Admin Officer

Invictus Games; Birmingham; Hybrid; GBP 25,000 - 32,000; Full time

Job summary

Invictus UK 2027 Ltd. is looking for an experienced Office Administrator to support the Senior Leadership Team with general administration, project support and basic financial tasks in a hybrid role based in the Birmingham area.

You will manage calendars and meetings, organise travel, prepare documents and presentations, take minutes, coordinate events and act as a liaison with suppliers. The role also involves handling invoices and maintaining supplier records in Xero.

Qualifications

• Strong administration skills and experience with Microsoft Office suite.
• Ability to manage multiple tasks with accuracy and attention to detail.
• Excellent interpersonal and communication skills with internal and external stakeholders.
• Experience with data entry and basic financial processes is advantageous.
• Ability to work independently and meet deadlines in a hybrid environment.

Responsibilities

• Provide general administrative support to the senior leadership team.
• Manage calendars, appointments and meetings, including CEO scheduling.
• Coordinate travel arrangements and itineraries; organize events and meetings.
• Prepare documents and presentations; take meeting minutes.
• Handle external inquiries via phone and email; liaise with suppliers.
• Support project management and office operations; maintain records and files.
• Assist with accounts tasks and supplier records in Xero under supervision.

Skills

Administrative skills

MS Office proficiency

Data entry

Organizational skills

Interpersonal skills

Tools

Microsoft Excel

Xero

Job description

Job description, work day and responsibilities

About Invictus UK 2027 Ltd. IUK27 is a registered company and charity that has been set up to deliver the Invictus Games at the NEC Birmingham in the summer of 2027. The team are based in both Haig House London with frequent travel to the NEC and Birmingham City Centre.

About the role

We are looking to appoint a new member of our team to support us with managing our office administration. The post will report into the Senior Leadership Team and you will predominantly focus on general administration, supporting the team and office management.

The role is a hybrid arrangement of general administration, project management and basic financial management.

Main Duties

General Administration [80% of role]

• To carry out a professional admin service to the senior leadership team covering a range of admin related tasks to support the business
• Manage calendars, appointments and meetings (especially that of the CEO)
• Coordinate and book travel arrangements and itineraries
• Coordinate and manage team meetings and away days
• Prepare and organise documents for meetings
• Minute taking
• Project management support as required
• Preparing documentation and presentations as required by the team
• To support with general enquiries and act as the first point of contact for external calls, email and correspondence
• To coordinate events, meetings and conferences in liaison with relevant Managers
• To act as the main point of contact for suppliers as well as ensuring office supplies and resources are available.
• To maintain Policy, Health and Safety and First Aid records and registers and record all associated training.
• To monitor the info@ email address on a timely basis, ensuring enquiries are actioned or send to the relevant manager
• Maintain confidentiality and professionalism at all times

Accounts Administration [20% of role]

• To manage and action all activity in the invoices@ accounts email
• To manage and maintain the supplier database in Xero
• To verify and seek approval for purchase invoices received in the invoices@ email box
• To prepare, send and store invoices under the direction of the Finance Director.
• To raise PO numbers and credit notes if required
• To assist in the preparation of credit card and personal expense claims for senior leadership and submit for approval to the relevant director
• To support in the verification process of banking details for all new suppliers
• and finally, as with all other small businesses to roll sleeves up and support the office operation as required with ad hoc tasks and special projects!

Required Experience

• Strong administration skills and experience and competency in using Microsoft suite
• Proven work experience as an Administrator or similar role
• Good interpersonal skills to deal with both internal and external stakeholders
• Knowledge of MS Excel (using financial formulas and creating spreadsheets)
• Accurate data entry skills with an ability to identify numerical errors
• Good organisational and time-management abilities with the ability to work independently
• Flexible approach to work and varying tasks

Desirable experience

• Experience of working for a charity or not for profit organisation
• Experience of working as part of a team to organise an event
• Knowledge of MS PowerPoint and/or design software (Desirable)

This offer looks to be unique, no similar has been found!