Office Coordinator

Job Title:                Office Coordinator
Responsible to:     CEO
Job Purpose:         Duties will include maintaining and developing office systems, covering the office reception and being the first point of contact for all callers to the Office.
Hours of Work:      36.5 per week (negotiable)
Location:                Birmingham Irish Association, Birmingham

Key Duties and Responsibilities:

  1. Deal proactively with incoming correspondence/enquiries e.g. mail, e-mail, responding as appropriate.
  2. Take ownership of all enquiries, resolving or identifying alternative contacts as appropriate.
  3. Develop and implement administrative systems including general administration, reception cover, staff leave, recording, maintaining supplies of stationery and equipment.
  4. Provide support and coaching for others.
  5. Manage a database system.
  6. Maintain health and safety procedures of the office and arrange for necessary repairs.
  7. Manage and maintain key communication networks including website, Facebook and Newsletter.
  8. Manage and maintain key internal databases including Advice Pro.
  9. Organise meetings, events and activities as appropriate to the role ensuring efficient scheduling.
  10. Maintain sufficient consumable stock for the front office shop.
  11. Anticipate and provide all relevant documentation through understanding the nature of the work of BIA including forms, the monthly report, agendas and minutes.
  12. Demonstrate strong organisational skills, regularly act on own initiative, highlighting issues and suggesting possible solutions.
  13. See and act on opportunities to enhance the user’s service.
  14. Actively source and share knowledge with others.
  15. Exercise confidentiality, discretion and personal sensitivity in all aspects of the role.
  16. Build a network of strong working relationships both internally and externally.
  17. Undertake any other duties commensurate with the post and agreed by the CEO.
  18. Contribute to the development of and adhere to the organisation's policies and procedures.
  19. Attend regular supervision and training as appropriate.
  20. Undergo a Disclosure Barring Service check.


  • GCSE Maths and English or equivalent.


  • Knowledge of the legal responsibilities of voluntary sector organisations.
  • Knowledge of health and safety.


  • Experience of managing a high volume of work, providing full administrative support to more than one person.
  • Proven time management experience.
  • Experience of working with volunteers.


  • Excellent interpersonal and negotiating skills.
  • Excellent written and verbal communication skills at all levels.
  • Good time management and organisational skills.
  • Skills in collecting, managing and disseminating information.
  • Skills in the use of ICT – including internet, word processing, desktop publishing, websites and social media.
  • Problem-solving skills.


  • Ability to understand and process basic financial information.
  • The ability to prioritise workload, managing expectations and challenging where necessary.
  • The ability to work proactively and using own initiative.
  • The ability to work well as part of a team.
  • The ability to cover reception when required.
  • The ability to project manage.
  • Enthusiasm for the programmes, ethos and goals of BIA.

Interviews week commencing 9th September 2019

Enquires, CV and covering letter to morag[at][dot]uk