Project Administration Officer

Job location
West Midlands (Birmingham Office)

Department: Himilo -  Career and Enterprise

Reports to: Enterprise and Engagement Manager

Contract: Fixed Term until 31/12/2023

Working Hours: 37.5 hours, Monday to Friday

Salary: £20,000

About ACH:

ACH (Ashley Community Housing) is an award-winning social enterprise specialising in the economic, social and civic integration of refugees via accommodation and community-based training support. 

Our vision

For all refugees coming to the UK to be successfully integrated into society with access to adequate accommodation, employment and education.

Purpose of job

The Project Administrator will support the projects teams in Himilo that offer career and enterprise support to refugees, migrants and the wider local community. The Project Administrator will be responsible for day-to-day paperwork completion, inputting into IT systems, ensuring that all data and information is compliant with the funders requirements, and reports are produced in a timely manner.

Key Responsibilities

  • Responsible on a day-to-day basis for the administration and coordination of the project. 
  • Working with clients in first instance, to complete paperwork and collect ID requirements, in-line with the projects guidelines and send this off to the funder for approval.
  • Ensuring all paperwork on CRM system is complaint with project guidelines.  
  • Inputting data onto CRM system
  • Monitoring and checking data input by other users
  • Ensuring all hard copy paperwork and IT inputting is completed in a timely manner.
  • Providing support for all project staff with client appointments – calling clients and booking in for appointments, creating registers for workshops and keep track of clients that fail to attend
  • Running reports from IT systems and converting into Excel spreadsheets and reports.
  • Monitoring numbers against targets and monitoring cancellation rates.
  • Working with managers to provide to provide high quality data reports following agreed processes
  • Monitor and assist with internal and external audit of the project. 
  • Make sure all project contract paperwork is sent to line manager in a timely manner. 
  • Supporting line manager at the at the end of project to ensure all auditable / evaluation and project closure activities are completed. 
  • Supporting Career and Enterprise Officers with workshop delivery and compliance paperwork.

This list is not exclusive or exhaustive, you may be asked to carry out other duties deemed necessary by your line manager.

Person Specification



  • Maths, English and IT at a minimum of Level 2
  • 5 GCSEs or equivalent



  • Previous experience in a similar role -Administration/IT
  • Experience of working with Microsoft systems – Outlook, excel, Word and PowerPoint


  • Experience of working with refugees and asylum seekers.
  • Experience of working with people with complex/multiple needs.



  • Knowledge of quality processes and ability to prepare compliance data.
  • Knowledge of GDPR and safeguarding processes


  • Knowledge of a community language(s) and/or lived experience of being a refugee.



  • Administration skills – paperwork completion, filing, managing client appointments, phone calls and emails with clients, and IT inputting.
  • Strong verbal and written communication skills with an ability to work across different cultures and communities.
  • Excellent communication and teamworking skills to work across teams at ACH/Himilo.
  • Ability to maintain accurate paper records and to work across IT systems.
  • Confident Microsoft skills – Outlook, Excel, Word and PowerPoint.
  • Good IT skills – to document client sessions and upload onto CRM systems.
  • Excellent organisational skills - ability to work towards set targets and deadlines.

Personal Attributes


  • Self-motivation and ability to manage own workload
  • Detail orientated – to ensure all tasks are completed seamlessly and data is checked for error.
  • Commitment to empowering refugees, providing advocacy and culturally sensitive support.
  • A Commitment to Equality and Diversity Principles.


  • Confident in liaising with external agencies for referral purposes and to feedback findings from the project.

This role will require a clearance from the Disclosure and Barring Service. ACH welcomes applications regardless of gender, disability, age, ethnicity, sexual orientation or faith.

To apply:

Please email your CV and a covering letter to giving details of how you meet the role criteria.

Due to the urgency of filling this role, we will interview candidates as applications come in. We may close this role early, so please apply ASAP to avoid disappointment.

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