Administration Coordinator

We are seeking a highly organised and proactive Administration Co-ordinator to support the effective operation of our charity. This role will play a key part in developing and a task management system that helps streamline processes, we envisage this platform utilizing AI to help maximise efficiency across the organisation. Working closely with the CEO and Business Development Co-ordinator and the Executive Support Officer.  The successful candidate will be part of the team providing  high-quality administrative support across the organization. This is an excellent opportunity for someone who enjoys improving systems, solving problems and providing exceptional administrative support within a purpose-driven organisation. Key Responsibilities Lead the implementation and administration of a task management platform. Work with colleagues to develop processes and procedures within the platform to improve efficiency. Support the exploration and integration of AI to enhance productivity and service delivery. Coordinate and undertake a wide range of administrative tasks to support teams across the organisation. Ensure administrative processes are delivered accurately, efficiently and in a timely manner. Monitor and manage shared inboxes, responding to enquiries where appropriate and forwarding communications to relevant colleagues. Deliver professional, empathetic and customer-focused responses to members of the public and stakeholders. Handle sensitive communication with discretion and professionalism. Maintain accurate records across organisational databases and CRM systems, including Zoho/Bigin. Working with the Data Management and Insight Officer to carry out data cleansing etc. Support compliance with data protection requirements and organisational policies. Proofread external communications, checking grammar, spelling, formatting and functionality of hyperlinks prior to publication or distribution. Process purchase orders and support the administration of invoices in line with organisational procedures. Maintain accurate records relating to financial transactions as required. Assisting with supplier set up. · Undertake any other duties commensurate with the level of the role. This is a new role therefore the job description will change over time as the role develops. Person Specification Significant experience in an administrative or business support role. Experience of using task management platforms. Experience of managing multiple priorities and meeting deadlines. Experience of maintaining accurate records and databases. Excellent organisational and time-management skills. High level of accuracy and attention to detail. Strong written and verbal communication skills. Excellent customer service and relationship-building skills. Confident user of Microsoft Office applications and digital systems. Ability to learn new software and systems quickly. Proactive, adaptable and self-motivated. Able to work effectively in a remote environment. Professional and dependable approach to work. Able to handle sensitive and confidential information appropriately. Empathetic and able to communicate effectively with people who may be experiencing challenging circumstances, including those affected by abuse. Desirable Criteria Experience of implementing or developing administrative systems or processes. Experience of proofreading and quality-checking external communications. Experience of using CRM systems, particularly Zoho or Bigin. Experience of working within the charity, voluntary or not-for-profit sector. Knowledge of AI-enabled productivity or workflow tools. Understanding of safeguarding, equality, diversity and inclusion principles.