Office Administrator
Office Administrator – Retina International
Location: Hybrid (onsite 1day a week minimum)Job Type: Part-time 28 hours per week
12 month fixed term contract
Reports to: Chief Executive Officer
About Us
Retina International (RI) is dedicated to advancing research, education, and patient support for retinal diseases. As a global umbrella group made up of 43 member organisations and supported by a dedicated team of seven staff members, we are seeking a highly organized and proactive Office Administrator to ensure smooth daily operations and administrative efficiency.
Job Summary
The Office Administrator will be responsible for overseeing administrative functions, coordinating office operations, and supporting the team in achieving the charity’s mission. This role requires strong organisational skills, attention to detail, and the ability to handle multiple tasks in a fast-paced, mission-driven environment.The successful candidate will embrace the culture and values of the organisation and be both supportive and empathetic in delivering their role. The candidate will be working with people who have visual disability as part of the role.
Key Responsibilities
Office Administration & Operations- Ensure smooth day-to-day office operations, including managing office supplies, equipment, and vendor relationships.
- Maintain office policies and procedures, ensuring compliance with organisational and legal standards.
- Manage incoming correspondence, emails, and phone inquiries, directing them appropriately.
- Organise and maintain digital and physical records, ensuring confidentiality and compliance with data protection regulations.
- Supporting the CEO and Leadership team in day to day operational requirements
- Provide support to Finance Manager as required
- Support the CEO in staff training logistics and any other areas as required.
- Schedule and coordinate board and committee meetings, including preparing agendas and minutes.
- Assist the CEO and Financial Manager in governance-related documentation and compliance requirements.
- Support the planning and execution of charity events, fundraising activities, and educational programs.
- Coordinate logistics for meetings, workshops, and conferences, including travel arrangements for staff or speakers.
- Assist with donor and volunteer communications, including managing databases and correspondence.
- Provide administrative support for grant applications and reporting requirements.
- Proven experience as an office administrator, or similar role.
- Experience in a not for profit or healthcare setting preferable but not essential
- Strong organisational and time-management skills, with the ability to multitask effectively.
- Proficiency in Microsoft Office, Google Workspace, and database management.
- Familiarity with basic financial and HR processes.
- Excellent written and verbal communication skills.
- Ability to work independently and as part of a small, dedicated team.
- Passion for the charity’s mission and a proactive approach to problem-solving.
- Experience in nonprofit operations, fundraising, or grant administration.
- Knowledge of CRM or donor management systems.
Closing date 14th March 2025 17:00
This job description is intended as a summary of the primary responsibilities and qualifications, for this position. The job description is not intended as inclusive of all duties an individual in this position might be asked to perform or that may be required to do either now or in the future.
Retina International is an Equal Opportunities Employer