Vacancy: Administrator About us To support our recent our expansion, we are seeking an experienced Administrator to work with our existing team and trustees. Southern Oaks Retirement Living (SO) is an independent charity that strives to enhance the quality of life for older people by providing supported independent living, companionship and social interaction to diminish the effects of loneliness and isolation. Alongside the existing 3 traditional Supported Houses, SO is proud of our development consisting of 60 apartments in Ewell providing a supportive, vibrant and like-minded community. This community is unique whereby people can choose how to spend their time with a wide range of facilities on offer, such as a restaurant, library, fitness area, cinema, extensive gardens and guest areas. We have recently merged with Abbeyfield Chelsea and Fulham which has added 2 additional Supported Housing and an additional Accommodation Property. Administrator - about the role: This is a newly created role due to on-going growth. It will focus on day-to-day business administration around Tenancy agreements, Finance & HR. It will be a varied role that will suit someone with experience and who is willing to get involved in all aspects of day-to-day business administration of the charity. The role will be part-time 21 hours per week, office based. Please submit CV and covering letter to apply. Job Description Title: Administrator Responsible to: Finance Manager Department Head: Head of Finance Hours & Salary P/T 21 hours per week - Salary FTE £25,000 pa – pro-rata £15,000pa Job Purpose: This is a newly created role due to on-going growth. It will focus on day-to-day business administration around Tenancy agreements, Finance & HR. It will be a varied role that will suit someone with experience and who is willing to get involved in all aspects of day-to-day business administration of the charity. Key Responsibilities * Management of: Resident records, operational documents (policies, procedure & templates). * Preparation of: Tenancy agreements, End of Tenancy documentation. Create and manage internal templates. HR tasks to include DBS checks, staff contracts, job descriptions, recruitment adverts. * Record Keeping: Organizing and maintaining SharePoint digital files, ensuring information is easily accessible and stored securely. Scanning documents and maintaining archived records. * Communication Management: Liaising with internal stakeholders, resident interaction on day-to-day basis. External stakeholders: Telephone, email. Facilitating potential resident viewings of apartments. * Meeting Coordination: Scheduling meetings, booking rooms, preparing agendas, and taking minutes. * Office Management: Ordering supplies, managing inventory, and ensuring the office environment is well-maintained. Preparing documents through editing, printing and binding. * General Support: Providing administrative support to various team members and departments, often including data entry, report generation, and other tasks. Working closely with Reception team. * Data Protection: Following data protection guidelines when handling sensitive information. * Financial Tasks: Processing residents shop purchases on daily basis. Expected Outcomes * Management of sharepoint * Business administration follows correct procedure and records are complete, with tasks completed in a timely manner Candidate profile Essential skills: * IT Proficiency: Experience using Microsoft Applications, specifically Excel, Outlook and Word * Communication Skills: Excellent written and verbal communication skills are essential for interacting with colleagues, residents, trustees, and other stakeholders. * Organizational Skills: The ability to prioritize tasks, manage multiple responsibilities, and maintain a well-organized work environment. Able to work to tight deadlines. * Attention to Detail: Ensuring accuracy in all tasks, from data entry to document preparation. * Adaptability: The capacity to adapt to changing priorities and work effectively in a small team environment. · Positive, can-do attitude. * Strong team player * Experience of working for a registered housing provider or similar * Experience of working with older people