Job Overview
The Operations and Administration Coordinator will be a valued member of a small and committed team, helping SUG’s day-to-day work run smoothly. The postholder will support the organisation with administration, meetings, travel, events, grant coordination and practical arrangements, ensuring that records and actions are organised, accurate and completed on time.
This is a varied, hands-on role with scope to develop. The postholder will work closely with the Executive Director, Communications Officer, Treasurer, trustees and external bookkeeping consultant. It is not a qualified finance-manager role: support and guidance will be available. What matters most is strong organisation, attention to detail, a willingness to learn, sound judgement and a compassionate approach to working with people.
Duties
- 1. Operations and office administration
- Maintain organised digital filing systems, ensuring that contracts, policies, grant documents, supplier information and key organisational records are up to date and accessible.
2. Finance and grant administration
- Process invoices, expense claims, purchase requests and supporting documentation in line with SUG’s financial controls and agreed budgets.
- Maintain clear expenditure records, coding information and evidence for restricted grants; prepare documentation for the external bookkeeping consultant.
- Support the Executive Director and Treasurer with budget monitoring by maintaining practical trackers of income, expenditure, commitments and reporting deadlines.
- Coordinate the administration of grant agreements, payment schedules, donor due-diligence requests and narrative/financial reporting inputs.
- Liaise professionally with the external bookkeeping consultant and provide timely information needed for monthly bookkeeping, payroll and management accounts.
- Support fundraising and donor administration, including maintaining funding records and acknowledgement correspondence.
3. Travel, events and project coordination
- Plan and coordinate domestic and international travel for the Executive Director and, where relevant, other staff, speakers and partners: flights, accommodation, visas, itineraries, insurance and reimbursements.
- Prepare travel documentation and ensure approvals, budgets and receipts are recorded in accordance with SUG procedures and funder requirements.
- Support the organisation of Board meetings, parliamentary briefings, partner meetings, cultural events and campaign activities, including venue bookings, invitations, registration lists, accessibility needs and supplier liaison.
- Attend selected in-person meetings, demonstrations, parliamentary engagements and events to provide practical coordination, note-taking and follow-up support, with reasonable notice.
- Maintain project workplans and action trackers; follow up agreed actions and flag risks, delays or upcoming deadlines to the Executive Director.
4. Governance, compliance and safeguarding
- Prepare and circulate Board and committee meeting papers; take or coordinate minutes, maintain action logs and follow up decisions.
- Assist with maintaining SUG’s governance, safeguarding, data-protection, risk-management and other key policies and registers.
- Manage general administration, including correspondence, meeting arrangements, calendars, contact lists, and basic procurement.
- Provide practical executive-assistant support to the Executive Director, including diary management, arranging meetings, preparing travel information, monitoring follow-up actions and helping to prioritise commitments.
- Support the Executive Director to maintain an annual organisational calendar of Board meetings, reporting deadlines, events, campaigns and key external engagements.
- Help maintain and improve practical operational systems, templates and procedures appropriate to a small charity.
- Coordinate administrative arrangements for recruitment, induction, consultants, interns and volunteers when required.
- Handle confidential information responsibly and follow SUG’s data-protection and security procedures at all times.
- Support organisational compliance with charity, funder, employment and contractual requirements, escalating concerns promptly to the Executive Director.
Essential
- Excellent organisational skills, with the ability to manage several priorities, deadlines and administrative processes calmly and accurately.
- Experience in an administrative, operations, project-support, office-coordination or similar role.
- Confidence with financial administration, including invoices, expenses, budget trackers or payment records.
- Strong written communication and interpersonal skills, with a professional and approachable manner.
- Experience of, or confidence in, taking clear meeting notes and producing accurate minutes and action points.
- High level of IT literacy, including Microsoft Office or Google Workspace, spreadsheets, online meeting platforms and shared filing systems.
- Ability to work independently, use sound judgement and know when to seek guidance.
- A willingness to learn, take initiative and develop new skills within a supportive small-team environment.
- A strong commitment to human rights, equality, inclusion and respectful working practices.
- A compassionate, respectful and survivor-centred approach, alongside discretion when working with sensitive information and people affected by human-rights abuses.
Desirable
- Experience of working in a charity, small organisation, campaigning organisation or grant-funded project.
- Experience supporting donor reporting, restricted funds or external bookkeeping arrangements.
- Experience arranging international travel, events or parliamentary/policy meetings.
- Knowledge of charity governance, safeguarding, data protection or basic HR administration.
- An understanding of issues affecting Uyghurs, forced labour, human rights or diaspora communities.
Additional information
The postholder will occasionally be required to work outside normal office hours, with reasonable notice, to support events, Board meetings, demonstrations or time-sensitive activities.
SUG is committed to equality of opportunity. We welcome applications from people of all backgrounds and particularly encourage applications from people with lived experience relevant to our work, including members of the Uyghur community and other affected communities.
Appointment will be subject to satisfactory references and the right to work in the UK. Any safeguarding checks will be proportionate to the duties of the role.
To apply, please send:
- Your CV
- A covering letter explaining your experience and how you meet the essential criteria for the role
Please email your application to [email protected] with the subject line:
Application – Operations and Administration Coordinator
Application deadline: Midnight, 18 September 2026
Pay: £28,000.00-£30,000.00 per year
Work Location: Remote
