Administrator / Receptionist @ Teesside Mind Ltd

Job summary

Teesside Mind is looking for a friendly, organised and compassionate Administrator / Receptionist to join our welcoming reception team. This is a busy, varied and rewarding role, providing vital admin and frontofhouse support across Teesside Mind and our services. Its a great chance to be part of a supportive local charity where no two days are the same - and where the work you do genuinely makes a difference.

Main duties of the job

You'll be one of the first faces and voices people meet at Teesside Mind, helping to create a calm, welcoming and supportive environment for staff, volunteers, service users and visitors. Alongside reception duties, you'll play an important role behind the scenes, helping keep the organisation running smoothly through a range of admin support tasks.

What youll be doing

• Being front of house, creating a warm and welcoming reception space
• Answering phone and in-person enquiries in a friendly and professional way
• Supporting people who may be distressed, with care, empathy and sensitivity
• Providing varied admin support, including data entry, bookings, ordering and meeting support
• Supporting services, projects and volunteers across Teesside Mind
• Helping keep our buildings safe, organised and welcoming

About us

Were proud to have directly helped 27,000 local people this last year, more than we've ever supported. We've been working in local communities to improve mental health and wellbeing for 30 years and during that time our support has evolved, enabling us to help people in new and impactful ways.

We believe everyone has the right to enjoy good mental health and our team of trusted professionals provide expert support to help people lead full and happy lives. What's more, we campaign locally to improve services, raise awareness and promote understanding of what good mental health looks like.

Ours is a vibrant organisation to work for and our staff are our most important asset. We know just how important the benefits of a mentally healthy workplace are. So, it's only natural that our people and our culture are at the heart of all we do. Staff wellbeing is a high priority for us and we take great care and pride in making sure that everyone who works with us feels valued and supported. We're dedicated, friendly and open, working together to improve the lives of local people experiencing mental health problems.

Job description

Job responsibilities

• To work across Teesside Minds building based in Middlesbrough providing an excellent administrative and reception service.
• To deal with enquiries made by phone and face-to-face from the public, service users and professionals. To provide information about Mind services and those of other organisations. To provide an initial caring response to any distressed callers and visitors and involve colleagues as appropriate.
• To receive visitors into the buildings and ensure they are responded to appropriately.
• To be responsible for good organisation of reception and administration areas, including, for example, maintaining and replenishing essential stocks such as service leaflets and forms.
• To be responsible for and undertake admin tasks across the organisation as required, including, but not limited to, co-ordinating room bookings, processing post, ordering goods and supplies, photocopying, mailings, filing, amending paperwork, taking minutes, booking venues, supporting meetings and events, tasks to support finance including petty cash etc.
• To provide admin support to our projects and services as directed. Admin support includes (but is not limited to) accurate data entry, contacting clients or professionals, preparing and sending documentation.
• To support the collection of information about Minds activities using our databases, by inputting information and running reports as required.
• To respond appropriately to requests for admin support from Senior Managers and provide admin support to specific projects as agreed.
• To provide support and recognition to volunteers working in the admin team as agreed.
• To take an active role in maintaining health and safety across buildings. To actively contribute to staff safety procedures. To report any maintenance issues to the Office Manager.
• To undertake other tasks commensurate with the position as required.
• To work within the policies and procedures of Teesside Mind at all times.
• To take part in support and supervision as required.
• To take part in training and professional development activities as required.

Person Specification

Skills & Competencies

Essential

• Administration
• Verbal and written communications
• Reception and customer service, including responding calmly to individuals in distress
• Professional demeanour
• Accurate working and attention to detail
• Ability to work independently and on own initiative
• Ability to problem solve
• High standard of literacy and numeracy
• Organisational skills
• IT literate, including Word, Excel, Email and internet
• Time management, ability to work under pressure and complete tasks to deadlines
• Team working
• Flexible working with willingness to work in different Mind buildings and with different teams, and ability to cope with changing requirements and new tasks
• Working with personal and confidential information

Qualifications

Essential

• Maths and English GCSE Grade C minimum (or equivalent)

Desirable

• A relevant admin qualification to NVQ level 3
• First Aid

Other Requirements

Essential

• With notice, able to work additional hours to cover annual leave of reception colleagues.
• Must be willing to work flexibly in line with service needs
• Ability to travel independently
• Positive attitude to work, energy, enthusiasm and motivation
• Confidence to make contact and communicate with a wide range of people
• Commitment to developing skills in line with organisations needs
• Commitment to Mind's values including respectful, supportive and non-judgmental
• Commitment to working within Mind's policies and procedures

Knowledge & Experience

Essential

• Minimum of 2 years experience of administrative work in a busy office environment
• Minimum of 2 years experience of reception/working with the public including people who may be distressed
• Setting up and maintaining effective office systems
• Working independently and with limited direct supervision

Desirable

• Direct personal experience of mental distress, either as a user of services, through self-management or as a carer
• Voluntary and community sector organisations

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Teesside Mind Ltd

Address

The Mind Centre

92-94 Lothian Road

Middlesbrough

TS4 2QX

United Kingdom

Employer's website

https://www.teessidemind.org.uk/ (Opens in a new tab)