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Administrator – Ocean Youth Trust South

Ocean Youth Trust South – Administrator

Role: Administrator for an award-winning sail training charity

Closing Date for Applications: Friday 21st February 2025

Interviews: to be held as soon as possible after the closing date

Start date: as soon as possible

Pay: In the range £23,810 – £25,000

Contract: One year with the possibility of extension.

Location: The role will be primarily based in our Southampton office.

Benefits: 20 days’ annual leave plus bank holidays

A workplace pension

A health and wellbeing plan providing cash back for some health care including dental & optical and a 24-hour advice line for mental health Opportunities to sail on board Prolific

Reports to: Business Manager

To apply: Please carefully read the information below before sending your CV with a covering letter to [email protected].

If you have any queries regarding the role after reading the information below, please contact Ocean Youth Trust South directly.

JOB DESCRIPTION

 

OVERVIEW

We are looking for an experienced Administrator to support the administrative operations of our charity, reporting to the Business Manager and working with two other finance and admin staff, as well as supporting the CEO and COO and our professional seagoing staff on board Prolific; and dealing with clients and volunteers.

Our team promotes the highest standards of integrity, safety, safeguarding and respect for the wellbeing of young people. Our team’s values align with those of Ocean Youth Trust South and we are committed to making a lasting positive difference to young people. We are sensitive to the needs of individuals who may be disadvantaged or vulnerable, and committed to following OYT South’s Safeguarding Policy.

OBJECTIVES

The main responsibility of this post is to work with other team members on the administration of crew and volunteer bookings, and to carry out one off and routine project work as required. The Administrator will take a lead in managing volunteer sea staff admin and qualifications.

RESPONSIBILITIES

Sea Staff Administration

• Take primary responsibility for Sea Staff administration, including ensuring that all necessary paperwork is complete and recorded before they join a voyage including DBS checks, training, and references.

• Develop procedures for recruiting, retaining, motivating, supporting and celebrating the charity’s volunteer sea staff.

• Help arrange staff training events.

Voyage administration

• Be a point of contact for queries and information regarding voyages.

• Alongside the Bookings Coordinator, carry out the voyage booking administration, including ensuring all pre and post -voyage paperwork – booking forms, medical details, joining instructions, crew lists, end of voyage feedback etc. – are processed accurately and efficiently.

• Assist with the sending out of crew joining packs including checking stock levels and ensuring that they are with crew in plenty of time.

• Liaise with the boat team to ensure that they have all necessary accurate information in good time.

• Ensure the booking system is up to date and accurate.

General Administration

• General office administration including answering phones, emails and welcoming visitors.

• Be part of the team writing items for the charity’s weekly e-newsletter. 

Be part of the team which reviews and highlights any proposed amendments to voyage paperwork, administrative procedures and processes.

• Assist with in-season printing and laminate production, and ordering of certificates, logbooks and general supplies etc.

• Assist with ordering, processing of payments and dispatching OYT South merchandise.

• Help to set up the templates for next year’s voyage administration.

• Assist the boat team with any administrative tasks needing shore-based support.

• Other projects as assigned.

Membership

• Publicise the membership programme as appropriate.

• Assist with events for donors and members.

• Work with the Business Manager to redesign the membership programme.

Finance

• Use OYT South’s accountancy software – raising invoices and taking payments.

• Support the Business Manager and be back up cover for other financial functions.

• Operate within budgetary / financial guidelines set out within OYT South’s policies and procedures.

Other duties

• Support other staff and work effectively as a team to take forward the vision of OYT South.

• Assist with the marketing of OYT South at events such as boat shows or fairs.

• Ensure OYT South’s products are delivered in a high-quality manner.

• Attend staff meetings, seminars and training as required.

• Ensure that any other reasonable instructions issued by management are carried out.

• Work outside of core office hours when necessary.

• Sail in any vessel operated by OYT South either to help market the vessel, keep abreast of the OYT South product or if operational demands necessitate.


KEY SKILLS

‣ Proven experience in administration

‣ Effective team worker

‣ Excellent verbal and written communication skills

‣ An analytical approach with a pragmatic, ‘can do’ approach and problem-solving skills.

‣ A professional, calm and methodical approach at all times.

‣ Excellent organisational and time management skills.

‣ Good working knowledge of Office 365, Microsoft Teams, Sharepoint. Familiarity with Xero and WordPress an advantage but not essential.

‣ An enhanced DBS is required for this role

‣ Some experience of sailing / sail training / youthwork / outdoor activities is preferred but not essential


About Ocean Youth Trust South

Giving young people the skills they need to succeed in life

Ocean Youth Trust South is one of the UK’s leading providers of sail training voyages for young people under the age of 25.

Sail training is not primarily about teaching people to sail: it is a long-established approach to developing the skills and personal qualities needed by individuals, families, employers and communities, using residential voyages on board a large sailing vessel. Young people may come away with a sailing qualification but it is more important to use a voyage to build confidence, team-working, communication, resilience and mental wellbeing. The majority of the young people who sail with us will be disadvantaged or vulnerable in some way, and we work in partnership with other charities, schools, local authorities and youth groups who refer young people for voyages.

Ocean Youth Trust South is an award-winning charity which has been recognised nationally and internationally, and in 2011 was the first sailing charity to win The Queen’s Award for Voluntary Service, the MBE for volunteer organisations.

Our team is the core of our success

The primary goal of our staff team is the efficient management of safe, effective voyages which meet or exceed the expectations of young people, families and clients, evolving in response to changing needs and demands, while maintaining excellent relationships with volunteers, clients, donors, sponsors and other supporters.

We are recruiting an Administrator to join our industry leading team

The successful candidate will be an experienced administrator, with an effective track record of working in a high performing and professional setting, able to take responsibility for day-to-day business routines while supporting the rest of the staff team in taking the charity forward and maintaining our place as one of the UK’s leading sail training charities.

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