Team Admin Coordinator

This recruitment process covers two posts:

• One post employed by Volition (full-time, 5 days per week)
• One post employed by Leeds Older People’s Forum (part-time, 3 days per week)

Jointly recruited roles delivered in partnership between Volition and Leeds Older People’s Forum (LOPF). Although shared across two organisations, the roles themselves are unified, with the same purpose, responsibilities and day‑to‑day activities regardless of employer. The successful candidates will work closely with teams from both organisations and will be based together in the office environment, which our two organisations share.

Salary: Starting at Scale 4 SCP 9 £ 27,254

Contract: Fixed Term until April 2027 (view to extend subject to funding)

Team Administration & Coordination

• Act as one of the first points of contact for both Volition and LOPF, responding to telephone, email and general enquiries, handling messages, and ensuring excellent customer service.
• Work closely with team members by meeting regularly to assist with projects, network meetings and programme activities.
• Support Volition and LOPF staff across thematic programme areas, including Mental Health, Learning Disability, Physical & Sensory Impairment, COIN (Communities of Interest Network), Representation, Men’s Health and Older People.

Event Administration

• Assist in the planning, coordination and delivery of in‑person and online meetings, events and conferences across both organisations.
• Handle logistical arrangements including room bookings, attendee liaison, catering, arranging speakers, sending invitations, managing attendance lists, and organising refreshments.
• Provide administrative support by creating and circulating agendas and papers, preparing event resources and ensuring all materials are ready in advance.
• Take minutes where required and support follow‑up actions.
• Set up and manage event booking systems (e.g., Eventbrite) and support telephone queries.
• Produce promotional materials using tools such as PowerPoint and Canva, and help manage the posting and dissemination of content through organisational social media channels.
• Support the smooth running of events by assisting with set‑up and set‑down, helping with attendee coordination and managing logistics throughout.

Administrative & Project Support

• Provide general office support including filing, photocopying, maintaining mailing lists, managing postage, ordering stationery and supplies, and arranging travel, parking and accommodation for staff or visitors.
• Support the creation, organisation and maintenance of office systems, both electronic and paper‑based, ensuring consistent administration across the shared workspace.
• Manage and update database and CRM systems, ensuring accurate contact records, membership information, mailing preferences, and programme‑related data.
• Help maintain and update website content, including updating pages and uploading blog posts to ensure information remains current and accurate.
• Support the creation of and distribution of newsletters, mailings and information to members, partners and delivery organisations.
• Take responsibility for discrete administrative projects as required, ensuring information is maintained, accurate and accessible for teams across both organisations.
• Assist in gathering and collating information for monitoring, evaluation, performance improvement and shared learning across projects.
• Contribute to the improvement of administrative processes, office systems and data management across both organisations.

General Duties

• Attend and contribute to team meetings, team away days, training, and regular supervision sessions.
• Identify personal training and development needs and undertake training as required.
  
  Work in accordance with the policies and procedures.
• Uphold and promote Equality, Diversity and Inclusion across all aspects of work.
• Carry out any other duties appropriate to the role.

This is a shared role across Leeds Older People’s Forum , a registered charity dedicated to promoting the wellbeing of older people, and Volition, a registered charity that promotes collaboration, strengthens sector influence, and helps ensure that…