Operations and Systems Coordinator – Charity

This is a specialist charity supporting girls and young women through therapeutic, emotional and practical support. We are seeking a highly organised, proactive and technologically proficient operations and systems coordinator to support the smooth running of our office, systems and day-to-day operations.The postholder will play a central role in the effective operation of the organisation, taking ownership of our funding database and supporting with other databases while providing proactive operational and administrative support across the office.

You will be responsible for managing, maintaining and continuously improving the funding database, ensuring data is accurate, up to date and used to its maximum potential to support reporting, fundraising and organisational decision-making. The role will also support the effective functioning of other databases, maintain data integrity and assisting colleagues to ensure information can be recorded and generated consistently and efficiently. In addition to database management, the postholder will contribute proactively to the smooth running of the operational office, providing administrative support across the organisation. This includes working closely with the Finance Team to process supplier invoices. The successful candidate will be highly organised, detail-oriented and confident in identifying opportunities to improve systems and processes.

Key Responsibilities

Database Management and Reporting

• Take ownership of the organisation's funding database, ensuring it is maintained accurately, up to date and utilised to its maximum potential.

• Support the effective administration and functionality of other databases, to assist ensuring records are accurately maintained and data is entered consistently.

• Work collaboratively with colleagues to identify opportunities to improve operational database processes, reporting functions and data management practices.

• Produce accurate reports, data summaries and management information from the funding database to support decision-making, fundraising and service delivery.

• Ensure all information is managed in accordance with organisational policies, confidentiality requirements and data protection legislation.

Operations and Office Management

• Play a proactive role in the day-to-day running of the operational office, ensuring systems, processes and administrative functions operate efficiently.

• Support the development, implementation and continual improvement of administrative and operational procedures.

• Coordinate and maintain operational records, documentation and filing systems.

• Liaise with suppliers, contractors and external stakeholders to support the smooth running of the organisation.

• Anticipate operational needs and take initiative to resolve issues and improve ways of working.

Financial Administration

• Work closely with the Finance Team to process supplier invoices and maintain accurate financial records. 

Digital Systems and Organisational Support

• Use digital platforms, AI tools and technology to improve organisational efficiency and streamline administrative processes.

• Create professional documents, reports, presentations and resources using Microsoft Office and Canva.

• Provide administrative and operational support to colleagues across the organisation as required.

• Contribute to wider organisational projects, planning activities and business operations.

About You

• Experienced in managing and maintaining databases, with a strong focus on data accuracy and quality. 

• Confident in using databases to generate reports, analyse information and support organisational decision-making.

• Highly organised, with the ability to manage multiple priorities and deadlines.

• Proactive and self-motivated, with a willingness to take ownership and identify improvements.

• Strong administrative and operational skills, with experience supporting the efficient running of an office or service.

• Confident using Microsoft Office, particularly Excel and Outlook.

• Comfortable learning and using new technologies, including AI-enabled tools.

• Excellent attention to detail and commitment to maintaining accurate records.

• Strong communication and relationship-building skills.

• Experience of Canva, Mailchip and Donofy advantageous but not essential. 

• Committed to the values and mission of Noa Girls.

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For more information about the role, or to receive a personal recommendation, please contact our recruitment team. Melissa – [email protected] or Yael – [email protected]

Code: J-04