We are seeking an Administrator to support our team with a range of administrative tasks. The role requires strong organisational skills, attention to detail, and the ability to communicate effectively in both English and Ukrainian. You will play a key part in ensuring smooth day-to-day operations while helping us provide high-quality support to the Ukrainian community.
The Community Lab Initiative CIC
Connecting displaced Ukrainian professionals in Lincolnshire to purpose, belonging, and opportunity
Administrator
Job ref: ADMIN‑2025‑01
Location: Online (for stakeholders and learners across Lincolnshire) — UK‑based, UK time; occasional in‑person activity in Sleaford by arrangement
Contract: Fixed‑term, 15 weeks
Hours: 24 hours per week — mainly weekdays with occasional weekend support for sessions/events
Pay: National Living Wage (current rate)
Reports to: Directors
Checks: Enhanced DBS
About us
We work with Ukrainians in Lincolnshire to build language, confidence and connections for UK life and work. Most of our services are delivered online, with occasional in‑person sessions in Sleaford.
About the role
You will be our first point of contact for beneficiaries, partners and volunteers. You’ll run day‑to‑day online administration, keep information organised and accurate, and support our ESOL and employment activities so everyone receives timely, clear communication.
This role is systems‑ and process‑driven: you will ensure our inboxes, calendars, files and records are kept accurate, accessible and up to date. Your attention to detail and consistency will be central to how our programmes run. At the same time, you will be an excellent communicator and community‑minded, showing sensitivity to our community’s needs and wellbeing.
Main duties and responsibilities
A) First point of contact
- Answer and triage incoming calls, emails and web enquiries; provide clear signposting.
- Manage the shared Gmail inbox and voicemail: acknowledge, route and follow up.
- Maintain a warm, courteous tone that reflects our values.
B) Programme and administration support (online‑first)
- Support enrolment and onboarding — welcome messages, simple technology checks, collecting documents, learner file set‑up.
- Keep timetables, class registers and attendance accurate for online groups.
- Collate monitoring/outcomes data for internal use and funder reports.
- Coordinate tutor/volunteer rotas and reminders.
C) Scheduling, meetings and records
- Book online appointments, classes and events; send calendar invites and manage RSVPs.
- Prepare simple agendas and brief notes/action logs where needed.
- Maintain structured and consistent use of shared drives (Google Drive) — applying version control and naming conventions.
- Draft clear emails, letters and information sheets.
D) Website, social media and resources
- Post routine updates on session times, news and opportunities.
- Make simple text/image edits on the website and schedule social posts.
- Arrange small supplies orders for sessions/materials when required.
What’s not included
- No finance processing (no invoices, petty cash or bookkeeping).
What you bring
- Ukrainian (essential) — confident spoken and written Ukrainian, plus clear written English.
- Confident telephone manner — friendly, patient and professional.
- Organisation and accuracy — able to prioritise, use checklists and meet deadlines.
- Systems and processes mindset — follow and maintain clear procedures for records, inboxes, drives and data handling.
- Online‑first mindset — comfortable working independently from home and communicating proactively.
- Microsoft Office. Word: templates and consistent formatting, Excel: accurate data entry, sorting/filtering, basic formulae (SUM/COUNT), PowerPoint presentations
- File management: Google Drive, tidy folders, version control.
- Data protection: careful handling of personal data, GDPR awareness.
- Willingness to learn — if you don’t have prior admin experience, you show the will and ability to learn fast.
- Availability: occasional weekend support in Sleaford with notice; right to work in the UK.
- Sensitivity: an understanding, empathetic approach to people’s needs, including mental health and wellbeing.
Person Specification (for shortlisting and interviews)
Evidence codes: A = Application, I = Interview, T = Task. E = Essential, D = Desirable
Qualifications
- GCSE (or equivalent) in English and Maths. (E) Evidence: A
- Safeguarding and GDPR/Data Protection training within the last 2 years (or willingness to complete before start). (E) Evidence: A
- Prevent training within the last 1 year (or willingness to complete before start). (D) Evidence: A
- Mental Health First Aid (or equivalent) or willingness to undertake. (D) Evidence: A
Knowledge
- Practical administration in an online setting — shared inboxes, calendars, basic CMS/social tools. (E) Evidence: A/I
- GDPR good practice and confidentiality. (E) Evidence: A/I
- Awareness of ESOL/community support contexts. (D) Evidence: I
- Awareness of community needs, wellbeing and mental health sensitivity. (D) Evidence: I
Skills & abilities — interpersonal
- Excellent communicator and community‑minded, with courteous, approachable communication in Ukrainian and English. (E) Evidence: I
- Confident phone manner; clear email writing. (E) Evidence: A/I
- Organised, reliable, meets deadlines; works well with Directors, ESOL Lead and volunteers. (E) Evidence: A/I
- Shows sensitivity to our community’s needs and wellbeing, including mental health. (D) Evidence: I
Skills & abilities — technical/administrative
- Outlook/Word/Excel/PowerPoint at everyday working level. (E) Evidence: A/I/T
- Accurate data entry — registers, attendance, contact lists; simple reporting. (E) Evidence: A/T
- Website text/image updates and social post scheduling. (D) Evidence: A/T
- Able to maintain and improve systems and processes consistently. (E) Evidence: A/I
Experience
- Administration or customer‑service‑style role in any sector — or transferable experience plus clear motivation to learn. (E) Evidence: A/I
- Administration in a charity/CIC/education/ESOL or community setting. (D) Evidence: A/I
- Previous community work or volunteering with vulnerable groups. (D) Evidence: A/I
Work‑related circumstances
- UK‑based, able to work UK hours; reliable broadband suitable for calls and online meetings. (E) Evidence: A
- Enhanced DBS (role‑eligible) before start; safer‑recruitment references. (E) Evidence: A
- Commitment to Safeguarding, EDI, GDPR and CIC values; right to work verified at onboarding. (E) Evidence: A
How to apply
- Email: [email protected]
- Subject: Administrator — ADMIN‑2025‑01
- What to send: Your CV and a short cover letter explaining how you meet the Essential criteria.
- Please read the Job Description and Person Specification before applying.
- Only applicants selected for interview will be contacted.
Timeline
- Closing date: 4 September 2025
- Interviews from: 6 September 2025 (online)
- Anticipated start: Mid‑September 2025
Safeguarding and safer recruitment
We are committed to Safeguarding, Prevent, Equality, Diversity and Inclusion. We follow safer‑recruitment practices; references will be taken up for all shortlisted candidates. Reasonable adjustment requests are welcome at any stage.
Job Types: Part-time, Fixed term contract
Contract length: 15 weeks
Pay: £12.21 per hour
Expected hours: 24 per week
Benefits:
- Work from home
Language:
- Ukrainian (required)
Work Location: Hybrid remote in Sleaford NG34 7TW
Application deadline: 04/09/2025
Reference ID: Administrator
Expected start date: 22/09/2025
