Operations and Office Coordinator

The Back-Up Trust; United Kingdom; On-site; GBP 26,000 - 32,000; Full time

Job summary

The Back Up Trust is seeking an office-based Operations Assistant to join our London team at Back Up Offices, SW18 1GZ. The role focuses on ensuring the smooth running of the office and providing high-level administrative support.

You will coordinate IT issues, manage supplies, handle post and couriers, organise meetings for the CEO/SMT, and supervise volunteer activity. The position emphasizes health and safety compliance and efficient office operations.

Qualifications

• Experience in office administration and coordinating tasks.
• Strong organisational and multitasking abilities.
• Good communication and IT coordination skills.

Responsibilities

• Provide operational support to ensure smooth office running, including IT coordination and stock management.
• Coordinate meetings for CEO/SMT, including room bookings, catering and invites.
• Induct and coordinate volunteers, respond to general inquiries, and assist with fundraising events.
• Ensure health and safety procedures, including DSE tests, fire alarm checks and evacuation practices.

Job description

Location: Back Up Offices, SW18 1GZ, Wandsworth, London, as the role is office-based.

About the role

Operations

• Provide operational support and cover to ensure smooth running of the office. This includes:
  • Coordinating IT issues.
  • Managing office supplies: tracking inventory, replenishing supplies when needed, managing stock levels including stationery and branded clothing.
  • Handling incoming and outgoing post, packages, and courier deliveries.
  • Ensuring proper storage facilities and maintaining meeting rooms and office space.
  • Liaising with office contractors and service providers to ensure efficient functioning of the office.
  • Setting up laptops, monitors, docking stations, printers, and other IT equipment.
  • Overseeing office maintenance tasks, such as PAT tests, storage management, fire extinguisher checks, air‑conditioning maintenance, and other ad‑hoc maintenance requirements.
• Ensure compliance with health and safety procedures, maintaining a safe working environment. This includes serving as a Health & Safety marshal, conducting regular checks such as DSE tests, weekly Fire Alarm testing and monthly water testing, and conducting refresher workshops and fire evacuation practices with staff.
• Liaising with IT to ensure all new joiner IT equipment and software is set up prior to their first day.
• Completing an onboarding session about Health & Safety and IT on the new joiners’ first day.

Support CEO/SMT

• Support the arrangements for full team meetings, board meetings and board away day, including room bookings, hotel arrangements, catering and coordinating invites.

Other

• Coordinate volunteers in the office, including processing their applications, conducting inductions, and organising their activities.
• Respond to and direct general office inquiries by phone or email.
• Attend Fundraising Major Events and provide administrative support.
• Help in delivery logistics of items sent out from the Back Up office to units and outreach.

For full details please see our job description.

About us

Back Up is the only spinal cord injury charity in the UK providing dedicated services to children and young people. We launched a bold new strategy in April 2025 and work to ensure everyone affected by spinal cord injury has access to the support they need. We are committed to an inclusive working environment and welcome applications from all backgrounds, particularly those from black, Asian or ethnic minority communities or those with higher-level spinal cord injuries.

Back Up is a Disability Confident employer and is committed to the inclusion of disabled people as candidates and employees. We provide fair interview opportunities and accommodations where required, and we encourage all qualified applicants to apply even if their experience does not align perfectly with every criterion.