Background
Our Time Charity is the UK’s only charity dedicated to supporting children and young people who have a parent with a mental illness. We believe no child should have to face the challenges of parental mental illness alone.
Through our nationally recognised interventions, professional training and awareness work, we help children build resilience, strengthen family relationships and improve understanding of the impact of parental mental illness. Every member of our small team plays a vital role in achieving that mission.
We’re looking for an exceptional Administration & Business Support Officer to support the charity's day-to-day operations.
Working closely with the Director of Operations, you’ll provide administrative and business support that directly helps children and families affected by parental mental illness.
We’re looking for someone who enjoys bringing order to busy environments, takes pride in producing high-quality work and genuinely enjoys helping others succeed.
Key Responsibilities
Working closely with the Director of Operations, responsibilities will include, but are not limited to:
Administration & Business Support
- Provide high-quality administrative support across the charity.
- Manage shared inboxes and respond to routine enquiries.
- Coordinate meetings, prepare agendas and organise logistics.
- Maintain accurate records and administrative systems.
- Carry out a range of administrative tasks and small projects to support the smooth running of the charity.
Finance & Systems
- Raise customer invoices.
- Process supplier invoices.
- Prepare invoices for payment and maintain accurate financial records.
- Monitor outstanding invoices and follow up where appropriate.
- Maintain and update organisational systems, including Microsoft 365, SharePoint and Breathe HR.
- Review, organise, and continually improve the charity’s digital filing systems to ensure that documents are logically structured, consistently named, and easy to locate.
HR & Recruitment Support
- Coordinate recruitment administration, including arranging interviews and communicating with candidates.
- Obtain references and support pre-employment checks.
- Coordinate DBS applications and safeguarding training.
- Prepare contracts, offer letters, and new-starter documentation.
- Support the onboarding of new employees and volunteers.
- Maintain staff records and training records through Breathe HR.
Governance & Compliance
- Coordinate and distribute Board and Committee papers.
- Coordinate policy reviews and maintain policy schedules.
- Maintain governance records and document registers.
- Assist with maintaining records relating to safeguarding, GDPR and other statutory requirements.
Operational & Project Support
- Coordinate team meetings, away days and organisational events.
- Provide administrative support for fundraising events and campaigns.
- Support donor administration and correspondence.
- Assist with operational projects across the charity.
- Chase outstanding contracts, invoices and actions to ensure work progresses promptly.
Working at Our Time
As a small team, we value people who are collaborative, dependable and willing to take ownership of their work.
We don’t expect anyone to know everything from day one. We value curiosity and a willingness to learn. Every member of our team contributes to improving the lives of children and young people affected by parental mental illness. Whether you’re supporting recruitment, processing invoices or organising Board papers, your work directly enables our programmes to reach more children and families.
We are a fully remote organisation and believe that flexibility is important. At the same time, we recognise the value of building strong working relationships. While most of your work will be carried out remotely, you’ll meet with the Director of Operations approximately once or twice each month to support collaboration, planning and development. These meetings will usually take place in or around York.
You’ll also attend occasional team meetings and events held at locations across the UK.
Application Process
Please apply using this link: https://hr.breathehr.com/v/administration-business-support-47365
You will be prompted to upload a current CV outlining your employment history, qualifications and relevant experience alongside responses to the three application questions below. Please limit each response to a maximum of 400 words.
The application portal does not save your answers as you go. We therefore strongly recommend drafting your responses in a Word document first and saving them regularly. Once you are happy with your answers, you can copy and paste them into the application form and submit it.
1. This role involves managing a wide variety of administrative tasks across finance, HR, governance and day-to-day operations, often with competing deadlines. Please describe a time when you successfully managed multiple priorities at once.
2. Accuracy is essential in this role. Small mistakes can have significant consequences. Please tell us about a time when your attention to detail made a positive difference or helped prevent a problem.
3. Working in a small charity means contributing to a wide range of tasks. What interests you about this type of role, and why do you think you’d be a good fit for Our Time?
Please note that applications submitted via any other means will not be accepted.
Shortlisted candidates will be invited to a remote interview via Microsoft Teams.
The interview will include:
- A short work sample exercise designed to reflect the type of tasks you may encounter in the role.
- A competency-based interview with the interview panel.
- An opportunity for you to ask questions about the role and Our Time.
Further details about the work sample exercise will be provided to shortlisted candidates in advance.
Our Time is committed to safeguarding children and young people; the successful candidate will be required to undergo an Enhanced DBS check to comply with safeguarding policies.
We value diversity and are committed to creating an inclusive workplace. We encourage applications from all backgrounds, especially from those with lived experience of mental illness, to foster a sense of respect and belonging.
Pay: £26,500.00 per year
Benefits:
Application question(s):
- Have you applied via the link in the job description. Applications submitted any other way will not be accepted.
Work Location: Hybrid remote in York
