Administrator/Communications Coordinator

Ref: 722| Posted: 1st Feb 2024

Administrator & Communications Coordinator

Richmond, Surrey

Permanent – 35 hours per week – one day per week from home


As a long established, growing charity providing housing for older people, the role of Administrator & Communications Coordinator is an integral part of the organisation. 

The charity was established over 400 years ago to borough residents who were in housing and financial need, offering them help and support whilst maintaining their independence and dignity. 

The role of Administrator & Communications Coordinator is a key position within the charity and is responsible for two main areas; to undertake all administrative duties and to implement and oversee the charity’s communication with applicants, residents and stakeholders, both written form and digital platforms.

Purpose of job

To undertake all administrative duties and to implement and oversee the charity’s communication with applicants, residents and stakeholders, both written form and digital platforms.

General Administrative Duties

  • Being the first point of contact for enquiries via post, ‘phone, ‘info’ email and via the website
  • Opening the post, answering the phones and being responsible for the answer phone
  • Ordering all supplies including stationery for all 3 offices and looking to find cheaper alternatives
  • Booking appointments as necessary for the Chief Executive
  • Liaising as necessary (and in conjunction with the Projects & Estates Manager) with IT provider
  • Ordering and preparing birthday cards for all residents and other necessary cards (bereavement, new home, get well, thinking of you)

Managing the housing Application Process

  • Dealing with and responding to initial enquiries
  • Undertaking initial telephone eligibility checks
  • Sending out application pack
  • Booking first interviews for the Chief Executive
  • Undertaking credit checks and taking up references


  • Preparing all the paperwork for new residents (eg Letter of Appointment, Direct Debit letter, accompanying letter, letter to Housing Benefit)
  • Liaising with Scheme Managers about moving in dates and key collection
  • Undertaking administration to do with new residents including utilities, Council Tax, next of kin
  • Undertaking ongoing administrative help for residents including help with Council Tax, Housing Benefit and utilities issues
  • Assisting with writing and printing of revised Residents’ Handbook


  • Managing staff holiday requests and keeping holiday sheets and online calendar updated

Supporting the Head of Finance

  • Inputting of all data into Sage Accounts system to do with invoices, direct debits, standing orders
  • Checking monthly credit card statement and checking off receipts from all staff
  • Receiving car payment receipts from those staff who need a car for their work and entering into spreadsheets
  • Assisting with general administration in preparation for the annual audit

Grant funding

  • Signposting people enquiring about grant funding to one of the organisations to whom we give funding
  • Keeping the welfare charities summaries updated and entering figures into Sage and the spreadsheet from dividends


  • Organising the annual Residents’ Christmas Lunch
  • Organising staff social events including the Staff Christmas Dinner
  • Helping with preparation for other internal events such as Open Day, Royal Visit (2024), trustees and residents’ events, Chapel events and undertaking publicity for those events prior and after
  • Helping with preparation for external events such as the May Fair, Open Gardens, Full of Life Fair


  • Being a member of the internal Committee and contributing to the monthly magazine
  • Overseeing the monthly printing of the Newsletter and distributing to residents (via Scheme Managers), staff, trustees, onto the website and consider wider distribution of the magazine
  • Redesigning, producing and distributing the monthly events and activities leaflet
  • Distributing to staff and trustees the quarterly Association Gazette
  • Working with our designer on designing/re-designing and producing letterhead, business cards, flyers, applicant brochure, application forms and any other written material
  • Working with our website designers and being the main point of contact with them for uploading new content
  • In time overseeing a full re-design of the website and undertaking training in uploading content
  • Helping with advertising our new housing estates through flyers and digital communications to attract new applicants and working with the Council’s Lettings Team on joint lettings plans
  • Revising our adverts on other housing websites and looking for new ways to raise our profile so that potential applicants know about the charity
  • Developing our social media presence, producing content and managing social media accounts


  • Being the ‘face’ of the charity as the first point of contact
  • Embodying the charity’s values and ethos at all times
  • Ensuring excellent communication at all times with the Chief Executive and all the staff team   

The successful candidate for the role of Administrator & Communications Coordinator will:

  • Have a experience in a similar administrative role and ideally some background in communications, social media & marketing even if for personal use
  • Have excellent written English and the ability to copy write and be creative
  • Have experience using Word, Excel and Outlook

In return the Administrator & Communications Coordinator will receive a basic salary in the region of £35-40,000 .You will also receive 25 days holiday plus bank holidays. The charity offers a group pension plan and will contribute 10% towards the plan alongside your contribution. 35 hours Monday - Friday and the potential to work one day per week from home.

To apply for the job click apply and send us your CV