Job description
Job title / Administrator, Time to ChangeReporting to / Head of Programme Management (Regional and Equalities)
Responsible for direct reports / No line management/supervisory duties
Grade / £19,828 per annum plus £2,992 per annum London Allowance (Grade B of Mind’s salary scales).
Department/section / Time to Change
Hours of work / 35 hours per week, full time
Budgetary responsibility and accountability / No direct responsibility or accountability however will be required to support the manager as directed.
Remit of post covers / England
Located at / Stratford
Type of contract / Fixed term to 31 March 2016
Purpose of the job
Time to Change is an ambitious programme to end the stigma and discrimination faced by people with mental health problems, and is a partnership between the charities Mind and Rethink Mental Illness. The first phase of the programme ran between 2007 and 2011 with funding from the Big Lottery Fund and Comic Relief. The second phase, funded by the Department of Health, Comic Relief and the Big Lottery Fund, runs until 31 March 2015. Funds have been secured from all three funders for the programme to continue for a further year, until the end of March 2016.
The one-year programme will focus on developing and supporting local and regional networks to run anti-stigma activities across England and includes: a social marketing campaign; up-skilling and empowering individual social leaders; and events and activities that bring together people with and without experience of mental health problems (social contact). In addition, some targeted work will be undertaken with the following audiences: employers and employees; children and young people; African and Caribbean communities; and mental health professionals.
The purpose of this job is to provide a range of administrative support to the Time to Change Central Management Team.
Scope of the job
You will answer and process communications from the public regarding Time to Change and provide a wide range of administrative support to the Central Management Team.
You will be based at Stratford in East London and will also spend time at Rethink Mental Illness in Vauxhall, London to organise and attend meetings etc. as required.
Mind aims to ensure that the needs and interests of mental health service users, women, Black and Minority Ethnic communities, disabled people, lesbians, gay men, bisexuals, transgender and people of all ages are reflected in all its activities. You are expected to contribute to this aim.
Key responsibilities
1. Deal with all Time to Change general telephone enquiries.
2. Act as the first point of contact for public enquiries, log calls, redirect requests, and liaise with callers, dealing tactfully and sensitively with people, particularly those experiencing mental distress.
3. Provide cover for the Portfolio Administrator and Governance Support Officer.
4. Monitor the Time to Change information mailbox and respond to all enquiries within 3 working days.
5. Maintain and update the templates for responding to the Time to Change information mailbox.
6. Provide flexible administrative support across the Central Management Team including the Communications Team.
7. Co-ordinate Central Management Team meetings, away days and other events including All–Staff Meetings.
8. Log Central Management Team invoices and expenses onto the finance spreadsheet and contribute to TTC Quarterly reporting to Funders.
9. Photocopy and file invoices and expenses, including the Director's credit card statements and receipts.
10. Arrange travel and accommodation for the Central Management Team, Organisational Engagement Team and other Time to Change portfolio members and externals where appropriate.
11. Organise the monthly stationery orders for the Central Management Team.
12. Collect and distribute post, flagging up matters requiring immediate attention.
13. Maintain and observe an appropriate level of confidentiality at all times
Expectations
You will be expected to:
1. Be able to cover the office in accordance with Mind’s business needs.
2. Maintain and observe an appropriate level of confidentiality at all times and handle personal information in a confidential and sensitive manner.
3. Attend and contribute to supervision, appraisal, training and team meetings
4. To contribute to working towards making Mind a greener workplace.
5. To occasionally work unsociable hours, e.g. to complete work or travel and work outside London (e.g. to assist in the delivery of regional TTC workshop and network events events).
Mind (National Association for Mental Health)
Person specification: Administrator, Time to Change
Essential criteria
1. Excellent interpersonal and communication skills face to face, by telephone, and other media.
2. Excellent organisational skills and experience of administrative duties, including filing (manual and electronic), typing, record keeping, taking notes at meetings, organisation of events, assisting with mail-outs, photocopying, email and making travel, accommodation and other arrangements.
3. Experience of working as part of a team and interact with a diverse range of internal and external staff, volunteers, service users and carers, showing a high level of customer care.
4. Ability to work flexibly around the demands of a team working on a diverse and continually developing programme of work.
5. Good numerical skills to be able to process and work with numerical information, work with spreadsheets etc.
6. Excellent written and spoken communication skills, including the ability to write letters and other correspondence to a variety of audiences.
7. Proven ability to use computerised databases, including producing reports, delegate lists, mail merge and websites.
8. Excellent knowledge and experience of using Microsoft Office for word processing, spreadsheets and email.
9. Empathy with Mind’s aims and values, including an understanding of and commitment to Mind’s policies.
10. Ability to deal tactfully and sensitively with people particularly those experiencing mental health problems.
11. Ability to be discreet and to deal appropriately with confidential information.
Desirable criteria
1. Experience of using Microsoft Access, Microsoft Excel, and Adobe InDesign.
2. Direct or indirect experience of mental health problems.
Mind (National Association for Mental Health)
Additional information
Administrator
Conditions of employment
In the light of legislation [Section 8 Asylum and Immigration Act, January 1997], as a condition of being able to commence employment with Mind, the successful candidate will be required to provide documentation to prove that they are able to work in the UK. Such documents will include one or more of the following, as appropriate:
· National Insurance number
· Birth certificate or British passport
· Certificate of registration, or naturalisation as a British citizen
· Passport or documentation evidencing citizenship of an EEA country
Probation
The appointment is subject to a probation period of six months
Salary
Grade B of Mind's salary scales. Starting salary £19,828 per annum plus £salary per annum geographical weighting. Increments will be subject to annual review in accordance with Mind’s procedures.
Hours of work/flexible working hours
A standard 35 hours per week within 8.00am to 7.30pm, Monday to Friday, excluding one hour break for lunch. Mind operates a flexible working hours scheme whereby members of staff can vary the time they start and finish work within the parameters agreed by their line managers. However, the core period of 10.00am to 4.00pm (excluding lunch break) are the times during which you must be at work. Time off will be given for work outside the standard hours. Overtime is not payable.
How to submit your application
Please submit:
1 x electronic copy of your personal details form
1 x electronic copy of your application form
1 x electronic copy of your monitoring form
by email to stating reference 15-10
Closing date for completed application forms is: 12 noon on 25 February 2015.
Response to advertisements for vacant posts has become extremely heavy resulting in an unacceptable increase in postage costs and a disproportionate amount of staff time used in processing applications. We regret, therefore, that it is now no longer possible to acknowledge receipt of application forms or to write personally to all applicants.
Interviews are expected to be held week commencing 9 March 2015. If you have made an application and have not heard anything by that date, you are asked to assume that your application has been unsuccessful. Should this be the case we would like to thank you for your time and effort in submitting your application and hope that this does not deter you from applying for other vacancies within Mind.
2015.02.09. Administrator, Time to Change JD and PS Grade B job ref 15-10 Page 3 of 4