Oxfordshire Mind

OXFORDSHIRE MIND

HR & OFFICE ASSISTANT

JOB DESCRIPTION

HOURS:37 hours per week

SALARY:£18,070 – 21,268 (SCP 18-23)

CONTRACT:Open ended

HOLIDAYS:28 days per annum, plus bank holidays

PENSION:Auto-enrolment scheme in place

PROBATIONARY PERIOD:6 Months

ACCOUNTABLE TO:Finance & Resources Manager

BASE:Mind Office, 2 Kings Meadow, Oxford OX2 0DP

ABOUT OXFORDSHIRE MIND

We’re Mind, the mental health charity. We’re here to make sure anyone with a mental health problem has somewhere to turn for advice and support. We provide a range of services across Oxfordshire from an information line to supported housing. With one in four people experiencing a mental health problem at some point in their lives, people need Mind more than ever.

The services we provide include:

• Transitional Housing Recovery Service as part of the Oxfordshire Mental Health Partnership
• Oxfordshire Mind Wellbeing Service
• Psychological therapies delivered as part of Talking Space plus
• Information line
• Volunteer programme
• ‘Benefits for Better Mental Health’, a welfare benefits advice service
• Carers Support Group

PURPOSE OF THE JOB

The HR & Office Administrator is a very important post within the organisation and he/she works closely with the Finance & Resources Manager to ensure the organisation runs smoothly and effectively.

The post-holder will help to ensure we keep accurate, up-to-date records and personnel files and that the office is run smoothly.

The post-holder is also responsible for answering the phone and greeting visitors.

ACCOUNTABILITY

The Administrator will work closely with and be supervised by the Finance & Resources Manager.

RESPONSIBILITIES

The responsibilities will vary from week to week depending on the pressures in the office, but regular tasks will include:

Receptionist/ Office Support

Covering the main office phone line toprovide information on services, taking messages and passing on as necessary, answering queries and answering the door.

General typing and word-processing, including taking and typing minutes of meetings. Includes compiling agenda for and sometimes chairing office meeting.

The distribution of mail-outs as required.

Franking and dealing withdaily incoming mail and outgoing mail. Keeping up-to-date with postal costs, setting meter and meter equipment maintenance.

Providing administrative support as required to the CEOand Senior Management Team – typing, mail outs, photocopying, etc.

Managing room bookings on Outlook.

Ordering, storing and distributing of office supplies.

Arranging repairs as needed - this includes building, IT and photocopier maintenance.

IT – Setting up new email accounts/ mailboxes/ groups as IT administrator to Oxfordshire Mind and working closely and reporting problems to Aegis.

Maintain folders in Sharepoint to comply with GDPR

Personnel Administration

Recruitment

- Proof reading job descriptions and composing adverts for Oxfordshire Mind vacancies.
- Advertising jobs on the Oxfordshire Mind website and other relevant media.

- Taking enquiries, sending out job packs, processing applications and preparing

shortlisting packs.

- Maintaining equal opportunities monitoring to produce yearly reports.

- Arranging interviews and meeting and greeting interviewees on days of interviews.

- Sending out all recruitment correspondence and checking/ chasing references.
- Preparing staff contracts.

- Completing DBS checks for new (and current)staff.
- Assembling HR files for each new member of staff.

Personnel

- Sage HR: Maintaining and updating the database, keeping track of employee

Information.

Monitoring and recording monthly staff supervision

Recording staff Training Records
- Monitoring annual leave and ensuring leave forms are returned promptly.

-- Filing and maintaining records.

- Entering DBS records onto database and spreadsheet.

- Ensuring all spreadsheets are regularly updated with all personnel data.

Any other tasks as may be reasonably required. This will frequently include purchasing and arranging lunch for meetings and visitors.

SUPERVISION, MEETINGS AND SUPPORT

Regular supervision will be provided by the Finance & Resources Manager.

Oxfordshire Mind has a system of annual appraisals.

The post-holder will attend the monthly Office Meeting and record the meeting notes.

Training will be provided, both internally and through access to external training.

PERSON SPECIFICATION / SELECTION CRITERIA

HR & OFFICE ADMINISTRATOR

Communication and understanding

a)Professional telephone manner (including the ability to communicate with a wide range of people and to deal with callers who may be distressed in a sensitive manner).

b)Knowledge and sensitivityto the needs of people living with mental and emotional health problems (or the willingness to learn).

c)Ability to undertake basic mental health training if necessary.

d)Ability to work in a calm, efficient, professional and methodical manner.

e)Enthusiastic, proactive approach with a good use of initiative.

f)Flexible, can-do approach.

g) Ability to write verbatim minutes.

h)High standard of written and verbal English.

Experience of working in a busy office and ability to manage workload

i)Experience of working in a busy office environment.

j)Ability to cope with a complex and flexible role together with the ability to prioritise.

k)Ability to work under own initiative seeking advice and support when appropriate.

Computer Skills

l)Good computer skills, including the use of Microsoft Office.

m)Knowledge of, or willingness to learn Office 365 (SharePoint and OneDrive).

Organisational knowledge and understanding

n)The ability to work within Oxfordshire Mind’s policies and procedures including Equal Opportunities and Confidentiality.

Openness and accountability

o)The ability to prepare for and use supervision and team meetings well.

p)The ability to deal with your own stress.

q)The ability to take responsibility for your work and conduct and to make yourself accountable.

VERY IMPORTANT: Applicants should structure their ‘Supporting Statement’ by responding to each ofthe points listed in the Person Specification / Selection Criteria. For example, a) Professionaltelephone manner (including the aability to communicate with a wide range of people and to deal withcallers who may be distressed in a sensitive manner) - please let us know what skills and experience youhave to match these criteria. The short-listing panel makes their decisions based on this information and noassumptions about your skills or experience will be made. You are welcome to type up any part of yourapplication form and insert it in the relevant places. CV’s will not be accepted.