SWM Job Opportunity – Team Administrator

We are currently recruiting for a Team Administrator to join our small but growing team. Closing date: noon-2nd December 2013

Team Administrator

Location: Sustainability West Midlands offices, hosted by Groundwork UK, Birmingham

Duration: Permenant

Hours: 3 days / 22.5 hrs a week

Salary: £16,000 – £18,500 pro-rata

The Team Administrator will provide the efficient and effective running of our office and communication systems to support the delivery of our mission. We are a small team, and need someone who will be able to fit in quickly, contribute and deliver for our partners, whilst also helping our organisation develop and grow as we seek to create a better future for the businesses and communities within the West Midlands.

Job description: 

Business Functions

Lead on Finance Systems

  • Gathering financial information – for authorisation by the appropriate staff and for our accountant prior to putting on our accounts software
  • Payments and invoices – use online banking and debit card facilities to make authorised payments, issue invoices and chase debtors


Lead on Office Systems

  • Contacts database – maintain and develop contacts database and future Customer Relationship Management System (CRMS)
  • IT – liaise with our IT provider to ensure we achieve the agreed service levels
  • Landlord – liaise via tenants meetings and directly to ensure we achieve the agreed service levels, our office environment is maintained, and room booking
  • Customer enquiries – deal with customer enquiries via telephone , email and our post system
  • Records – Maintain our current electronic and paper finance filing system


Lead on Governance and Members Systems

  • Board – organise meetings and AGM and take minutes, companies house updates
  • Members – process enquiries and update details on our records and website


Support Chief Executive

  • Setting up key meetings where required


Communications and Project Functions

  • Marketing projects – support marketing campaigns through email and mailshots Communication projects – support the monthly update of our website, social media and newsletters with content provided by the team and members, and monitor impact
  • Other projects – providing support when required such as proofing reports, representing SWM at exhibition stands, event administration and bookings, the production of the annual customer survey


Person specification:


  • Proven experience in a similar role in a small office environment
  • Experience of supporting a Board and running finance systems
  • Working with a variety of people at different levels and backgrounds internally and externally to get results
  • Experience of supporting marketing and communications activities and organising meetings



  • Ability to use accountancy book-keeping software such as SAGE and online banking
  • Competence in Microsoft Office, especially the use of Outlook, Word, and Excel spreadsheets
  • Ability to use or learn CRMS, web content management systems such as wordpress, and other relevant online and social media tools such as Mailchimp and Twitter



  • Positive, well organised and good attention to detail – a finisher
  • Systematic and pro-active in supporting a team to deliver
  • Very accurate numeracy and written skills that inspire confidence and drive quality
  • Ability to communicate effectively to internal and external audiences in writing and verbally
  • Ability to make own decisions, use initiative and work as part of a team


More information and how to apply: 

For more information, download the application pack available from this page. If you would like an informal discussion about the role, contact Simon Slater at simon.slater@swm.org.uk or call 0121 237 5890.


To apply please send a covering letter and your CV as one electronic document of no more than 4 sides of A4 in total.


In your covering letter please set out:

a) Your contact details

b) Where you heard about this opportunity

c) Why you want to be considered for the role

d) How you meet the essential criteria of experience, knowledge and skills


In your CV please set out the supporting information for your covering letter which includes:

a) Education and qualifications

b) Current employment / role and salary

c) History of relevant employment and non-paid work

d) Two references – which we will contact if you are successful at interview


Please send your completed application by email to simon.slater@swm.org.uk. 



Application Pack – Team Administrator (pdf)