Administration Officer (24-month fixed-term)

Salary: £30,000 per year

Contract type: Contract, Temporary, Full-time

Order of St John: Administration Officer

Function: People and Strategy

Reports to: Operations Manager

Direct reports: N/A

Fixed-Term Contract - 24-month contract, full-time

Applicants must currently reside in the UK and have full right to work (no visa sponsorship available).

This role is hybrid, but we require the employee to be in the office at least three days each week.

Job closing date: 24 November 2026

About St John International;

St John International is both a working Order of Chivalry (est. 1888) and a modern global charity delivering first aid, healthcare and community support across 44 countries and territories. Through our network of St John Ambulance organisations and the St John Eye Hospital in Jerusalem, we promote physical, mental and spiritual wellbeing and provide lifesaving care to communities worldwide.

About the role;

The Administration Officer provides practical, high-quality administrative support across St John International, helping to ensure the smooth and effective running of our day-to-day operations. Working within the People and Strategy function, the role supports a wide range of activities including finance administration, office coordination, governance, meetings and events, travel and logistics, and maintaining accurate organisational records. This is a varied, hands-on role suited to someone who is highly organised, detail-focused and enjoys working collaboratively across a busy international organisation.

Key role and responsibilities

Finance Responsibilities:

· QuickBooks & records - Maintain accurate financial records in QuickBooks, including coding transactions and retaining supporting documentation.

· Invoices & payments - Process supplier and customer invoices, payments, expenses and other routine financial transactions.

· Banking - Manage day-to-day banking administration, including payment input, bank account monitoring and routine banking queries, subject to appropriate authorisation controls.

· Credit cards & expenses - Administer and reconcile corporate credit cards and staff expenses, following up on outstanding documentation.

· Period-end - Assist with month- and quarter-end tasks, including bank and balance sheet reconciliations and aged debtor/creditor reporting.

· Year-end & audit - Assist with preparation of supporting schedules and documentation for year-end accounts and audit.

· Property accounts - Monitor property management accounts and associated financial records.

· Policies & suppliers - Support the administration of finance policies, supplier contracts and related processes.

· Finance support - Provide general finance administration and other support to the Finance Director as required.

Office Administration Responsibilities

· Support the day-to-day running of the St John International office, working with the Operations Manager to coordinate supplier visits, maintain key supplier relationships and arrange facilities maintenance, office supplies and basic IT troubleshooting.

· Provide administrative support to Governance and the internal international team, prioritising tasks, managing contract renewal, inbox management, and prioritising deadlines.

· Liaison with Great Officers (senior trustees) on travel plans to maintain a strategic approach to intervention and attendance at events across the network.

· Work with the People and Strategy team to streamline administrative processes and internal staff policies.

· Coordinate meetings, including governance meetings: manage diaries, book rooms, prepare agendas and support delivery and follow-up actions.

· Support event planning and coordination, and organise travel, equipment, site access and other logistics as required.

· Maintain accurate, accessible files, meeting minutes, reports and other documentation.

· Act as a point of contact for internal teams, clients and suppliers, using clear written and verbal communication to manage queries, draft emails and circulate updates.

Desireable skills

· Strong administrative experience, ideally in an international charity sector.

· Strong organisational and time-management skills, with the ability to prioritise deadlines.

· Good IT experience in maintaining spreadsheets and ensuring accuracy across databases. Advanced proficiency in Microsoft Office (Excel, Word, Outlook)

· Desirable experience of using finance systems (QuickBooks Online or equivalent).

· Clear written and verbal communication skills, with the ability to liaise effectively with internal and external teams and stakeholders.

· Strong attention to detail and accuracy when maintaining records, spreadsheets and financial documentation.

· Ability to coordinate meetings, events and practical logistics.

· Ability to work collaboratively across teams and identify improvements to administrative processes.

St John International is an equal opportunities employer and is determined to ensure that no applicant or employee receives less favourable treatment on the grounds of gender, age, disability, religion, belief, sexual orientation, marital status or race, or is disadvantaged by conditions or requirements which cannot be shown to be justified.

We want to hear from all interested candidates, and to be considered for the position, please submit a short cover letter along with your CV, outlining why you're right for the role.

The closing date for applications is Tuesday 24th November. Interviews will take place on 1 and 2 December 2026.