Administration Manager – Community Organisation

The Administration Manager is responsible for overseeing CST's administrative and office-management functions, ensuring effective systems, accurate records, operational compliance, and well-coordinated support across the organisation. The role holder will support the business by maintaining robust administrative procedures and managing key relationships with colleagues across all departments, Trustees, tenants, suppliers, utility providers, and regulatory bodies.

Your key responsibilities for this role are as follows: 

Fleet and Vehicle Leasing Coordinator:

• Responsible for managing and maintaining CST’s vehicle fleet, including arranging, insurance, and compliance records. 
• Coordinate the hire and leasing of vehicles for staff, ensuring vehicles are available, roadworthy, compliant, and suitable for business needs.
• Liaise with leasing companies, hire providers, and internal staff, while maintaining contracts and vehicle documentation.
• Making sure that company car drivers have their vehicles regularly serviced, MOT and repaired if necessary
• Statutory Compliance and Reporting 
• Coordinate relevant operational filings and support compliance with applicable legal and regulatory requirements.
• Maintain statutory records and documentation.

Utilities and Contract Management

• Manage relationships with utility suppliers and service providers.
• Coordinate utility contracts and service arrangements to support reliable business operations.
• Monitor service performance and identify opportunities for operational and efficiency improvements.

Administration and Office Management 

• Develop and maintain effective administrative systems and procedures.
• Ensure company records are maintained accurately and securely.
• Support senior management with administrative and operational requirements.
• Contribute to process improvements and the implementation of best practices across administrative functions.

Shield House Management

• Oversee the work of the Building Manager and Cleaners.
• Recommend and coordinate improvements to the property as needed to ensure a safe, functional and attractive space
• Be flexible to be available outside of normal working hours to deal with emergencies affecting the property and to reasonably attend site out of normal working hours to deal with such emergencies.

Tenant and Other Billing and Receivables 

• Prepare and issue tenant invoices for rent, service charges, utilities, and other recoverable costs.
• Monitor tenant accounts and follow up on outstanding balances.
• Maintain accurate records of tenancy agreements and associated billing schedules.
• Reconcile tenant accounts and investigate billing queries.
• Prepare and issue invoices for recharged services relating to events.
• Raise invoices/claims to CST’s Grants Admin Department for monthly administration and security, and for multi-site security.

Supporting the HR Director with a range of HR administration, including: 

• Preparing and issuing contracts of employment and offer letters for new joiners.
• Providing administrative support in relation to payroll and salary matters.
• Supporting recruitment processes, including candidate coordination, interview scheduling, and diary management.
• Other ad hoc tasks the HR function may require

Staff Records and Benefits

• Help keep all relevant documentation pertaining to staff to include personnel details, salary and pension details, life assurance nomination forms and maternity and paternity signed forms.
• Responsible for informing staff of their Pension, Life Assurance and PHI benefits when they have passed their probationary period 
• Ensure pension deductions occur, and contributions are paid to the pension company
• Deal with any correspondence from pension companies
• Import into Scottish Widows portal the monthly pension payments
• Keep record of Pension accrual.

You must be a team player, and have:

Required Professional qualifications:

• A relevant qualification in administration, facilities management, HR administration, or a related discipline is desirable. However, relevant experience is considered more important.
• Training or qualifications in office management, facilities, compliance, or health and safety would be advantageous.

Work Experience:

• Proven experience in administration, office management, facilities coordination, or operational support.
• Experience maintaining accurate records and supporting statutory or regulatory compliance.
• Experience in property, facilities, or tenant administration would be advantageous.
• Experience coordinating supplier or utility contracts.
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Skills and Competencies:

• Strong administrative, problem-solving, and analytical skills.
• Excellent attention to detail and accuracy.
• Good understanding of administrative controls, record management, and operational compliance.
• Knowledge of workplace administration, data confidentiality, and relevant compliance requirements.
• Strong organisational and time-management skills.
• Proficient in Microsoft Office and confident using administrative systems and databases.
• Excellent communication and negotiation skills.
• Ability to work independently and manage multiple priorities.

 Key Performance Indicators (KPIs):

• Administrative records are accurate, secure, and kept up to date.
• Operational and compliance documentation is completed within required deadlines.
• Fleet documentation, servicing, MOT, insurance, and related records are maintained effectively.
• Utility and service-provider issues are coordinated and resolved promptly.
• Administrative requests from senior management and colleagues are handled effectively.
• Shield House remains safe, functional, well maintained, and appropriately supported
• Administrative processes are reviewed and improved where appropriate.

For more information and to be personally recommended for the role, please contact our recruitment team: Yael [email protected] or Melissa – [email protected]

Code: J-02+