Business and Administration Coordinator

Business and Administration Coordinator Location: Southwark Catholic Youth Service, Southwark, London Reports to: Director of Youth Service Hours: Full-time (35 hours/week), flexible; occasional Saturdays, required WFH two days per week and TOIL available Contract: Permanent, subject to satisfactory references and Enhanced DBS Job Purpose Coordinate the administrative function of the Southwark Catholic Youth Service, ensuring the smooth planning, and evaluation of youth events, training programmes, pilgrimages, and Mission Team administration. The post-holder acts as the central operational hub for planning, finance, admin, communications and volunteer coordination, ensuring systems and logistics run efficiently and on time so the Director and mission staff can focus on strategy and operational delivery. This is a hands-on coordination role for a natural organiser who makes things work seamlessly behind the scenes. Key Responsibilities 1) Strategic Administration & Planning a) Maintain the master events calendar, ensuring all youth service activities are scheduled, planned and tracked. b) Maintain simple project boards (e.g., Asana/Trello) with owners, deadlines and status. c) Support the Director with all aspects of administration and planning, including timelines, progress monitoring, and post-event evaluation. d) Keep planning documents, checklists, and contact databases accurate and up to date. e) Take initiative in identifying and implementing improvements to administrative systems, ensuring the Service runs efficiently and professionally. 2) Event & Programme Administration a) Oversee administrative logistics for all events, including venue bookings, contractor & volunteer scheduling, catering orders, AV requests, travel, accommodation, risk assessments, and consent forms. b) Prepare briefing packs, participant communications, and evaluation forms. c) Maintain an event management workflow (including deadlines and task assignments) to ensure all activities run on time and within budget. 3) Pilgrimage Planning (World Youth Day & Lourdes) a) Lead administrative planning for pilgrimages: itineraries, travel bookings, accommodation, insurance, payments, and safeguarding documentation. b) Act as the primary contact for pilgrims, managing participant information and correspondence. c) Organise pre-departure briefings, resource packs, and follow-up processes. d) Support fundraising and publicity logistics for pilgrimages, ensuring precise and timely communications to participants and parishes. 4) Volunteer Administration a) Work with other team members to maintain accurate volunteer records. b) Track and circulate volunteer rotas, ensuring completeness. c) Manage booking, coordination and administration of the Mission Team. d) Oversee the onboarding and offboarding of volunteers, ensuring role descriptions, safeguarding checks, and agreements are completed. 5) Communications Liaison a) Maintain and update the youth service website with event details, news, and resources. b) Produce and distribute the youth service e-newsletter (via Mailchimp), ensuring mailing lists are accurate and GDPR compliant. c) Assist with social media to share updates, provide event content, and ensure consistent messaging. d) Commission printed and digital publicity materials. 6) Safeguarding & Compliance a) Liaise with the Director of Safeguarding to embed safeguarding procedures in all events and pilgrimages: risk assessments, consent forms, medical records, and emergency contacts. b) Act as the Safeguarding Representative to manage DBS applications, safeguarding training records, role descriptions, and volunteer agreements. c) Maintain accurate, digital safeguarding and compliance files and ensure all event leaders are briefed on their responsibilities. 7) Finance & Resource Management a) Process invoices, expense claims, and participant payments. b) Monitor budget, reconcile accounts and prepare budget reports for the Director. c) Reconcile bank and credit card statements with receipts. d) Order resources, equipment, and printed materials for events and programmes, maintaining a stocklist. e) Support the Director in financial forecasting and annual budget preparation, ensuring accurate and timely data. 8) General Office Administration a) Arrange meetings, prepare agendas, and take minutes when required. b) Maintain and update digital and paper filing systems. c) Act as the first point of contact for youth service administrative enquiries, managing the youth service inbox. d) Keep stock of branded materials, stationery, and event equipment. e) Ensure the office environment and digital systems are well organised and professional, promoting a culture of excellence and accountability. f) Basic facilities liaison (H&S checks, equipment log). Person Specification Criteria Essential Desirable Education & Knowledge • Good standard of education; strong literacy and numeracy. • Strong literacy/numeracy; advanced IT (Office 365: Word, Excel, Outlook, PowerPoint; SharePoint/OneDrive); CRM/database familiarity; online registration (e.g., Jotform) and social media applications. • Qualification in administration, business management; • formal IT qualification Criteria Essential Desirable Experience • Providing high-quality admin for teams or managing office/operations functions. • Complex event and/or programme administration (venues, suppliers, comms, risk/consent). • Budget support: invoices, card/expense reconciliation, simple reporting. • Confident with digital filing and collaboration tools (Teams/Zoom); handling confidential data in line with GDPR. Experience using finance software and project management tools (e.g. Asana/Trello). Skills • Excellent organisation, attention to detail, written and verbal communication; strong time management and ability to meet deadlines. • ability to produce and format documents, reports, and spreadsheets to a professional standard. • confident in updating websites, social media platforms and creating engaging newsletters using email marketing platforms (e.g. Mailchimp, Mailer Lite). • Ability to prioritise and manage multiple projects simultaneously, maintaining calm under pressure. • Website content editing; basic graphic design for print and digital (e.g. Canva, Adobe Express). Attributes • Discreet and professional; able to work independently and proactively; • collaborative team player. adaptable to changing priorities; • Comfortable working within a Catholic charity context; respects our mission and values. • Able to take ownership of administrative processes and ensure the efficient running of the service with minimal supervision. • Practising Catholic. Safeguarding • Understanding of safeguarding principles and compliance processes. • ability to maintain accurate safeguarding and compliance records using digital systems. • Experience in maintaining safeguarding records, processing DBS checks, and liaising with safeguarding offices. Additional Information This role is primarily office-based; occasional onsite presence may be required for significant events, volunteer briefings, or pilgrimages. The role is subject to an Enhanced DBS and safeguarding training. Business and Administration Coordinator

