As our services to local families expand further we now have a vacancy for a
PART TIME OFFICE ADMINISTRATOR – 22 HOURS PER WEEK
SALARY - £14,652
OFFICE BASE – First Floor Offices, 73 Church Street, Malvern WR14 2AE
Malvern Special Families is a well respected charity that provides safe, stimulating and fun social opportunities for children with disabilities and additional complex needs. We run clubs for children during school holidays, at weekends and evenings .
Do you think you have the right skills to join the Malvern Special Families office team?
It could be you – if you can demonstrate the following:
- A great team player
- Ability to stay calm under pressure
- Organised with good attention to detail
- Reliable
- An understanding of the issues facing families with a child with a disability
- A desire to show initiative – we’re a small team so we need someone who’s able to work independently
- Extensive IT skills
- Professional & friendly
Responsibilities of Role:
Reception/telephone
- To provide administrative support and be the central point of contact for all enquiries.
- Provide reception & telephone arrangements which are welcoming to families, children, young people, visitors & staff. Sensitive listening skills & a calm influence.
Finance
- Responsible for general day-to-day bookkeeping administration on QuickBooks.
- To maintain accurate financial records and ensure that all income and expenditure is processed and recorded in a timely manner.
- Responsible for invoicing families and social care for places/activities booked, reconciling payments & general account management, including chasing overdue balances.
- Responsible for issuing funding claims (invoices) to grant providers and funders, in line with contractual agreements.
- To assist in the management of monitoring and reporting activities for contracted services provided by Malvern Special Families.
- Manage all bill payments via BACS with authorisation from the C.E.O.
- Ensure monthly wage and expense payments are processed through the bank.
- Monitor bank account(s) and assist external bookkeeper and accountant with monthly reconciliations.
- Prepare and carry out all banking.
- Liaise with suppliers, contractors and service providers as required.
Supporting the administration of the booking & monitoring systems
- To develop (where required) and maintain records both manually & electronically.
- Support the completion of all delivery monitoring obligations for various contracts/funders and submit delivery reports as required.
General Administration
- Arrange meetings, take minutes as necessary & circulate afterwards.
- Maintain office diary/calendar for MSF office staff, to include meetings, events & locations of staff.
- Arrange appointments and book venues as required.
- General office duties
Recruitment (support with interviews)
- Assist the Service Manager with recruitment interviews as required.
Desirable Requirements
I.T. (Information Technology)
- To manage all I.T. systems within the Malvern Special Families’ office and for the wider team.
- Responsible for ensuring all MSF devices have appropriate software and security packages installed.
- Carry out an annual audit of all mobile devices (incl. laptops, mobile phones, iPads etc.) ensuring software and security checks are completed, including PAT (Portable Appliance Testing) tests have been carried out by the relevant external contractor.
- Set up new devices such as laptops and desktop computers, ensuring all software and security features are installed. Issue devices to members of staff or trustees as appropriate, ensuring that all necessary documentation is completed prior to and during handover.
- Develop and maintain an asset register of all electronic devices/equipment issued to staff and trustees.
- Manage security software and communication provider contracts for mobile and office devices/ equipment.
- Assist in ensuring website and social media accounts updated.
Skills and Attributes:
· Eligibility to work in the UK and DBS clearance to work with children and young people.
· Proven experience of working in an administrative role, ideally within a care or educational environment
· Good level of I.T. skills and have good working knowledge of Microsoft 365 software (Word, Excel, PowerPoint, Publisher, Teams)
· Experience using QuickBooks invoicing/accounting software, or similar finance software package.
· Excellent communication and interpersonal skills.
· High attention to detail and strong organisational abilities.
· A proactive, flexible, and enthusiastic approach to work.
· A team player who is keen to learn and contribute to continuous improvement.
Desirable:
· Good working knowledge of Mailchimp marketing software or similar.
· An understanding of Safeguarding and Child Protection.
Please contact us for an application pack. Email: ceo@ malvernspecialfamilies. org.uk
You will need to complete our job application form (CV’s are not accepted).
Closing date for applications: 21/08/2026
Interviews: w/c 07/09/2026
Start Date: w/c 14/09/2026
Pay: £12.80 per hour
Experience:
- IT systems, Word, Excel, Database: 2 years (required)
Work Location: In person
