Job Description

Job Summary:

We are an independent charity supporting people in Wiltshire. Our low-cost services are accessible for everybody in our community. Wiltshire Mind is now entering a new phase of our work, expanding traditional services across the county, and introducing innovative mental health and wellbeing support to our communities.

We are seeking a passionate and experienced Team Administrator to provide comprehensive administrative support across our service delivery and fundraising sides of our charity.

As a member of our small team, you will play a key role in being the first line of contact for many of our enquiries and also ensuring the essential administration work that helps keep us running.

About the role:

This is an exciting, yet demanding role for Wiltshire Mind, as we try to reach more people with our support across our county.

The Team Administrator is the first point of contact for our charity, so this is an important role in demonstrating our values, through the professionalism of our work. We rely on our Team Administrator to communicate effectively and efficiently internally and externally with a range of stakeholders from clients and delivery partners to trustees to funders.

We are a small charity, where everyone works together to deliver the very best we can in mental health support for our beneficiaries. Having an interest or lived experience in mental health is helpful, as empathic communication with our clients is important.

Time management is critical, as is the ability to demonstrate organisational skills to deal with a multitude of tasks. If you like to be kept busy and can work at pace - this role may be ideal for you. Strong IT skills are of benefit too, as we use a number of systems to collate, record and report on our work. We also link to other IT systems. A working knowledge of the Microsoft 365 suite would be crucial, including PowerPoint, as our successful candidate will be helping produce reports and materials which will be seen by many others.

As well as general on-the-job training, the Team Administrator will also be required to train for the following key roles of First Aider and Fire Warden, representing our office in Trowbridge.

Key Responsibilities:

Liaising with and booking counselling sessions for adults and young people

Maintaining client records and data on our Client Management System

Producing data and reports on our service delivery performance

Assisting with management of our Support Groups and liaising with our volunteers who help run them

Financial/accounts administration, including keeping track of project expenditure

Handling incoming general email correspondence

Answering telephone calls from our new and existing clients

Organising meetings and producing agendas and minutes

Help arrange and attend fundraising events and representing Wiltshire Mind (about 3 per year)

Contacting donors and fundraisers and answering correspondence relating to their fundraising activities

Building relationships with our community to support our work

Organising social media and other local publicity work

Liaison with our IT providers

Maintain our e-files, ensuring our document control processes are up to date and working closely with Trustees and relevant team members to maintain our governance records

Work closely with our Leadership Team to ensure policies are up to date

Qualifications and Essential Skills:

Administrative skills

Interest in raising awareness and funds for our charity

Flexibility

Ability to learn quickly and take on tasks outside your skill set

Willingness to do routine tasks

Interpersonal skills

Organisational skills

Social media and IT skills

Confidence working with people from diverse backgrounds.

Working hours (based at our office in Trowbridge):

Monday: 3pm - 7pm

Wednesday: 9am - 1pm

Thursday: 9am - 1pm

Job Type: Part-time

Pay: 13.50-15.00 per hour

Expected hours: 12 per week

Benefits:

Company pension Free parking On-site parking
Experience:

Customer service: 1 year (preferred) Administrative: 1 year (required)
Work Location: In person

Application deadline: 25/07/2025
Reference ID: Team Administrator