Job Description

The Maya Centre is a unique women-for women charity based in Islington, offering free specialist psychotherapy and holistic support to women on low incomes, whose mental health and wellbeing have been affected by experiences ranging from deprivation and isolation to racism, exploitation and Violence Against Women and Girls (VAWG). 65% of our clients come from Black, Asian, Minority Ethnic or Refugee backgrounds and we adopt specifically intercultural and intersectional approaches in supporting them towards greater voice, choice and control in their lives. Offered in over 13 languages, our trauma-informed services are BACP accredited and include:

1:1 psycho-dynamic and person-centred counselling Targeted psychoeducation - both topical and in community languages Group therapy including our Black Women's Therapeutic Group and art therapy Complementary therapies including Reiki, Therapeutic Massage and Reflexology Community outreach, support and wellbeing workshops
We are looking for a highly organised and diligent Office & Systems Manager who can develop and lead a responsive and effective administration team. The ideal candidate will be able to build on recent infrastructure work to improve our client experience, refine our office systems and processes; manage our therapeutic and office spaces, and monitor and negotiate external procurement contracts and services.

This is a real opportunity to help shape our learning culture and impact at a crucial time for women's mental health and access to services. You will be a valued member of the core management team, using your own skills and expertise to liaise and share information across stakeholders: from service users, to volunteers, therapists and community development staff .

Please note : This post is open to Female applicants only as being female is deemed to be a genuine occupational requirement under Schedule 9, Paragraph 1 of the Equality Act 2010.

We want our organisation to reflect the diversity of the women we serve, and we particularly welcome applications from those with lived experience of the issues we work with, and from women from Black, Asian, Minority Ethnic or Refugee groups.

To apply:

Please submit your CV along

with a personal statement

detailing how your experiences and skills align with the person specification outlined below

by 5pm on Monday 2nd June 2025 .

Description - Key Responsibilities

Office Management and Maintenance (Reports to CEO)

Office Space Management:

To lead on all matters related to office space management . Oversee the admin team and work collaboratively with the Clinical Director and CEO to ensure our spaces are well-equipped, designed, and maintained, creating a safe and comfortable environment for both staff and service users.

To Coordinate the opening and closing times of the TMC, ensuring the schedule meets the needs of the organisation. Maintenance of office and therapy spaces: Ensure all spaces are well-maintained and suitable for operations, including one-to-one therapy sessions, group sessions, and staff or team meetings Collaborate with Clinical Admin lead in managing room allocations, ensuring a highly organised rota and booking system that is accessible and user-friendly. IT Support Services: Serve as the primary contact for IT support services. Oversee onboarding and offboarding of users, assign laptops, and coordinate software setup for new staff. Office Systems and Procurement: Act as the main point of contact for office systems and procurement contracts, including housekeeping, and external suppliers for IT, internet, utilities, and other services. Office Maintenance and Repairs: Monitor office needs, maintenance orders, and repairs. Liaise with the Elthorne Road Site Manager and report any issues to the CEO. Office Supplies Management: Manage office supplies, stationery, and essential inventory by monitoring stock levels, placing orders, and ensuring timely replacements to support uninterrupted operations. Manage Internal Event's Calendar: Monitor and lead the organisation of the internal event's Calendar at the centre, such as AGMs and other annual calendar events. Work collaboratively with the Clinical Director and Clinical Admin lead to ensure the effective functioning of the organisation's database systems (Core Net and IAPTUS), including key fobs, data entry, and room diary management. Support the Clinical Admin in producing quarterly ( or as required) data reports and analysis, contributing to timely responses to report submissions.

Other Responsibilities:

Team Collaboration: Work within the Core Managers Team to ensure collective staff and volunteer well-being and deliver high-quality services to service users. To support the Induction of new staff to the centre, including to spaces, data base and operation systems. Additional Duties: Perform any duties consistent with the efficient and effective management of the organization as required by CEO and Clinical Director. This may include evening or weekend work, for which time off in lieu (TOIL) will be agreed upon.

Person Specification

Essential Skills

Proven experience in office and space management Excellent IT skills . Demonstrated ability to liaise with a large a diverse team of stakeholders including service-users, clinicians, support staff and managers. Experience in reviewing and efficiently purchasing external procurement contracts and services. Experience of data analysis and monitoring reports which evidence service outputs and outcomes. A good understanding of the need to work confidentially and abide by the ethical framework of the BACP Ethical Guidelines. Demonstrable commitment to the spirit and practice of Equality & Inclusion within mental health services. A willingness to actively engage in the strategic development of the organisation, promoting vision, values, and service quality.

Desirable Skills

Have an understanding of how small / medium sized charities operate . Good Knowledge and understanding of space settings for a mental health service. Good knowledge of systems and databases which support mental health services. An ability to manage professional boundaries skillfully when mediating between staff, service users, and managers. Experience of working within an intercultural setting with minoritised or deprived women who have experienced trauma or VAWG. Ability to use and/or knowledge of the Core Net database system; or willingness to learn and attend training.
Job Types: Part-time, Fixed term contract
Contract length: 12 months

Pay: 33,329.00 per year

Expected hours: 21 per week

Benefits:

Additional leave Company pension Sick pay
Schedule:

Monday to Friday
Ability to commute/relocate:

London, N19 4AJ: reliably commute or plan to relocate before starting work (required)
Experience:

Office management: 2 years (required)
Work Location: In person

Application deadline: 02/06/2025