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Chief Operating Officer at Beacon for Rare Diseases
Beacon is a UK-based charity that is building a united rare disease community with patient support groups at its heart.
Our vision: a world in which no one faces their rare journey alone.
Beacon is now in its second decade and has grown substantially over the last three years, including a rebrand and expansion into international projects. To support this growth, we are seeking a highly organised, proactive, and intuitive Admin & Operations Officer to help ensure the smooth running of our daily activities and core functions.
This varied role spans many aspects of our work, from administration and resource management to supporting the systems and tools that keep Beacon working efficiently. You’ll work across the charity, supporting our executive leadership, projects teams, and fundraising activities, as well as ensuring colleagues have the information and resources they need to deliver for our beneficiaries.
The successful candidate will play a key role in the day-to-day running of the charity and in supporting senior staff. As you settle into the role, you’ll have opportunities to develop skills in areas such as financial management, executive support, relationship management, stewardship, or project logistics, depending on your interests and the charity’s needs.
This is an excellent opportunity for someone at an early stage of their career, with full training and support provided. You’ll gain experience with a wide range of platforms and processes – from finance tools, databases, and information management – making it a great foundation for building broad, transferable skills in the charity sector. Where possible, you’ll also have the chance to get involved in other aspects of our work, offering valuable insight into how a small but ambitious organisation operates.
We also welcome applications from experienced administrators, operations professionals, or executive assistants. Such candidates may be appointed as Senior Admin & Operations Officer, with additional responsibilities and a higher salary.
ABOUT RARE DISEASES AND PATIENT GROUPS
Rare diseases affect around 3.5 million (that’s 1 in 17) of the UK population and affect more people globally than cancer and AIDS combined. Misdiagnosis, delayed treatment, inadequate care coordination, and lack of support are common challenges faced by rare disease patients. Living with such conditions – frequently chronic, life-limiting and life-threatening – can be profoundly isolating, affecting not only patients but also their families.
Patient groups play a pivotal role in breaking this isolation. They offer an invaluable service to their community, supporting them in their darkest hours and advocating for better research, treatment, and care. However, establishing and managing a patient group can be an overwhelming experience, with most voluntarily led by those directly affected by a rare disease.
Beacon tackles this challenge head-on. Through a variety of activities - including patient group trainings, community projects and research initiatives - we equip patient groups with the tools, confidence, and connections needed to deliver change for the world’s often neglected rare disease patients.
MAIN DUTIES AND RESPONSIBILITIES
Organisational administration
* Lead on day-to-day operational processes to ensure the efficient running of the organisation.
* Provide executive support to the CEO and COO, including diary coordination, scheduling, and meeting logistics.
* Oversee internal financial processes, including processing expenses and invoices, documenting charity income and outgoings, ensuring accurate record keeping, and liaising with our external accounting team.
* Coordinate team activities such as strategy days, team-building events, and the annual Christmas party.
* Support HR-related processes such as managing staff anniversaries, birthdays, departures, and basic record-keeping.
* Act as a liaison between the CEO and Board of Trustees as required.
* Collaborate with building management to ensure the smooth operation of office facilities.
* Provide administrative support for funding applications and reports, including document preparation and submission.
* Monitor timelines and deadlines for all fundraising-related commitments, ensuring requirements are met.
* Maintain accurate fundraising records, keeping donor and income information up to date in our systems.
* Liaise with fundraising partners, sponsors, and donors as required.
N.B. The fundraising aspect of this role is focused on providing administrative and logistical support. This is not a fundraising position, and applicants are not expected to be responsible for income generation.
Team-wide support
* Monitor and respond to incoming enquiries via phone, email, and the Contact Us form, ensuring timely and professional communication.
* Process and respond to volunteer applications, maintaining accurate records and liaising with applicants as required.
* Manage organisational resources, including internal supplies and external materials, monitoring stock levels and coordinating reorders.
* Provide office management support to ensure a well-functioning, well-resourced working environment.
* Organise team travel arrangements for internal and external events.
* Provide support in the lead-up to major events with preparation of materials as required.
* Support on-the-day delivery of major events alongside other team members.
* Represent the charity at external events and exhibitions.
Full job description, including person specification, benefits package and application instructions can be found here: https://www.rarebeacon.org/wp-content/uploads/2025/08/Admin-Operations-Officer-Job-Description-2025.pdf
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Other, Information Technology, and Management
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