Business and Administration Coordinator

Location: Southwark Catholic Youth Service, Southwark, London
Reports to: Director of Youth Service
Hours: Full-time (35 hours/week), flexible; occasional Saturdays, required
WFH two days per week and TOIL available
Contract: Permanent, subject to satisfactory references and Enhanced DBS

Job Purpose

Coordinate the administrative function of the Southwark Catholic Youth Service, ensuring the smooth planning, and evaluation of youth events, training programmes, pilgrimages, and Mission Team administration. The post-holder acts as the central operational hub for planning, finance, admin, communications and volunteer coordination, ensuring systems and logistics run efficiently and on time so the Director and mission staff can focus on strategy and operational delivery. This is a hands-on coordination role for a natural organiser who makes things work seamlessly behind the scenes.

Key Responsibilities

1) Strategic Administration & Planning
a) Maintain the master events calendar, ensuring all youth service activities are scheduled, planned and tracked.
b) Maintain simple project boards (e.g., Asana/Trello) with owners, deadlines and status.
c) Support the Director with all aspects of administration and planning, including timelines, progress monitoring, and post-event evaluation.
d) Keep planning documents, checklists, and contact databases accurate and up to date.
e) Take initiative in identifying and implementing improvements to administrative systems, ensuring the Service runs efficiently and professionally.

2) Event & Programme Administration
a) Oversee administrative logistics for all events, including venue bookings, contractor & volunteer scheduling, catering orders, AV requests, travel, accommodation, risk assessments, and consent forms.
b) Prepare briefing packs, participant communications, and evaluation forms.
c) Maintain an event management workflow (including deadlines and task assignments) to ensure all activities run on time and within budget.

3) Pilgrimage Planning (World Youth Day & Lourdes)
a) Lead administrative planning for pilgrimages: itineraries, travel bookings, accommodation, insurance, payments, and safeguarding documentation.
b) Act as the primary contact for pilgrims, managing participant information and correspondence.
c) Organise pre-departure briefings, resource packs, and follow-up processes.
d) Support fundraising and publicity logistics for pilgrimages, ensuring precise and timely communications to participants and parishes.

