Operations and Office Administrator
The Missionary Society of St. Columban in Britain, based in Solihull, is seeking a full-time Operations and Office Administrator to join our team. This is an exciting opportunity for an enthusiastic and self-motivated professional to contribute to the mission work of the Columbans in Britain.
The Columban Missionaries are a Roman Catholic organization whose members work for the spread of the Christian message in Asian and South American countries.
Supporting communities of Christian faith, relieving poverty and hardship, promoting dialogue and reconciliation among people of different races, cultures and religions, and caring for the natural environment are the principle activities of our members.
Job title: Operations and Office Administrator
Contract length: Permanent
Days/Hours: Monday to Friday. Full-time – 37.5 hours per week
Salary: Depending on experience. This will be discussed with the shortlisted candidates.
Job description
The Operations and Office Administrator will provide wide-ranging administrative and operational support to ensure an efficient office environment, contributing directly to the delivery of the international Missionary Society of St. Columbans mission priorities.
Key responsibilities
Office Operations: Ensure the smooth running of the office through the management and coordination of IT systems, office supplies, post, telephone/internet, document filing and retention, and oversight of maintenance and improvements to equipment and the working environment.
Personal Assistant and Administration: Provide IT and administration support to the Regional Director, the Fundraising and Operations Manager, Regional Council, the Board of Trustees, Mission Appeals Team and the community living at the Columban House; including minute-taking, arranging meetings, drafting and sending correspondence, database administration, preparation of reports and booking travel and appointments.
Venue Hire and Events Administration: Coordinate room and grounds hire at St. Columbans – handling enquiries and bookings, diary management, health and safety compliance, preparing the venue, maintaining and improving the facilities, advertising and assist with the planning and administration of events organised by the Charity.
Reception: Host visitors and handle enquiries by telephone and email; including deliveries/collections, maintenance and supplier visits and members of the public contacting the office to donate, request a Mass, update their record details, meet with a priest, or for any other reason.
Health and Safety Administration: Manage the online system for health and safety, coordinate the review and update of risk assessments for the office, house and grounds, organise training and briefings, monitor and re-stock first aid supplies, act as a health & safety marshal and organise staff appointed as first aiders and fire marshals.
Person Specification
Qualifications/Training:
- GCSE or equivalent in English and Maths (grade C or above)
- Desirable is a Business Administration Level 3 or equivalent qualification or experience.
- Microsoft 365 qualifications or equivalent training is desirable
Skills and competencies:
- Competency in Microsoft 365 applications, especially Outlook, Word, Excel, SharePoint and Teams
- Accuracy, attention to detail and an aptitude for problem solving
- Excellent verbal & written communication skills
- Capable of working independently and collaboratively as part of a team
- Confidence in building relationships with various stakeholders
Experience:
- A minimum of 5-7 years’ experience of office-based administration work
Special Aptitudes and knowledge:
- Confident and courteous with people on the telephone, in person and in correspondence by letter and e-mail
- A team player
- Ability and willingness to learn and adapt to new ways of working
- Responsible for undertaking core learning for the role
- Determined, innovative, target driven and self-motivated
Additional Benefits
- An additional week of holiday (vs national entitlement)
- Four discretionary days of holiday over the Christmas period when the office is closed
- Discretionary Christmas bonus
- Discretionary paid compassionate leave
- Discretionary Occupational Sick Pay
- Discretionary paid time-off for dependents
- Discretionary paid time-off for public duties
- Discretionary additional bank holidays (if any announced by the government)
- Flexible working
- Training
- Long Service Awards
- Private Healthcare Scheme
- Death in Service Benefit
- Pension enrolment (optional)
- Invitation to Charity conferences and webinars
- Free parking on site
- Unlimited tea and coffee
- Close to Widney Manor Train Station (0.6 miles)
Please use the application form and process to demonstrate how you fit the person specification and your ability to perform the key responsibilities of the role.
How to apply
Please download and complete the Operations and Administrator Assistant Job Application Form and send this by email to: hr@columbans.co.uk
Application deadline: Midnight on Sunday 25th May 2025.
To find out more about the role please email hr@columbans.co.uk and we will contact you as soon as possible.