Administrator

**PLEASE VISIT OUR WEBSITE TO APPLY FOR THIS POSITION** **Administrator** **Job Title**:Administrator **Hours**: 15 - 22.5 Hours Per week. To be Agreed **Responsible to**:Operations Manager **Salary**:£10.42 per hour **Based in**:Aberystwyth **Job Purpose** To work alongside the Senior Management Team to provide administrative support to review and maintain existing organisational administrative and support systems. The post holder will also identify areas for improvement and will implement any recommendations made by the Senior Management Team. **Mission Statement** "Our mission is to be an organisation of excellence with an ever-changing and diverse range of activities and services that promotes psychological and physical well-being, stimulates recovery and leads to social inclusion within mainstream society.” **Ethos** To ensure that the concepts of personalisation, recovery, psychological and physical well-being and social inclusion are present throughout the organisation. To carry these out in a manner that reflects our commitment to being a green and ethical company. To uphold and promote Mind Aberystwyth's values, policies and procedures. To be responsible for ensuring all activity does not compromise the name of Mind Aberystwyth, its legal liability, or its financial liability. To engage in learning and development to increase knowledge and skills. **Core Duties** To provide general administrative support to the senior Management Team including but not limited to coordinating electronic calendars, preparing resources for meetings and booking rooms, accommodation and transport; To accurately minute meetings as and when required by the Senior Management Team and to distribute minutes in a timely fashion which should include a summary of actions required; To provide day-to-day support around the running of a busy office environment including but not exclusive to coordinating stationery supplies, printing supplies and maintaining petty cash systems; To prepare invoicing and remittance advice under the direction of the Finance Officer/CEO as well as working to ensure the timely receipt of monies from debtors; To fulfil data entry requirements for billing purposes under the direction of the Finance Officer and the Chief Operations Officer; To support the Finance Officer in bookkeeping activities as and when required; To maintain the office environment in line with data protection and information handling policy and procedures; To manage room bookings and prepare rooms for internal and external use including the signing in and out of agencies and their clients; To liaise with external users of the building around block bookings, closed periods and contractual obligations of room use; To prepare resources and equipment for training sessions and consultation events; To develop and maintain a bank of pro-forma letters and forms for full team access; To maintain up to date records of membership including ongoing review of contact details; To support with the maintenance of active social media profiles and website. **General duties** - Uphold and promote Mind Aberystwyth's policies and procedures including our equal opportunities policy. - To promote the services provided by Mind Aberystwyth. - To be responsible for the maintaining quality and consistency of Mind Aberystwyth's message and for ensuring all activity is undertaken in such a way as will not compromise the good name of Mind Aberystwyth or its legal or financial liability. - Attend all training as required and attend external meetings as required. - To be prepared to work flexible hours including evenings and weekends and to travel occasionally throughout the UK when required. - To undertake other duties that may, from time to time, be necessary and compatible with the nature and pay of this post. **Person Specification** - **Essential Criteria**_ - Have a proven track record of supporting the running of a busy office environment - Possess excellent organisational skills and proven ability to prioritise and organise work efficiently. - Experience of customer care including handling challenging situations. - Ability to work unsupervised and on own initiative. - Good attention to detail and accurate record keeping with good literacy and numeracy skills. - Excellent interpersonal skills and the ability to liaise with people at all levels by telephone, face to face and in writing. - Proven ability to work alone and as part of a team. - Be creative and possess the ability and willingness to work in flexible and non-conventional ways. - Willingness to work flexible hours including evenings and weekends. - Willingness to undertake occasional travel throughout the UK. - Ability to use social media platforms such as Facebook and Twitter. - **Desirable criteria**_ - Experience of working within the third sector - Direct or indirect experience of mental health issues - The ability to communicate through the medium of Welsh - Experience of fi