Administration Officer - Finance

Havens Hospices; Southend-on-Sea; On-site; GBP 20,000 - 30,000; Part time

Job summary

Havens Hospices is seeking a reliable Administration Officer to join the Finance Team. This role focuses on delivering efficient financial operations by maintaining lease records, tracking obligations, and providing comprehensive administrative support. The position is for 15 hours a week, initially fixed for 12 months with potential extension.

Qualifications

• Proven experience in an administrative role, ideally with contracts or property.
• Ability to manage multiple priorities and meet deadlines.

Responsibilities

• Maintain accurate lease records and related documentation.
• Support drafting lease documentation and liaise with stakeholders.
• Provide general administrative support to the finance department.

Skills

Attention to detail

Organizational skills

Ability to use Microsoft Office

Data entry

Education

GCSE in Mathematics

GCSE in English

Job description

Based at our Fair Havens offices, located near to beautiful Priory Park in Southend, we are seeking a reliable and detail-oriented Administration Officer to join our Finance Team, supporting in the delivery of an efficient, accurate, and compliant financial operation.

The ideal candidate will have a strong administration background and excellent attention to detail.

This is initially a fixed term position for a period of 12 months. However, there may be opportunities for this to be extended in the future.

This role is for 15 hours per week, which can be worked over 2 or 3 days, which can be discussed during the interview process. Some agile working may be possible after the induction period has passed.

Main duties of the job

The Finance team’s Administration Officer will provide essential administrative support for the effective management of the charity’s shop lease portfolio.

This includes maintaining accurate lease records, supporting contract administration, tracking key dates and obligations, and acting as a liaison between internal teams, solicitors, landlords, and agents.

This role ensures the smooth day-to-day administration of property agreements that underpin the charity’s retail operations.

Working for our organisation

At Havens Hospices, we care for children, young people and adults with complex or incurable conditions. Our specialist Care Teams can support them and their family living throughout illness, death and bereavement in the comfort of their own home and through our hospice services, Fair Havens and Little Havens.

Working at Havens Hospices allows you to give the gift of time to patients and families, creating memories. Although you may not be giving direct care to our patients, your contribution will have an immediate effect on our care services.

In return for your expertise and passion, you will receive a competitive salary package, and most of all, by making the most of every day you work at Havens Hospices you’ll be helping us continue ‘Making every day count’ for those who need us most.

At Havens Hospices we are committed to safeguarding and promoting the welfare of our employees and patients and expect all colleagues to share this commitment.

We value diversity and welcome applications from all sections of the community.

Detailed job description and main responsibilities

• Maintain accurate and up-to-date records of all lease agreements, licences, and related documentation.
• Track key lease dates (e.g. renewals, break clauses, rent reviews) and notify relevant stakeholders in advance.
• Support the drafting and processing of lease documentation and other legal correspondence with solicitors and landlords.
• File and archive lease-related documents in line with data protection and organisational policies.
• Liaise with internal teams (e.g. retail, finance, legal) to coordinate information and documents related to leases.
• Act as a point of contact for routine lease-related queries from shops, landlords, and external advisors.
• Support the organisation of property meetings, site visits, and internal approvals for lease matters.
• Input and maintain lease information in internal databases or property management systems.
• Assist with generating reports on lease status, costs, and upcoming events.
• Ensure the accuracy and integrity of lease data for audit, compliance, and planning purposes.
• Ensure that lease administration complies with internal policies and legal requirements.
• Support the Estates or Finance teams in ensuring insurance, business rates, and other property-related obligations are current and correctly recorded.
• Provide general administrative support to the finance department, including data entry, document management and preparation, and assisting with record-keeping and reporting as required.

Person specification

Qualifications

• GCSE or equivalent pass grades in similar qualification for Mathematics and English.

Skills & Experience

• Proven experience in an administrative role, ideally involving contracts, legal documents, or property.
• Excellent attention to detail and evidence of organisational skills.
• Ability to use Microsoft Office (including Word, Excel, PowerPoint, Outlook, Teams), databases, other relevant software and systems, and the internet to an intermediate level
• Ability to update and maintain records, databases, and other systems accurately and efficiently.
• Experience of managing multiple priorities and working to deadlines.

Employer certification / accreditation badges

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.