Operations Administrator

RABI; Oxford; On-site; GBP 24,000 - 30,000; Full time

Benefits offered by this job

28 days leave

Nest pension

Life insurance

Employee support programme

Career development

Job summary

RABI is seeking an Operations Administrator to join the Operations team at Shaw House, Botley, Oxford. You will support day-to-day charity operations, estates management, and events logistics.

The role requires IT literacy, independent working, and a pragmatic approach to problem-solving. Travel may be occasional; GDPR compliance and not-for-profit experience are valued.

Qualifications

• Equivalent relevant experience within a fast-paced office environment.
• High level of IT literacy with basic troubleshooting knowledge.
• Pragmatic approach to solving problems as they arise.
• Ability to work independently with a thorough, methodical approach.
• Self-motivated and able to prioritise workload to deadlines.
• Handling personal data securely and confidentiality responsibilities.
• Liaising across levels and departments; collaborative mindset.
• Affinity with RABI's goals and not-for-profit ethos.
• A full UK driving licence; occasional travel may be required.
• Understanding of GDPR; experience in a national org and contracts.

Responsibilities

• Answer phone calls to the Operations line and take concise messages.
• Manage conference room bookings and maintain room availability.
• Logistics planning for events including travel, hotels, and venues.
• Handle post distribution and franking machine maintenance.
• Assist the data protection officer on related tasks.
• Support general administration for RABI estates and facilities.
• Work flexibly as part of the team to meet charity objectives.
• Coordinate logistics for staff conferences and the AGM.
• Ensure policies are up to date and compliance checked.
• Maintain relationships with suppliers and contracts databases.
• Oversee office maintenance, PAT testing, and repairs as needed.

Skills

IT literacy

Troubleshooting

Independent working

Time management

GDPR awareness

Tools

MS Office

Job description

RABI is the farmers charity.

RABI supports farming people across England, Wales and NI with expert, one-to-one practical, financial and emotional help, all year round. From confidential advice and mental health support to direct financial assistance, their tailored services respond to the unique challenges of farming life.

At the heart of RABI’s mission is a commitment to strengthening resilience; helping farming people feel valued, supported and better equipped to navigate uncertainty and change. RABI is working to close the farming wellbeing gap and build a future where farming people can thrive.

Over the past 25 years alone, RABI has delivered more than £250 million in direct financial support to farming people, whilst the charity’s professional counselling service has provided 11,500 free sessions to farming people since 2022. RABI’s wrap-around support services continue to evolve, reaching more people year on year.

RABI is on a journey to help shape a future farmers deserve.

ROLE OVERVIEW

We are currently seeking an Operations Administrator to join our Operations team. The role will support the day-to-day running of the Charity and our Head Office at Shaw House, Botley, Oxford.

Administration

• Answer any phone calls that come through to the Operations line directing calls or taking concise messages as necessary.
• Manage conference room bookings to ensure there are no conflicts and the room is maintained clean and stocked appropriately.
• Logistics booking for events and management including travel, hotels and meeting rooms.
• Post duties including the distribution of post, maintenance of the franking machine.
• Support the data protection officer on tasks where necessary.
• Support with any administration tasks to help with the day-to-day management of the RABI estates.
• Work flexibly and as part of the RABI team to develop and deliver the charity’s objectives.
• Support the logistics of organisation events such as annual staff conference and AGM.
• Support the Operations and Estates manage with ensuring policies are up to date.

Team Working

• Work closely with all teams across RABI to provide support.
• Contribute and support cross functional project working as necessary.

Health and Safety

• Oversee office maintenance including repairs, redecorations, PAT testing and dealing with routine and reactive repairs efficiently.
• Maintain a database of operations and facilities contracts and suppliers, including reviewing suppliers and terms to ensure services are obtained in an efficient, compliant, and cost-effective manner.
• Ensure compliance training has been completed and manage ongoing requalification’s.
• Complete weekly and monthly checks to ensure H&S requirements are met.

PERSON SPECIFICATION

• Equivalent relevant experience within a fast-paced office environment.
• High level of IT literacy and skills with basic trouble shooting knowledge.
• Pragmatic approach to solve problems that arise unexpectedly.
• Ability to work independently with a thorough and methodical approach to your work.
• Self-motivated and able to prioritise workload against deadlines and agreed timetable.
• Responsibility for preparation or use of personal data and other confidential information including responsibility for its retention and safe custody.
• Liaising with all levels within the organisation; collaborative working across a range of departments.
• Enthusiasm and a positive attitude to colleagues and visitors.
• Affinity with the goals and objectives of RABI.
• A full UK driving licence – there may be some travel involved as we have remote staff who may need things collected very occasionally.
• An understanding of GDPR.
• Experience of working in the not-for-profit sector.
• Experience within a national organization.
• Basic understanding of contracts.

This role profile is not exhaustive and is subject to review in conjunction with the post holder according to future developments at RABI.

BENEFITS

• 28 days annual leave plus bank holidays (based on full-time working).
• Enrolment to Nest on commencement of employment and then opportunity to join RABI’s group pension scheme with Standard Life where RABI make contributions equivalent to 10% of your basic salary, provided you make a personal contribution of 5%.
• Life assurance from day one.
• Access to our Employee Assistance Programme.
• Support with personal and professional development.

RABI is proud to be an equal opportunity employer. It aims to ensure that all employment practices secure equality of opportunity and that no prospective or current employee receives less than favourable treatment at RABI because of their sex, sexual orientation, age, race, religion, belief, ethnic origin, disability, marital, or for any other reason which cannot be shown to be justifiable. Our recruitment process is designed to ensure that individuals are selected based solely on their relevant skills, experience, qualifications and abilities.