Application Guide

How to Apply for Office Administrator

at International China Concern

🏢 About International China Concern

International China Concern is a Christian charity dedicated to transforming the lives of abandoned and disabled children in China through family-style care, medical support, and community integration. What makes ICC unique is its holistic approach combining direct care with advocacy and its Christian ethos that informs both its mission and workplace culture. Someone might want to work here to contribute to meaningful humanitarian work while being part of a faith-based organization that values compassion and service.

About This Role

This Office Administrator role involves managing remote office operations for ICC's UK team, providing administrative support to leadership, assisting with finance tasks using Xero/Sage, and coordinating logistics for UK events and international visits. It's impactful because you'll ensure the smooth functioning of operations that directly support ICC's charitable work with vulnerable children in China, allowing the team to focus on their mission while you handle essential administrative and financial processes.

💡 A Day in the Life

A typical day might start with checking and prioritizing emails from the Executive Director and UK team, then processing invoices and expense claims in Xero while ensuring Gift Aid compliance. You might spend the afternoon coordinating travel arrangements for international colleagues visiting the UK, followed by preparing documents for an upcoming audit and organizing digital files according to GDPR requirements, all while managing office supply orders and vendor communications remotely.

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Interview Prep

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🎯 Who International China Concern Is Looking For

  • A self-motivated individual who genuinely aligns with ICC's Christian ethos and charitable objectives, not just seeking any administrative job
  • Has practical experience with financial systems like Xero or Sage, plus specific knowledge of Direct Debit management and Gift Aid processing for UK charities
  • Demonstrates experience in GDPR-compliant data handling and maintaining both digital and physical filing systems for compliance and audits
  • Has proven ability to coordinate complex logistics for events, training days, and international visits while managing vendor relationships and office supplies remotely

📝 Tips for Applying to International China Concern

1

Explicitly mention your alignment with ICC's Christian ethos in your application - this isn't just a preference but a stated requirement for the role

2

Provide specific examples of your experience with Xero or Sage, and if possible, mention experience with charity-specific financial processes like Gift Aid

3

Describe how you've managed remote office operations before, including vendor relationships and supply management without physical oversight

4

Highlight any experience supporting charitable organizations, particularly those with international operations or child-focused missions

5

Demonstrate your understanding of GDPR compliance in administrative contexts with concrete examples from past roles

✉️ What to Emphasize in Your Cover Letter

["Your personal alignment with ICC's Christian mission and how your values connect with their work with abandoned and disabled children in China", 'Specific experience with charity finance administration, particularly Xero/Sage, Direct Debit management, and Gift Aid processing', 'Examples of successfully coordinating complex events or logistics, especially in a remote or hybrid work environment', "How you've maintained compliance and organized systems in previous administrative roles, particularly regarding GDPR and audit preparation"]

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🔍 Research Before Applying

To stand out, make sure you've researched:

  • → ICC's specific programs in China and their 'family-style care' model for disabled children
  • → The charity's Christian foundation and how it influences their approach to humanitarian work
  • → Recent events or campaigns ICC UK has organized to understand their event coordination needs
  • → UK charity regulations regarding Gift Aid and data protection that would be relevant to this administrative role

💬 Prepare for These Interview Topics

Based on this role, you may be asked about:

1 How your Christian faith or values align with ICC's mission and how you would apply this in daily administrative work
2 Walk us through your experience processing Gift Aid claims and managing Direct Debit systems for a charity
3 Describe a time you coordinated a complex event with international participants - what challenges did you face and how did you overcome them?
4 How do you ensure GDPR compliance when handling donor or beneficiary information in your administrative work?
5 What strategies would you use to manage remote office operations effectively, including vendor relationships and team support across different locations?
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⚠️ Common Mistakes to Avoid

  • Applying with generic administrative experience without addressing the specific Christian ethos requirement
  • Failing to demonstrate specific knowledge of charity finance systems (Xero/Sage) and processes like Gift Aid
  • Submitting a completely generic application that doesn't reference ICC's specific mission or the remote nature of this part-time role

📅 Application Timeline

This position is open until filled. However, we recommend applying as soon as possible as roles at mission-driven organizations tend to fill quickly.

Typical hiring timeline:

1

Application Review

1-2 weeks

2

Initial Screening

Phone call or written assessment

3

Interviews

1-2 rounds, usually virtual

✓

Offer

Congratulations!

Ready to Apply?

Good luck with your application to International China Concern!

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