Operations and Office Coordinator

About the role:

Operations

• Provide operational support and cover to ensure the smooth running of the office. This includes:
  • Coordinating IT issues.
  • Managing office supplies: tracking office inventory, replenishing supplies when needed, and 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 the efficient functioning of the office.
  • Setting up laptops, monitors, docking stations, printers, and other IT office equipment.
  • Oversee 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 in the office. This includes serving as a Health & Safety marshal, conducting regular checks like 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: 

At Back Up, we have big ambitions. We launched our bold new strategy in April 2025 and together we’ll be working hard to make sure everyone affected by spinal cord injury has access to the support they need. We have a unique portfolio of high-impact services, and we are the only spinal cord injury charity in the UK providing dedicated services to children and young people.

At Back Up, inclusion is at the heart of everything we do. We are committed to creating an inclusive working environment where all our employees are encouraged to reach their full potential, and individual differences are valued and respected. We particularly welcome applications from those from black, Asian or ethnic minority backgrounds or those with higher level spinal cord injuries.

In 2024 Back Up won The Times and The Sunday Times Spotlight Award for Best place to work for disabled employees. Previously, Back Up was voted one of the top ten charities to work for (Third Sector Best Charities 2020). The enthusiastic, inclusive and supportive spirit of our very skilled staff ensure excellence in the services we deliver.

How to apply:

Please apply by emailing recruitment@backuptrust.org.uk.

• A CV (including two referees, one of whom should be your present or most recent employer. We will contact them after interview.)
• A (maximum) two side A4 supporting statement, saying why you want the job and explaining how you meet the criteria in the job description. This statement is crucial; CVs alone will not be accepted.
• A completed equal opportunities form. This form will be kept separate from your application and not viewed by the recruiting manager. It is used to help us assess the diversity of our applicants to ensure our processes are fair to all. It is optional to fill in, but it will help us improve and maintain high standards.

We will acknowledge receipt of your application and then let you know if you are to be invited to interview.  First round interviews will be held on rolling basis and will be contacted as soon as enough applications have been received.

What will the process involve?

The process will involve at least one interview round which will be either in person or online. There will be a panel interviewing you and you may be asked to complete a task beforehand to present to the panel. If you need any support or adjustment to the recruitment process at any stage, do please ask and we’d be pleased to work with you to put these in place so that you can perform to the best of your abilities throughout the process and demonstrate your suitability for the role. Please email recruitment@backuptrust.org.uk

Guaranteed Interview Scheme

As a ‘Disability Confident’ employer we are committed to the inclusion of disabled people as candidates and employees. We are proud that we get high numbers of disabled people applying for roles at Back Up. We will offer an interview to a fair and proportionate number of disabled applicants that meet the minimum criteria for the job.

Please let us know if you are eligible for the scheme: recruitment@backuptrust.org.uk.

Don’t meet every single requirement?

At Back Up we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every criteria in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles at Back Up.