4) Volunteer Administration
a) Work with other team members to maintain accurate volunteer records.
b) Track and circulate volunteer rotas, ensuring completeness.
c) Manage booking, coordination and administration of the Mission Team.
d) Oversee the onboarding and offboarding of volunteers, ensuring role descriptions, safeguarding checks, and agreements are completed.

5) Communications Liaison
a) Maintain and update the youth service website with event details, news, and resources.
b) Produce and distribute the youth service e-newsletter (via Mailchimp), ensuring mailing lists are accurate and GDPR compliant.
c) Assist with social media to share updates, provide event content, and ensure consistent messaging.
d) Commission printed and digital publicity materials.

6) Safeguarding & Compliance
a) Liaise with the Director of Safeguarding to embed safeguarding procedures in all events and pilgrimages: risk assessments, consent forms, medical records, and emergency contacts.
b) Act as the Safeguarding Representative to manage DBS applications, safeguarding training records, role descriptions, and volunteer agreements.
c) Maintain accurate, digital safeguarding and compliance files and ensure all event leaders are briefed on their responsibilities.

7) Finance & Resource Management
a) Process invoices, expense claims, and participant payments.
b) Monitor budget, reconcile accounts and prepare budget reports for the Director.
c) Reconcile bank and credit card statements with receipts.
d) Order resources, equipment, and printed materials for events and programmes, maintaining a stocklist.
e) Support the Director in financial forecasting and annual budget preparation, ensuring accurate and timely data.

8) General Office Administration
a) Arrange meetings, prepare agendas, and take minutes when required.
b) Maintain and update digital and paper filing systems.
c) Act as the first point of contact for youth service administrative enquiries, managing the youth service inbox.
d) Keep stock of branded materials, stationery, and event equipment.
e) Ensure the office environment and digital systems are well organised and professional, promoting a culture of excellence and accountability.
f) Basic facilities liaison (H&S checks, equipment log).

Person Specification

Education & Knowledge
• Good standard of education; strong literacy and numeracy.
• Strong literacy/numeracy; advanced IT (Office 365: Word, Excel, Outlook, PowerPoint; SharePoint/OneDrive); CRM/database familiarity; online registration (e.g., Jotform) and social media applications.
• Qualification in administration, business management;
• formal IT qualification
• Providing high-quality admin for teams or managing office/operations functions.
• Complex event and/or programme administration (venues, suppliers, comms, risk/consent).
• Budget support: invoices, card/expense reconciliation, simple reporting.
• Confident with digital filing and collaboration tools (Teams/Zoom); handling confidential data in line with GDPR.
Experience using finance software and project management tools (e.g. Asana/Trello).
Skills
• Excellent organisation, attention to detail, written and verbal communication; strong time management and ability to meet deadlines.
• ability to produce and format documents, reports, and spreadsheets to a professional standard.
• confident in updating websites, social media platforms and creating engaging newsletters using email marketing platforms (e.g. Mailchimp, Mailer Lite).
• Ability to prioritise and manage multiple projects simultaneously, maintaining calm under pressure.
• Website content editing; basic graphic design for print and digital (e.g. Canva, Adobe Express).
Attributes
• Discreet and professional; able to work independently and proactively;
• collaborative team player. adaptable to changing priorities;
• Comfortable working within a Catholic charity context; respects our mission and values.
• Able to take ownership of administrative processes and ensure the efficient running of the service with minimal supervision.
• Practising Catholic.
Safeguarding
• Understanding of safeguarding principles and compliance processes.
• ability to maintain accurate safeguarding and compliance records using digital systems.
• Experience in maintaining safeguarding records, processing DBS checks, and liaising with safeguarding offices.
Additional Information
This role is primarily office-based; occasional onsite presence may be required for significant events, volunteer briefings, or pilgrimages.

The role is subject to an Enhanced DBS and safeguarding training.

Business and Administration Coordinator