Job Description

Role Purpose

The Services Administrator & Volunteer Coordinator is responsible for ensuring the smooth, efficient, and compliant running of the office for Chai in the North. This role supports the delivery of high-quality services by overseeing day-to-day operations, volunteer coordination, office administration, and financial processes.

Key Responsibilities:

Administration and Day-to-Day Office Management

• Carry out general administrative duties to support service delivery and the Northern team.
• Set up rooms for counselling sessions and complementary therapy appointments, ensuring spaces are prepared appropriately and on time
• Arrange taxi transport for clients when required, ensuring timely and sensitive coordination.
• Create marketing materials for new groups and services and distribute them to relevant clients.
• Support day-to-day office operations, including ordering supplies, recordkeeping, and correspondence.
• Ensure all work is carried out in line with Chai’s policies, values, safeguarding requirements, and confidentiality standards.

Operations and Maintenance

• Ensure the smooth and efficient running of the operational side of Chai in the North.
• Identify operational challenges and proactively develop and implement solutions to improve efficiency and service delivery.
• Oversee general office maintenance to ensure a safe, professional, and welcoming environment.
• Manage the Manchester office premises and liaise closely with The Fed on operational and facilities-related matters.

Database

• Set up and maintain new client and group records on the database, ensuring accuracy and confidentiality at all times.
• Add and manage client appointments and group allocations within the database when necessary.
• Create and maintain client files, including the preparation of GP letters and related correspondence.
• Manage the database to generate reports for group allocation, service planning, and client communications.
• Ensure data protection and GDPR requirements are adhered to when handling all client and donor information.

Volunteers

• Recruit, induct, and onboard volunteers across the North, ensuring all required checks and documentation are completed.
• Maintain accurate volunteer records, including DBS checks, insurance details, and driving licences where applicable.
• Arrange and manage the monthly reception rota, ensuring adequate volunteer cover. 
• Coordinate transport logistics with volunteer drivers to support client appointments and services. 
• Provide ongoing support, guidance, and supervision to volunteers, fostering a supportive and engaged volunteer team.

Finance

• Manage the banking process, including cash handling, reconciliation, and attending the bank as required.
• Process donations received through the Manchester office accurately and in a timely manner and administer the ThankQ system.
• Manage and monitor the petty cash process in line with organisational financial procedures.