Administration Officer

Motiv8 is an exciting, dynamic organization that passionately engages with young people and families enabling them to access improved life chances. We are established in local communities across Hampshire delivering high quality community, education and employment services which lead to transformed lives and positive outcomes.

We are currently looking for a highly motivated, skilled, enthusiastic, and committed individual to join our vibrant Gosport and Fareham team.

Administration Officer, based in Gosport

£15,830 - £18,469 pro rata per annum, 

working 25 hours per week over 5 days,

Permanent contract


Motiv8 is committed to safeguarding and promoting the welfare of children and young people.  Applicants must be willing to undergo child protection screening appropriate for the post, including checks with past employers and the Disclosure and Barring Service (DBS)

If you have any queries regarding this role, please contact Marina Tuck on 023 9283 2727 or

The closing date for this role is 5pm on 23 July 2018

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JOB TITLE:                           Administration Officer

RESPONSIBLE TO:             Services Manager

RESPONSIBLE FOR:           Duties as detailed below

PURPOSE OF JOB:          Provide efficient administrative and business support for the team within the respective area including all relevant delivery venues.


Administration Support


Provide efficient administrative and secretarial support to include:

Filing of team specific information locally, and ensuring that relevant information is passed to Motiv8 HQ,

Administration support at relevant meetings including arranging venue, refreshments, invitation/apologies, circulating papers, taking minutes

Deal with telephone  and face to face enquiries at venue;

Open up relevant venue and ensure minimum cover during core hours (as appropriate);

Order supplies as necessary for the smooth running of team centres;

Keep stock control of relevant resources including marketing material used by team;

Support the Services Manager in managing Outlook calendar for self and team;

Any other duties as required by the Services Manager.

Operations Support


Delivery records: Maintain accurate records using relevant database(s) and/or monitoring systems against the monitoring report timetable and contractual requirements

Vehicles: Collate and organise regular checks and mileage sheets

Health and Safety and Incident Reports including Safeguarding: Support the Services Manager in the completion and collation of reports, sending to HQ, where appropriate

Support the Services Manager in collating information for QA reports.


Financial Support

Team Accounts: Maintain daily, to include:

Petty cash within team at each relevant venue;

Team bank accounts: ensure sufficient funds to meet requirements, making requests to transfer funds where appropriate;

Process Purchase Orders, Cheque Requests and Invoices for team ensuring appropriate signatures and compliance with Finance systems;

Support Finance officer(s) in maintaining accurate records of individual project/venue spends within team to include activity and sessional spend;

Invoice Requests: Support Service Managers in preparing requests to be forwarded to HQ to send to commissioner.

Expenses Claims: Support team members in submitting claims compliant with policy;

Staff time usage reports: Submit to the Finance team monthly

Team Equipment: Maintain an accurate inventory and update the Fixed Asset list as appropriate


HR Support

Timesheets: Support team members, including sessional workers, in submitting Timesheets compliant with Policy

Absence processing: Support team members using People HR for holiday/toil/sickness for team

Supervisions: Support Services Manager in the completion of regular supervisions, ensuring these are completed in line with HR systems and policies 

Training: Book all relevant local training for staff members, guided by the Services Manager/HR.

Inductions: Coordinate all inductions for new staff and oversee induction progression, with the Services Manager, including booking of ID cards, uniforms, IT and mobile phones from central administration.

Volunteers: Support Delivery Support team in administering volunteer recruitment at a local level.

DBS: Support the HR team in checking identification documents for DBS checks

Line Management: Provide administration supervision and/or training to Administration Apprentices.


To work within the policies and procedures of Motiv8 

To contribute to the general administration of the office.

To take responsibility for the health and safety of yourself and others.

To undertake any other duties as reasonably required in line with the individuals capabilities.

Undertake flexible working with occasional work outside contracted/core hours.

To comply with equal opportunities policy of MOTIV8 with reference to clients and staff.

To promote equal opportunities within MOTIV8.

To maintain confidentiality at all times as per Policies and Procedures.

To attend meetings and training as required.

To maintain monitoring and recording systems and to supply managers with relevant information.

To ensure the positive reflection and promotion of MOTIV8 to outside agencies.

To entertain professional standards and promote MOTIV8 services and relationships with external organisations and individuals.

To work towards building and developing MOTIV8’s services.

To be responsible for personal and professional development.

To actively pursue routes available for the development and improvement of MOTIV8’s standards and services.





JOB TITLE:                  Administration Officer


RESPONSIBLE TO:    Services Manager



Good standard of education (equivalent to NVQ level 3/A Level or above)


To have or be working towards a recognised qualification in business administration or equivalent e.g. NVQ Level 2 or above




Minimum of 2 years’ experience in Administration/Secretarial role


Experience in customer service or reception


Experience of drafting a variety of business documents


Experience in coordination of existing systems


Experience in setting up and monitoring new systems and processes






Proven excellent communication skills including verbal and documentation to a high standard


Minute taking and report drafting


Excellent numeric skills


Good eye for detail


Proven excellent interpersonal skills and the ability to prioritise urgent matters and ensure that they are escalated as appropriate


Good IT skills and knowledge of Microsoft Office programs






Ability to take initiative within existing operating frameworks


Take responsibility for own learning and professional development


Ability to manage workload working both in a team and on own


Ability to develop systems and processes


Ability to work with a wide range of people


Ability to research and identify customer needs







Guiding principle


Article 19 of the UN Convention on the Rights of the Child states that Governments should ‘take all appropriate legislative, administrative, social and educational measures to protect the child from all forms of physical or mental violence, injury or abuse, neglect of negligent treatment, maltreatment or exploitation, including sexual abuse, while in the care of parent, legal guardian or any other person who has the care of the child’.


The Safeguarding Children Report 2008 states that ‘Agencies that work with children and young people have a wider role than simply protecting them from neglect and abuse, this includes keeping them safe from accidents, crime, bullying and actively promoting their welfare in a health and safety environment’.




MOTIV8 believes that the safety and wellbeing of children and young people is of paramount importance, and that all children without exception have the right to protection and to be treated with respect and dignity.  All staff, including volunteers, trustees and student placements have a responsibility to report any concerns, and all suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately.