Job Description

Mary Seacole House is a pioneering institution dedicated to providing comprehensive support and advocacy for individuals from Black, racialised, and migrant communities to improve their mental health and wellbeing. Based in L8 for more than 30 years, they are committed to using evidence-based practices and cultural sensitivity to address the unique challenges faced by these communities. The organisation strives for equity, inclusivity, and empowerment, ensuring that every individual receives the care and resources they deserve while also standing in solidarity by influencing policy.

Job Summary

Are you a well-organised and experienced administrator who wants to increase your impact by working in a mission-led organisation? If so, they'd love to hear from you.

Mary Seacole House has an exciting opportunity for an Assistant Administrator. This is not a back-office role. You'll be the first person that visitors meet at our main office and that callers speak to. You'll help ensure that Mary Seacole House's services run smoothly. You'll be a critical member of the team, working closely with the Advocacy and Multicultural Health and Wellbeing Services to triage referrals and help produce monitoring reports. You'll bring your skills in records management and CRM systems to make sure that the charity maintains accurate records. And you'll help tell the past and present stories of Mary Seacole House by contributing to the organisation's communications and social media presence.

1. Administrative Support

Perform general administrative and clerical duties to support daily operations. Answer telephones, respond to enquiries, take messages, and direct calls appropriately. Greet visitors and callers, handle their enquiries, and direct them to the appropriate person or service. Complete forms, maintain records, and manage filing systems (both paper and electronic). Compose, type, and distribute meeting notes, correspondence, and reports. Schedule and confirm appointments for service users, customers, or staff wherever required. Support the Head of HR & Admin and Senior Managers with administrative coordination. Operate office equipment such as copiers, fax machines, and phone systems. Maintain stock of office supplies and ensure an organised working environment. Ensure uninterrupted supply of essentials such as water, stationary equipment and other equipment needed by staff.

2. Referral and Data Management

Record and update referral data accurately using our CRM system. Ensure all referral data is captured in a timely manner and update the staff members of any new clients assigned to them Liaise with service managers to track referral progress and maintain up-to-date service information. Ensure confidentiality and secure storage of client information in line with data protection standards.

3. Communications and Social Media

Support the management and updating of Mary Seacole House's website and social media channels. Create and schedule posts to raise awareness of services, events, and mental health initiatives, as well as other special occasions. Assist in producing digital and printed promotional materials and event publicity. Help coordinate the promotion and registration of events and activities. Capture media content (e.g., photos, posts) for use across digital platforms, ensuring copyright compliance. Liaise with the Head of HR and Admin on internal and external communication matters as required.

4. Customer Service

Welcome visitors to Mary Seacole House and ensure a positive and professional first impression. Provide information about services, activities, and support programmes. Assist with membership or volunteer enquiries and maintain associated records. Ensure the reception area reflects the organisation's welcoming ethos.

5. Developing Self

Participate in supervision, appraisal, and any required training or development activities. Learn to operate new office technologies or systems as they are introduced

6. Other Duties

Promote the work and image of Mary Seacole House at all times. Support and participate in activities with service users as requested by senior staff. Perform other tasks appropriate to the needs of service users and the effective running of the organisation. This may include flexible working hours, weekend events, accompanying members on day trips, or community engagement activities or other specific activities requested by service managers.
To apply, email to recruitment@maryseacolehouse.com for an application pack

Job Types: Full-time, Part-time, Permanent

Pay: 24,000.00 per year

Expected hours: 35 per week

Work Location: In person