Office Administrator

Contract Type: 
Part time
Application deadline: 
Thursday, 27 August, 2020 - 17:00
Salary Scale
Pro Rata
Sir James Knott Trust


The Sir James Knott Trust is looking to recruit an Office Administrator to contribute to the exciting work the Charitable Trust carries out by ensuring the office runs smoothly.

About the Sir James Knott Trust

Sir James Knott was born in Howdon in 1855. His fortune was based on the Prince Line, shipping company which he founded.  During the First World War, he sold the company and in 1924 left the North East with his wife Lady Margaret and settled in Jersey where he formed Samares Investments to further his philanthropy.  The couple were heavily influenced by the loss of two of their sons in the First World War.  Sir James died in 1934, but his legacy lives on through the Trust and thousands of charities that have benefited from the endowment he created. In 1990, the Jersey Trustees decided to establish a charitable trust based in Newcastle upon Tyne. The Sir James Knott Trust is a registered charitable trust which gives grants in support of charitable activity across Northumberland, Tyne & Wear, County Durham, and Hartlepool. 

The Sir James Knott Trust is an endowed trust and as such relies on the income from investments which are then allocated in grants principally to charities working to improve the lives of people living in Tyne & Wear, Northumberland, County Durham, and Hartlepool. Trustees follow the wishes of the Trust’s founder by supporting causes that were of significant interest to him. In particular, Sir James wanted to ensure that people had a secure place to live and a job. He supported military and maritime good causes. He was a man of faith and supported places and events that brought the community together.

The Trust is known primarily as a generalist small grants funder with the flexibility to provide grants for core running costs, projects, and capital expenditure.  Increasingly, Trustees are awarding multi-year core funding. Further information about the Trust can be found at .

About the Team

The Trust is governed by four Trustees chaired by Mr Ben Speke. The administration of grants and processing of applications prior to consideration by the Trustees, is delegated to the Trust Secretary Jo Curry who is responsible for the management of the Trust.  The Trust Secretary is supported by the Office Administrator who together operate the charity on a day-to-day basis. The Trust is supported by a team of four freelance Assessors, a part-time Finance Manager, and by Barbara Gubbins CBE who provides support to the Trust on a freelance consultancy basis.

About the role

The Office Administrator is essential to the effective running of the office. The key elements of the job description are as follows:

Job description

Ensure the smooth running of the office

  • Administer email, post, and answer telephone – deal with routine matters before passing to other staff
  • Carry out regular stock checks and ordering of office stationery
  • Update the website
  • Lead on GDPR
  • Maintain filing system (paper and online)
  • Facilitate meetings – sourcing venues, hospitality, and travel arrangements
  • Lead on Social Media – Facebook, Twitter, Instagram, LinkedIn


  • Retrieve online applications and ensure effective process
  • Carry out basic due diligence checks
  • Chase up further information from applicants, enter data onto GIFTS CRM system
  • Operate GIFTS package for the recording, payment of grants and follow up of applications
  • Chase up receipts and feedback for grants
  • Liaise with assessors regarding grant visits
  • Produce statistical analysis via reports and charts from CRM system


  • Ensure that confidential banking details are accurate and remain secure
  • Administer the processing of payments online
  • Preparation and production of grant-making information for Trustee meetings and Annual Audit

NB This list is not exhaustive, and the role needs to evolve according to the needs and development of the Trust

Person Specification

Practical Skills, Knowledge and Experience

  • Experience of administrative/secretarial office work
  • Excellent standard of English language and numeracy
  • Proficient in the use of Microsoft Office computer applications including Excel
  • Excellent administrative skills including note taking, filing, archiving, photocopying, and disposing of confidential material
  • Proficient use of CRM systems – including running reports
  • Excellent organisational skills, ability to multi-task and prioritise work to meet deadlines

Personal Qualities

  • Interest and passion for the voluntary sector and the north east of England
  • Ability to rely on own initiative and take responsibility for own workload
  • Able to relate confidently with people from all sections of the community
  • Enthusiastic, proactive, and able to work with others to ensure tasks are completed on time and to a high standard
  • Commitment to keeping up to date with technology and systems
  • Ability to work flexibly to support office requirements
  • Understand and support the core aims and values of the Sir James Knott Trust, including a commitment to equality and diversity

Desirable skills, knowledge, and experience

  • Experience of financial administration SAGE accounting software
  • Ability to update websites / Creative use of Social Media
  • Experience of Blackbaud CRM systems


The role will be carried out over 21 hours per week. There is flexibility around when and where these hours are carried out. The salary has been set at £20,000 - £22,000 per annum (full-time equivalent). The Trust will contribute 8% of salary into the pension scheme.


The Office Administrator reports to the Trust Secretary

Next steps

Please send a letter or current CV by email to the Trust setting out:

  1. Your name
  2. Contact details
  3. Current employment details and remuneration (if applicable)
  4. Employment history which should include the name of the employer, the role, and the length of service
  5. Qualifications and any relevant training
  6. Suitability for the role – set against the job description and person specification
  7. Availability to start the role
  8. Names and contact details of two referees setting out their relationship to you. One of which must a current or most recent employer
  9. What you think you can offer the Trust and add value to its work in supporting the charities


  • The closing date for applications is 27th August 2020
  • Shortlisted applicants will be interviewed on week of 14th September 2020
  • It is anticipated that the successful candidate will join the Trust as soon as possible once references are completed and any notice periods are served.


Applications and any correspondence about this role or the application process should be sent to . If you would like to have an informal conversation, Jo Curry would be happy to discuss the role. Please telephone 07453 269142. If you have any communication issues or other needs in applying for this role then please let us know and we will provide support and adaptions.