* A motivated problem-solver with a common sense can-do attitude who relishes communicating across a range of people and projects
* The right to work in the UK
Recruitment Timelines
* To apply please send your CV and a covering letter that answers two questions:
1) Why do you want to work with the Hardman Trust?
2) What skills do you have that make you a good candidate for this role?
Send this to info@hardmantrust.org.uk
* Application deadline is 10am Monday 14th April
* Interviews will take place on Tuesday 22nd April
* Start date: as soon as possible
We reserve the right to close or extend these timelines depending on the number of applications we receive.