Role Profile: Head of Administration and Compliance
Working Hours: 28 Hrs p/week worked over 4-5 days. Must include Monday, Tuesday and Wednesday. Increased flexibility during school holiday periods.
Location: The Grand, Clitheroe
Salary: FTE: £35,000 - £40,000 (Pro Rota: £28,000 - £32,000)
Reporting to: General Manager
ROLE
The Senior Administrator is the heart of the office, responsible for ensuring that the "engine room" of the organisation - Compliance, Health & Safety with some aspects of HR and Finance - runs with precision. This role balances high-level strategic involvement as part of the Wider Leadership Team with the essential, hands-on coordination of daily office operations.
Your purpose is to provide a stable and compliant framework for the entire team. By managing everything from safer recruitment and payroll data to managing safety and legal contracts, you ensure the organisation remains a safe, legally sound, and efficient place to work. You are the guardian of organisational standards and policies.
KEY RESPONSIBILITIES
LEADERSHIP & PEOPLE MANAGEMENT
● Strategic Input: Member of the Wider Leadership Team, contributing to operational planning and problem-solving at weekly meetings.
● Line Management: Directly manage the Caretaker, ensuring facility standards are met.
● Team Point of Contact: Act as the "go-to" person for office related enquiries on a day-to-day level.
● Site Responsibility: Principal key holder during working days; the primary contact for building queries.
● Maintenance Schedule: Oversee and implement the maintenance schedule, managing the maintenance budget and managing contractors.
HR & COMPLIANCE
● Contract Management: Ensure all staff and freelance contracts and HR documentation are current and compliant.
● Process Oversight: Manage HR processes and employment law compliance, including holiday and sickness tracking.
● Staff Welfare: Ensure all team members receive regular check-ins with their line managers; sit in on meetings where appropriate.
● Recruitment: Oversee all recruitment, ensuring strict adherence to "safer-recruitment" procedures.
● Employee Relations: Provide administrative support for HR-related issues and be in communication with external HR consultants.
● Training: Oversee team and volunteer training, arrange courses, and maintain up-to-date training records.
● Contractual Projects: Oversee the implementation of written agreements for regular freelancers.
● Policy Implementation: Work with HR consultants to oversee the rollout of the new staff handbook and the creation of an AI Policy.
● Data Protection: Data Protection Officer for the organisation, ensuring GDPR compliance with policy and procedure.
OFFICE & FINANCE ADMINISTRATION
● Financial Processing: Gather timesheets/payroll info, collate invoices for credit card payments.
● Procurement: Manage purchasing and returns, ensuring an accurate paperwork trail with the Accountant.
● Office Operations: Order office/cleaning supplies; manage staff sign-in procedures and waste collections.
● I.T. Coordination: Oversee I.T. and office equipment, resolving issues with support from the I.T. consultant.
HEALTH & SAFETY LEAD
● Compliance Leadership: Lead H&S review meetings, ensure actions are completed, and work with advisors to develop risk assessments and policies.
● Safety Protocols: Ensure full compliance with fire alarm tests, evacuation drills, and legionella testing.
● Training: Organise and lead H&S training, including the content creation for instructional training videos.
● Stakeholder Liaison: Act as the point of contact for trustees and insurers regarding safety and risk.
● Training Development: Create standardised training videos for Site Safety and Emergency Evacuation.
FUNDRAISING SUPPORT
● Team Liaison: Work with Fundraising Consultant and Accountant to track Fundraising Pipeline, Income and ensure good communications throughout the team.
● Fundraising Compliance: Ensure that we adhere to Ethical Fundraising Practices and meet requirements of grant terms and conditions.
LEGAL & PARTNERSHIPS (Dependent upon Experience)
● Contract Oversight: Oversee contracts for major partners.
● Governance: Develop and implement Terms & Conditions for key partnerships and hires.
ESSENTIAL ATTRIBUTES
● Experience: Minimum 3 years’ experience in a role with a high level of administration and compliance.
● Administration: Excellent administration skills, with a high attention to detail.
● Office & HR Experience: Proven track record in office management, compliance, and "safer recruitment" processes.
● Health & Safety Leadership: Knowledge of H&S regulations, risk assessments, and managing safety protocols.
● Dual-Level Capability: Ability to contribute to high-level strategy (Wider Leadership Team) while managing daily hands-on tasks.
● People & Facilities Management: Experience managing or coordinating staff and external contractors.
● Policy & Training: Ability to write and develop workplace policies and training.
DESIRABLE ATTRIBUTES
● Legal & Governance: Experience overseeing major partner contracts and developing venue Terms & Conditions.
● Fundraising Awareness: Familiarity with tracking grant pipelines and ethical fundraising compliance.
APPLICATIONS:
Please send a C.V. (no greater than 2 sides of A4) and covering letter (no greater than 1 side of A4).
Closing date: Mon 6th July, Midday.
Interviews: Wed 15th July / Thu 16th July
Covering Letter Guidance
Based on the main areas of responsibility detailed above, please detail the following in your covering letter:
- Why you are interested in the role.
- What relevant experience makes you suitable for this position.
- What skills and strengths you would bring to the role.
Please send applications by email to [email protected] or post to Dave Thornber, The Grand, 18 York Street, Clitheroe, BB7 2DL
Pay: £35,000.00-£40,000.00 per year
Benefits:
- Casual dress
- Free parking
- On-site parking
- Sick pay
Experience:
- administration and compliance: 3 years (required)
Work Location: In person
