Job Title: Operations and Office Coordinator
Reports to: Director of Operations
Location: Haringey (N17), London (NB this is an entirely in-person role)
Hours: 30 hours per week, ideally 9am-3pm (including a lunch break) Monday to Friday, but we are happy to discuss flexible arrangements for working days/hours.
Contract Type: Fixed-term 1 year from November 2026
Salary: £31,000-£34,000 (pro-rated at £23,250 to £25,500 for 0.75 FTE)
About Sister System
Sister System is a registered charity that empowers care-affected girls and young women aged 13–24 to recover from trauma, build resilience, and realise their potential. We provide mentoring, group work, and learning opportunities that promote emotional wellbeing, independence, and pathways into education, employment, and training.
Purpose of the Role
The Operations and Office Coordinator is a varied, hands-on role responsible for keeping Sister System's office running smoothly and safely day to day. You will work in person across Sister System’s 20-person office and three mentoring/meeting rooms based at the Trampery in Tottenham, N17.
You will manage IT support and equipment, office administration, and facilities and supplier relationships, while also supporting with recruitment, onboarding, and HR administration. You will have lead responsibility for health and safety, including risk assessments and first aid, and provide light-touch administrative support to the finance team. This role suits an organised, personable multitasker who enjoys problem-solving and wants to play a central part in creating a well-functioning, engaging and supportive environment for our team and the young women we support.
Main Duties
IT
- Work closely with our external IT service provider to solve IT challenges as they arise
- Support the team with basic Office 365 and hardware issues in person
- Order new IT equipment as needed
- Track equipment inventory
- Manage phone contracts
- Oversight of our digital file management system and intranet
- Set up desks and IT equipment for new staff members
Office Administration
- Answer the Sister System mainline phone, forward calls to the relevant department.
- Greet guests, set up for meetings, work with the Executive Personal Assistant to the CEO
- Regularly order stationery and office supplies
- Conduct regular stock checks of mentee products and submit replenishment orders
- Keep the Sister System office and delivery spaces clean and tidy
- Encourage team members to be tidy, efficient and environmentally aware in our spaces
- Collect and distribute post including delivery of parcels
- File and sort paperwork
People and Culture
- Oversight of the candidate journey from recruitment to onboarding,
- Monitor people@ and recruitment@ inboxes
- Support with recruitment administration (posting job ads, collating applications, booking interviews)
- Create and send contracts, letters of changes to salary/responsibilities
- Act as onboarding/induction coordinator for new starters
- Lead on BreatheHR platform administration
- Support staff with questions around policies, CPD budgets etc
Facilities Management
- Oversee the internal room booking system, making bookings for meetings and events in the Trampery
- Be the main point of contact for the Trampery, the building management company – communicate any facilities issues and direct important information to the rest of the team
- Fix small maintenance issues that aren’t covered by the building management
- Manage key relationships with suppliers
Health and Safety
- Lead on health and safety across the team
- Conduct risk assessments and workspace assessments
- Be a designated First Aider and Fire Warden
- Conduct regular tests such as PAT testing
- Communicate health and safety requirements across the team and encourage team members to work in a safe way
Finance
- Support the Finance Officer with uploading receipts onto the shared drive
- Assist with any discrepancies that finance may need support with
Organisational
- Attend meetings and liaise with colleagues as required
- Attend training relevant to the role
- Work with colleagues to actively promote the work of the charity
- Put our service users and stakeholders' needs at the heart of all services and activities
- Uphold and promote the mission and values of the charity
- Undertake any such appropriate duties as directed by the charity from time to time
Key contacts and relationships
- Internally the post holder will report directly to the Director of Operations and work closely with the other team members.
- Externally the post holder will manage relationships with a range of external partners such as our IT service provider, phone provider, stationery suppliers, landlords
Person Specification
You don’t need to have any specific experience for this role, but you do need to be:
- Practical and resourceful: You are a hands-on person with a proactive approach to problem solving - you may not know how to fix everything, but you will try and work it out.
- Highly organised and methodical: You see where processes can be more efficient and practical and create and implement new systems. You love keeping things tidy!
- Technically savvy: You might not have IT management experience, but you understand the main technical functions and have excellent computer skills including using key Microsoft Office 365 packages. You can set up laptops, monitors, docking stations, printers, and other IT office equipment.
- Approachable and helpful: You work well in a team and have excellent communication skills
- Flexible and adaptable: You know that no two days will be the same and you are good at managing multiple priorities. You know that sometimes you will have to quickly change your plans to deal with urgent issues.
- Open and willing to learn
Sister System is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.
This post is subject to two satisfactory reference checks and DBS enhanced disclosure.
Timeline
- Deadline for applications: End of day Sunday 20th September 2026
- First round interviews: w/c 28th September
- Second round interviews: w/c 5th October
- Decisions made by: 14th October
- Start date: Between 1st and 16th November
If you would like to discuss this role informally or have questions before applying, please contact Laura Marney at [email protected].
Thank you for your interest in joining Sister System in our mission to inspire and empower young women.
Pay: £31,000.00-£34,000.00 per year
Benefits:
- Casual dress
- Free parking
- On-site parking
- Sick pay
Experience:
- Administrative: 1 year (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
