Corporate Services Administrator

**Job Description & Person Specification**

**Corporate Services Administrator**

NJC Scale 9-14 £23,194 - £25,409 per annum pro rata.

Based at Mind Monmouthshire offices. 30 hours per week

Responsible to Finance & Administration Manager

**You will act as the first point of contact for all callers and visitors to Mind Monmouthshire.**
- Responsible for the day-to-day administration and record keeping of the organisation’s Board of director-trustees and senior management team.
- Responsible for the day-to-day administration and record keeping of the Central Services function of the organisation and project administrative support.

**Key Accountabilities**

Provide administrative support to the Board of Director-Trustees and Senior Management team.

Manage agendas for Board and management meetings and produce minutes in a timely fashion.

Collate all Board papers and correspondence and ensure they are disseminated in the correct format and within deadlines.

Schedule appointments, manage the governance calendar and ensure the Senior Management team and the Board are fully aware of all meetings and events.

Keep member and trustee-director information up to date on internal and external systems such Companies House and the Charity Commission.

Provide a face to face service for visitors to Mind Monmouthshire’s offices, interacting with staff, partners, service users and the general public in a positive and professional manner.

Receive incoming calls to Mind Monmouthshire, giving advice about our services, signposting to relevant organisations and directing calls to the relevant staff and teams.

Create, develop and maintain electronic and paper based record and filing systems for Mind Monmouthshire.

Carry out administration for projects including conducting questionnaires over the telephone.

Administer counselling payments and pass any monies received to a member of the Finance team.

The Corporate Services Administrator is expected to promote a positive image of mental health and Mind Monmouthshire to other agencies and the general public.

The work of Mind Monmouthshire changes over time and it is not possible to describe all responsibilities of the Corporate Services Administrator.

**Person Specification**

**Notes to applicants**

**Essential**
- Proven experience of working in an administration role including minute-taking.
- Experience of attendance and participation in Business meetings at senior/executive level
- Experience of maintaining accurate, up-to-date records.
- Previous experience of working face-to-face with the general public or in a customer service role.

**Desirable**
- Experience of working with trustees.

**Skills and abilities**

**Essential**
- Excellent written and verbal skills, IT literate with excellent working knowledge of Microsoft Office packages.
- Minute-taking skills.
- Must be able to demonstrate excellent organisational skills, effectively work under pressure and conflicting demands with minimum supervision and have an ability to work using own initiative and prioritise workload.
- Be able to develop and maintain effective office and IT data recording systems, data input and statistics. Produce reports and make recommendations.
- Manage difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance.

**Knowledge**

**Essential**
- Knowledge of Microsoft packages including Office 365, Word, Excel, PowerPoint and Outlook.
- Knowledge of the requirements of the Charity Commission and Companies House
- Working knowledge of administrative procedures for an office environment with the ability to adapt procedures to changing demands.
- Good understanding of data protection and confidentiality

**Desirable**
- Understanding of Mental Health issues.

**Qualifications**

**Essential**
- English GCSE or equivalent at level C or above.

**Desirable**
- Secretarial or minute-taking qualification
- IT qualification

**Other requirements**

**Essential**
- Commitment to personal development.
- Commitment to Mind Monmouthshire’s mission and values.
- An evening meeting every one to two months between 6pm and 8pm will be expected, usually on Mondays.

**Desirable**
- Car driver with access to a vehicle when required.

**Job Types**: Part-time, Fixed term contract

**Salary**: £12.35-£13.53 per hour

Schedule:

- Monday to Friday