Part-time Administrator
JOB DESCRIPTION
| Job Title | Part-time Administrator |
| Responsible to | Housing Manager |
| Responsible for | N/A |
| Hours | Part time, 20 hours per week |
| Pay | £17,194.35 per annum (rising to £17,710.18 after successful completion ofprobation) |
| Service | Operations |
| Location | Croydon / South-East London |
1. Organisational Context
Quo Vadis Trust (QVT) is a specialist housing charity (registration number 1116196) in South- East London. We provide a service to people living with mental health and behaviours that challenge. QVT currently provides homes to approximately two hundred people in South- East London. Our range of support both on and off the premises helps each individual client to maximise their independence.
2. Job Purpose
The post holder will provide comprehensive administrative support to the mental health supported housing service, ensuring the effective delivery of administrative processes across Croydon-based schemes. The role will include supporting the mobilisation and coordination of new projects as they are incorporated into QVT’s portfolio, maintaining project documentation, monitoring progress against agreed actions and liaising with internal and external stakeholders as required.
The post holder will be responsible for managing and prioritising a varied workload, ensuring that administrative tasks are completed accurately and within agreed timescales. They will maintain records and systems, prepare reports and correspondence, coordinate meetings and activities, and provide general administrative support to service managers and project teams
The role requires excellent organisational skills, a high level of attention to detail, and the ability to work effectively under pressure while managing competing priorities and meeting deadlines. Strong communication skills and proficiency in the use of Microsoft Office applications and other administrative systems are essential.
The initial focus of this role will be the coordination of new projects within the Croydon area. The assignment is anticipated to continue for a minimum of six months and will involve managing and coordinating newly mobilised schemes, which will be a key priority. Due to the nature of the position, regular on-site presence is required and is considered essential.
3. Main Responsibilities
Administration:
Provide day-to-day administrative support to the Management team, whether on site or as required by any manager across QVT.
• Maintain accurate records in line with GDPR and confidentiality requirements
• Effectively manage service inboxes, telephone enquiries, referrals, and correspondence
Prepare documentation, letters, and reports to support service delivery
Support managers and frontline staff with meeting coordination, diary management, and service administration.
• Coordinate all calendars including leading on the planning and delivery of all events
• Assist with audits, inspections, and commissioner monitoring processes
Receive and direct telephone calls, and relay conversation and relevant messages to others while maintaining accuracy, clarity and confidentiality
Respond to general enquiries regarding QVT services, mission, and its rules and regulations
• Ensure all customers are placed at the heart of all service delivery- including visitors at the Scheme
• Receive, manage, and distribute incoming mail and correspondence
• Take accurate minutes, follow up on actions and maintain records of meetings .
Participate in tasks requiring added assistance and help senior members if needed
Keep up to date mailing, filing and database systems and inventory using computer
Maintain confidentiality of papers and documents of QVT
• Undertake any other tasks which might reasonably be requested by their line manager.
• Provide support/cover to colleagues across all QVT schemes when necessary
• Communicate with external agencies and healthcare professionals and attend meetings as required
• Travel between QVT schemes as needed
• Perform additional tasks as reasonably requested by a manager
• Adhere to all QVT policies and procedures.
• Adhere to QVT company values: Dignity, Excellence, Respect, Integrity, Kindness
Project Coordination:
Support the mobilisation and onboarding of 3 x new supported living properties in line with organisational timelines and compliance requirements
• Coordinate weekly project meetings with internal teams, contractors, landlords, commissioners, and external stakeholders
• Chair weekly mobilisation meetings where required and ensure agendas are prepared and circulated in advance
• Produce accurate meeting minutes, action logs, and progress updates, ensuring actions are followed up within agreed timescales
• Track project milestones, deadlines, risks, and outstanding actions across multiple property set-ups
• Liaise with contractors, utilities providers, local authorities, housing partners, and healthcare professionals regarding property readiness and operational requirements
Support the coordination of property compliance documentation, including health and safety records, certifications, and onboarding paperwork
• Assist with procurement and ordering of furniture, equipment, and operational resources for new schemes
• Maintain project trackers and provide regular status reports to the Senior Leadership Team
• Conduct research and make enquiries relating to property setup, registrations, local services, and community resources
• Support the implementation of systems and processes to ensure smooth service mobilisation and handover to operational teams
Escalate delays, risks, or barriers to the CEO and COO in a timely manner
• Assist in coordinating visits, inspections, and readiness checks for new properties
This job description is as it is presently constructed. This will be reviewed periodically and at each annual appraisal to ensure that the job description fully reflects the responsibilities of the job. It will be updated and amended in keeping with service changes and developments.
Please note: This role does not qualify for sponsorship.
PERSON SPECIFICATION
| Job Title | Administrator |
| Department | Admin |
| Education, Qualifications and Training | Essential orDesirable |
| Numerate and Literate to GCSE or equivalent in English and Maths | E |
| Experience | |
| Experience within health, social care, housing, or supported living | D |
| Experience working in the mental health sector or other supportive environments | D |
| Computer literate, familiarity with Microsoft packages inc. Microsoft word, Excel,Ms Teams, Microsoft Outlook, and experience using a client managementdatabase | E |
| Experience coordinating multiple workstreams and prioritising tasks effectively | E |
| Skills/Abilities | |
| An understanding of:Mental health conditions | D |
| Demonstrable customer service experience | E |
| Good, clear, verbal and written communication skills | E |
| Able to relate to clients | E |
| Ability to work under pressure and to deadlines | E |
| Able to demonstrate a conscientious and dedicated attitude | E |
| Ability to work on own initiative and a commitment to team working | E |
| Awareness of issues faced by people with mental health issues | E |
| Flexible and adaptable | E |
| Patience, empathy and being able to relate to people of all ages and backgrounds | E |
| An understanding of the issues of housing, estate management, health and safetyand how this impact on the well-being of clients and the responsibilities oflandlords | D |
| The ability to be able to follow written and verbal instructions regarding poweringoff hardware or ensuring cables are connected to support with troubleshooting | D |
| Ability to work independently and use initiative | E |
| Strong organisational and communication skills | E |
| Other relevant criteria | |
| Willingness to undertake further training | E |
| Be prepared to work unsociable hours in accordance with 24/7 shift rota ifrequired | E |
| Enhanced DBs check required/funded by the company prior to starting theposition. | E |
| Driver with own vehicle | D |
Our commitment to diversity: We are committed to tackling systemic inequalities by being proactive in creating opportunities for people from under-represented groups. With this in mind, we welcome applications from all ethnic backgrounds, religions, gender identifications and sexual orientations, and from anyone who considers themselves to have a disability.