Job Description

Reporting to

: Office Manager

Responsible for:

A range of HR, reception and administrative duties in support of staff and line managers across MiMH

Duration:

12 months fixed term contract

Hours:

Part time - 19.5 hours per week (Monday, Tuesday and Thursday) with flexibility to cover Wednesday or Friday as required

Salary:

24,242 per annum, pro rata

Location:

The jobholder will be based in our St Albans office with occasional travel to our other centres (Stevenage, Hertford and Hatfield)

Closing date:

12 noon, Wednesday 4th June 2025

Interviews:

Wednesday 18th June 2025
We are Mind in Mid Herts, a leading mental health charity based in Hertfordshire, affiliated to National Mind, with centres in St Albans, Hatfield, Stevenage and Hertford. We are working to reduce the stigma of mental health diagnosis and we support people with mental health conditions to create a pathway to recovery. We are innovative in creating services to improve wellbeing and to prevent the development of mental health issues. Through education and support, we aim to improve people's awareness of how to be proactive in looking after their health and wellbeing. We will not give up until everyone experiencing a mental health problem gets support and respect.

Mind in Mid Herts (MiMH) is committed to diversity and equality of opportunity for all and is opposed to any form of less favourable treatment and harassment on the grounds of all the 'protected characteristics' as identified by the Equality Act 2010. It is MiMH's intention that this job description is a guide to the major areas and duties for which the jobholder is accountable. However, services will change and the jobholder's obligations might vary and develop, so the job description should be seen as a guide and not as a permanent, definitive and exhaustive statement.

Purpose

To fulfil a range of HR, reception and administrative duties in support of staff and managers across MiMH. The recruitment process will be a particular focus, and the jobholder will also be required to provide regular cover for reception and administrative duties as required.

Principal Responsibilities

Manage the recruitment process including:

- Checking, finalising and publishing application documentation

- Sending out documentation to applicants and responding to queries

- Checking completed applications and liaising with applicants regarding the process

- Compiling information for interview panels to support shortlisting

- Setting up and managing interviews

- Communicating with candidates pre- and post-interview, including declining unsuccessful candidates and organising feedback.

Support the new starter process including:

- Requesting references and following up as needed

- Liaising with colleagues to ensure the new starter is DBS checked

- Liaising with line managers regarding the induction process and information required to set up the new starter with necessary systems access.

Ensure that HR trackers and databases are updated with necessary information.

Respond to queries from staff and managers that come through the HR inbox, taking action as needed to resolve queries.

Support the administration of the HR system by:

- Setting up new starters and inputting changes e.g. to working patterns or holiday entitlements

- Supporting the year-end process e.g. updating holiday allowances and processing carryover

- Running reports and making checks to ensure compliance with HR policies and procedures

- Liaising with line managers to obtain and upload necessary HR information.

Provide essential cover for reception and administrative duties as required, including:

- Meeting and greet visitors, clients, service users, staff, volunteers and contractors, ensuring all sign in and are directed correctly and efficiently

- Taking calls coming into our central phone line and following up any actions

- Responding to emails that come through the central inbox

- Inputting information to the client management system

- Providing information and signposting

- Processing referrals to our service, acknowledging and supporting service users through the registration process

- Processing course bookings.

Take minutes in meetings as required.

Carry out other general administrative duties in support of the Office Manager, the wider team and Department.

To be aware of the boundaries, policies and procedures of MiMH.

To act as a positive role model, showing professional and caring attitudes and behaviour towards other team members, partners, service users and carers.

To attend training as agreed with the line manager.

To ensure that all duties are carried out to the highest standard and in accordance with MiMH's quality standards.

To carry out all duties with due regard to MiMH's policies and procedures, including the equalities requirements.

To undertake other duties as may be reasonably determined by the line manager and senior management team.

Additional Requirements

Ensuring that all responsibilities are carried out in accordance with procedures and service user/funder requirements.

Adhering to MiMH's Human Resources policies and procedures as outlined in the Staff Handbook.

Understanding the need for confidentiality when dealing with both internal and external information.

Understanding the importance of conforming to MiMH's service requirements and service user needs.

Flexibility to work outside and/or in excess of standard hours when necessary to achieve required objectives.

An understanding of MiMH's services and the impact that poor service has on its service users and reputation.

Commitment to adhering to Health and Safety guidelines for safe working.

Adhering to legislative requirements.

2 months' notice period.

Benefits

25 days paid holiday per year, April 4th - April 3rd (pro rata for part time staff)

Statutory bank and public holidays (pro rata for part time staff)

A contributory pension scheme

3 additional days' leave - Birthday Leave, Wellbeing Day and Volunteer Day for Mind in Mid Herts

Staff Training and Development

Peer Support.

Essential Experience

Experience of answering calls and providing information Experience of working in an administrative role IT literacy (use of Internet, email, word and excel)

Essential Skills and Abilities

Ability to work flexible hours Working as part of a team Ability to deal with stressful and difficult situations in a calm manner Ability to communicate effectively in person, via email and on the telephone Ability to deal sensitively and professionally with telephone enquiries from a wide range of callers, some of whom may be in distress Ability to prioritise and manage workload Ability to maintain confidentiality Ability to stay calm, patient and non-judgmental Attention to detail A flexible attitude with a willingness to learn Understanding of, and a personal commitment to, Equality and Diversity and how this applies in particular to mental health services A can-do attitude
Job Types: Part-time, Fixed term contract
Contract length: 12 months

Pay: 24,242.00 per year

Expected hours: 19.5 per week

Benefits:

Additional leave Company pension
Schedule:

Day shift Monday to Friday
Work Location: In person

Application deadline: 06/06/2025