Job Title: Resources Administrator

Line Management: Resources Manager

Location: Bushfair Hub, Harlow

Pay Rate: £9.28 per hour

Hours: 12 hours per week

Mind in West Essex is a mental health charity. We are an independent organisation affiliated to Mind (the National Association for Mental Health) an organisation with which we share common values and principles. We aim to support people affected by mental ill health through the provision of a range of community based services within the West Essex area.

Purpose of the Job

The main objective of the role is to support the Resources Manager with day to day running of the administration for the resources team. The post holder will be required to undertake additional administration tasks as and when requested andwill work alongside the Finance Coordinator.

Roles and Responsibilities

To assist with a range of administrative tasks identified by the Resources Manager; these may include:

Payroll preparation; printing timesheets, checking expenses, querying and resolving any issues and collating this information in a spreadsheet to be sent to payroll.
Recruitment; advertising vacancies, shortlisting, setting up interviews and providing feedback to candidates.
HR; sending letters, emails, creating and updating staff contracts and ensuring these are returned.
Ensuring HR excel spreadsheets are up to date with staff role amendments, leavers and starters details.
Completing DBS checks for staff and volunteers.
Arranging and completing Inductions.
Ensuring that the HR database is up to date with accurate staff details at all time.
Day to day running of the Bushfair hub;answer queries via phone, email, letters and in person,professionally, and sensitively where necessary, and redirect to the appropriate team member or alternative service,taking accurate messages and passing them to the relevant team member. Dealing with answerphone messages, opening post, purchasing supplies, etc.
Ensuring the smooth running internal and external room bookings.
Support the Resources Manager to arrange various meetings and the AGM.
Undertake general office duties.
On occasions to processes invoices, check details against in house database.
Maintain strict confidentiality of all persons using any Mind in West Essex Service at all times

Job Requirements:

To work under the supervision of the Resources Manager.
To adhere to and promote good practise in providing a caring, supportive, and safe atmosphere.
Maintain confidentiality with regard to information received from people accessing Mind in West Essexservices and from Mind in West staff and volunteers in line with the Mind in West Essex confidentiality policy.
To work alongside and support people who undertake administrative work for Mind in West Essex on a voluntary basis.
To act at all times with honesty and integrity and to support the best interests of Mind in West Essex.
To discuss issues arising regarding the work with the Resources Manager on a regular basis.

Person Specification:

Essential Criteria;

Ability adhere to deadlines
Excellent telephone manner
Empathy and an understanding of the needs of vulnerable people
Self-motivated with the ability to manage own workload
Excellent IT skills e.g. Microsoft Word/Excel, Google docs with the willingness to undertake training to use other systems
Good organisational skills
Previous administration experience
Able to maintain accurate and concise records
The ability to work on own initiative but be part of the Mind in West Essex team, attending meetings and contributing to team decision making
Willing to actively engage in regular supervision, appraisal and training appropriate to the role

Desirable Criteria;

Knowledge or experience of mental health problems personal or professional
Able to type 40 WPM
Experience using a database
Current DBS