HR & Virtual Office Coordinator
Employer: Kids Matter
Location: Remote (based in England, Scotland & Wales with occasional travel required)
Working hours: 21 hours per week. Monday mornings are compulsory due to a weekly team meeting, otherwise hours can be spread throughout Monday to Friday. We have bi-annual team days with an overnight stay, which all team members are expected to attend (travel costs are covered)
Salary: £24,479 – £26,460 pro rata depending on experience (£14,687 – £15,876 actual)
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Overall purpose
The purpose of the HR & Virtual Office Coordinator is to support the Kids Matter team with HR process and administration, systems management, equipment coordination and provision of virtual office services, helping to ensure a positive employee experience and the smooth running of day-to-day people operations.
Key responsibilities
Staff & HR
Support in day-to-day HR administration, including processes for staff reviews, annual leave and significant events (e.g. birthdays).
Maintain and update the whole team calendar.
Transcribe and circulate weekly team updates.
Support with team day planning and logistics.
Process employee lifecycle changes, including starters, leavers and contractual amendments, ensuring records are accurate, and updated in a timely manner.
Support the end-to-end recruitment process, including managing incoming applications and arranging interviews, ensuring a professional and efficient candidate experience.
Conduct pre-employment checks, including right-to-work verification, reference requests, and DBS checks where required.
Working closely with the HR Manager, coordinate onboarding activities, including induction arrangement and new starter administration, supporting managers to deliver a smooth and positive onboarding experience for new employees.
Virtual Office, IT & Systems
Receive postal mail forwarded from our virtual office, filing and redistributing as required.
Manage the main organisational phoneline and email inboxes, dealing with enquiries in a friendly and timely manner and passing on to other team members when appropriate.
Support the Operations Team in purchasing IT and other work equipment in line with budgets.
Source, configure and keep track of team equipment (primarily work laptops and phones), alongside our external IT providers, maintaining an accurate and up-to-date asset register.
Support in reviewing remote working assessments and following up with necessary actions.
Provide administrative support for the organisation’s online systems and platforms.
Coordinate the distribution of printed materials with external suppliers, ensuring timely delivery, accurate fulfilment, and adherence to quality standards.
Support operations team with printing and posting as required.
Wider team involvement
Contribute towards staff prayers and, on occasion, lead ‘Thought for the Day’.
Provide additional support to other teams when appropriate.
Engage with team-wide meetings and trainings.
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