Operations Support Officer – Medair UK

United Kingdom


Medair UK office is based in Kennington, London. There is possibility to adopt hybrid working.


Starting Date & Initial Contract Details

Closing Date: Monday 1st August, 9 am.

Salary: £28,146 pro rata (Part Time 30hrs per week). Permanent.


To enable Medair’s life-saving work by supporting Medair UK’s fundraising, finance & support activities in accordance with our values and quality standards, in support of the mission of the organisation.


Role and Responsibilities

An excellent opportunity has arisen to join the Medair UK team as we are seeking a part-time Operations Support Officer (80%). The post holder will be responsible for Medair UK’s financial and office administration, including maintenance of the organisation’s CRM database. You will ensure the accurate processing and timely delivery of donor and financial information and acting as first point of contact for the organisation, you will be responding to supporter enquiries. You will also provide general office, IT and HR support to the Head of Operations.

Medair United Kingdom

Medair is a humanitarian organisation inspired by Christian faith and has an excellent reputation for delivering timely, compassionate, and professional humanitarian assistance regardless of race, creed, ethnicity or religion.  Medair UK is an affiliate of the Swiss-based humanitarian organisation, Medair International, which brings life-saving relief and recovery to communities devastated by natural disasters, conflicts, and other crises. Together, we work in some of the most remote and difficult places on earth, empowering people to build a better future. See www.medair.org.uk


About you

You will have at least 12 months’ experience of working in an office administration role, including financial processing and have proven experience with databases. You will be comfortable working with and prioritising high volumes of work. In addition to your experience of completing routine, complex tasks accurately and systematically, you will be able to maintain quality and attention to detail. Confident, polite and professional with excellent communication skills and the ability to work as part of a team, you will have strong planning and organisational skills, with experience of maintaining office and administrative systems.

Our Culture

Key Activity Areas

Donation Processing

  • Responsible for the timely recording and processing of all incoming donations (including via our bank account, CAF, Stewardship, other third party platforms and cheques) into the Medair UK database.
  • Ensure all donors receive gift acknowledgements / thank you letters corresponding to each gift received.
  • Maintain up-to-date records of donors, field staff and other contacts in the Medair UK database.
  • Process and record completed Gift Aid declarations and support in the regular reclaim of Gift Aid.
  • Support fundraising activities with data segmentation and the production of standard and custom reports. Actively support process development.


Financial Administration

  • Inputting of all financial data (income and expenditure) into Quick Books, ensuring everything is correctly coded. Preparing and following up suppliers invoices for payment.
  • Processing expenses claims. Managing the banking of income and supporter cheques.
  • Support the Head of Operations to implement the month end reconciliation process for both Salesforce and Quick Books.


Office Management

  • Act as first point of contact for public enquiries, responding to incoming telephone calls and emails.
  • Answer basic enquiries about Medair’s work and distributing information to supporters and others.
  • Manage and order office supplies, stationery, equipment etc.
  • Maintain a clean, tidy and safe working environment.


Information Technology

  • Liaising with the Global Support Office IT Helpdesk team to ensure the timely set up of IT for new staff and volunteers – i.e. setting up email addresses, and relevant permissions.
  • Handling minor in-house IT technical issues for staff and volunteers. (Trouble shooting).
  • Ensuring that IT permissions are current, and that these are amended as and when staff and volunteers leave. Ensuring the maintenance of the IT system making sure IT support is provided quickly.


HR Administration

  • Organising and co-ordinating staff and volunteer inductions ensuring that the induction checklist is completed. Working with managers to ensure key HR management dates such as probationary period end dates and annual appraisals are met.
  • Administering the performance review process making sure that all staff performance reviews are completed. Maintaining the on-line and hard copy of staff files making sure that key documents are signed and retained.


Other Duties

  • Undertaking any other reasonable duties as requested by line manager.
  • Contributing to the general operation and activities of the Medair UK team, attending meetings as required, sharing knowledge and expertise.


Tasks common to all staff

  • Act as an ambassador for Medair UK at all times when liaising externally and internally
  • Ensure consistent implementation of the Medair brand across all relevant activities
  • Record information and comply at all times with requirements for handling personal / sensitive data.

Qualifications & Experiences

  • Vocational qualification in business or financial management / administration desirable.
  • Excellent English (spoken and written).
  • Minimum 12 months’ experience of office administration / financial administration.
  • Experience of Microsoft Office solutions, including Excel and Word; Internet and email proficient.
  • Experience of Salesforce or other fundraising database(s)
  • Experience of Quickbooks or other finance packages.
  • Capable planner with attention to detail for data quality, accuracy and consistency.
  • Clear spoken and written communicator with excellent English. Strong team player.
  • Ability to handle a wide and varied workload, on own initiative and able to work to tight deadlines.
  • Inspired by and in full agreement with Medair’s Christian values and ethos.
  • Willing to contribute to the spiritual life of the team including prayer meetings.
  • Willingness to be flexible in terms of hours worked at occasional, but inevitable moments of crisis.
  • Experience in Charity sector.
  • Understanding of Humanitarian Issues.

Relief & Recovery Orientation Course (ROC)

What is the ROC and why is it required?

Application Process

Before you apply, please ensure you are fully aware of the Medair organisational values.

To apply, Send a CV and cover letter of no more than two sides of A4 detailing how you meet the person profile to Ruth Daly: ruth.daly@medair.org. Only those eligible to work in the UK can apply.

We cannot guarantee to notify you if you have not been successful in reaching interview stage.

NOTE: In order to maintain the organisation’s Christian ethos, there is a genuine occupational requirement for the holder of this leadership position to be a committed Christian.