Central Services Administrator

Job Description & Person Specification

Job Title

Central Services Administrator

Salary Scale

NJC Scale 9-14  £27,254-29,540 per annum pro rata.

Location

Mind in Gwent Offices Abergavenny.

Contract hours

12 hours per week, worked over 1.5days.

Responsible to

Wellbeing Lead.

•  Act as the first point of contact for all callers and visitors to Mind in Gwent, Abergavenny office.

•  Responsible for the day-to-day administration and record keeping of the Central Services function of

the organisation and project administrative support.

Job Purpose

Key Accountabilities
•  Provide a face to face service for visitors to the Abergavenny office , interacting with staff, partners,

service users and the general public in a positive and professional manner.

•  To administer and assist with all incoming communications to Mind in Gwent via email, telephone,

post and to deal with or direct all communication to the relevant department or person.

•  Receive incoming calls, providing information about our services, signposting to relevant

organisations and directing calls to the relevant staff and teams.

•  Carry out administration for projects including conducting questionnaires over the telephone and

designing project publicity/reports.

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

•  Create, develop and maintain electronic and paper based record and filing systems for Mind in Gwent.

•  Provide administrative support to counselling services across Mind in Gwent as and when required.

•  Manage all stationery and marketing materials for the organisation, maintain stock levels, ordering

new stock and managing delivery of stock.

•  Make petty cash payments and reconciliations.

•  Provide administrative support to the Board of Directors/Trustees and Senior Management Team, as
and when required. Undertake any other governance tasks as requested by the Senior Management
Team.

•  Contribute to maintaining the social media account in conjunction with the other team members, as

and when required.

•  The work of Mind in Gwent changes over time and it is not possible to describe all responsibilities of

the Central Services Administrator.

•  The Central Services Administrator is expected to promote a positive image of mental health and

Mind in Gwent to other agencies and the general public.

Person Specification

Description of requirements.

How tested

Application
form
Interview

Application
form, interview
and test

Area to be
assessed

Experience

Essential

Proven experience of working in an administration role including
minute-taking/receptionist/administration role.

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 handling money.
Experience of attendance and participation in business meetings at
senior level.

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.

Desirable

Ability to use Canva.

Ability to maintain social media accounts and create content.

Knowledge

Essential

Knowledge of Microsoft packages including Office 365, Word, Excel,
Powerpoint and Outlook.

Working knowledge of administrative procedures for an office
environment with the ability to adapt procedures to changing demands.

Good understanding of data protection (GDPR) and confidentiality.

Desirable

Understanding of Mental Health issues.

Qualifications

Essential

English GCSE or equivalent at level C or above.

Application
form, interview
and test

Application
form and

2

Desirable

Secretarial or minute-taking qualification.

Other
requirements

IT qualification.

Essential

An Enhanced DBS Check.

qualification
certificates

Application
form

A demonstrable commitment to equality of opportunity and a positive
approach to diversity.

Commitment to personal development.

Commitment to Mind in Gwent mission and values.

Desirable

Car driver with access to a vehicle when required.

Disclosure and Barring Bureau Check

Because of the nature of this job, it will be necessary for the appropriate level of disclosure and barring check to
be undertaken. Therefore, it is essential in making your application you disclose whether you have any pending
charges, convictions, bind-overs or cautions and, if so, for which offences.  This post will be exempt from the
provisions of Section 4 (2) of the Rehabilitation of Offenders 1974 (Exemptions) (Amendments) Order 1986.
Therefore, applicants are not entitled to withhold information about convictions which for other purposes are
‘spent’ under the provision of the Act, and, in the event of employment being taken up, any failure to disclose
such convictions will result in dismissal or disciplinary action by the Authority.  The fact that a pending charge,
conviction, bind-over or caution has been recorded against you will not necessarily debar you from
consideration for this appointment.

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