Administrator

TipTopJob; Worcester; Hybrid; GBP 10,000 - 12,000; Part time

Benefits offered by this job

Hybrid working

Enhanced DBS check

Safeguarding training

Job summary

Music Therapy Works is seeking an Administrator in Worcester for a hybrid role. The position supports operational efficiency across administrative, financial, HR, and governance tasks, working with the CEO, Clinical Lead, therapists, trustees and external stakeholders.

The role involves client records, HR processes, payroll support, DBS checks, and governance duties, with a 0.4 FTE (two days per week) schedule and a flexible hybrid arrangement.

Qualifications

• Proven experience in an administrative or office management role.
• Excellent IT skills, including Microsoft 365 applications such as Outlook, Excel, Word, Teams, OneDrive and SharePoint.
• Experience of accurately taking and producing minutes for professional meetings.
• Excellent written and verbal communication skills, with the ability to adapt communication appropriately.

Responsibilities

• Maintain secure, accurate and up-to-date client records from initial enquiry or referral onwards.
• Coordinate client documentation, including contracts, consent forms, risk assessments, letters of assurance, forecast hours and evaluation surveys.
• Support the CEO and Clinical Lead in coordinating music therapist caseloads.
• Manage routine correspondence with existing and prospective clients, ensuring confidentiality and data protection.
• Take and distribute accurate minutes for Board and subcommittee meetings.
• Coordinate the filing, review and distribution of organisational policies and support effective governance administration.

Skills

Office management

Microsoft 365

Minute taking

Communication

Data protection

Tools

Microsoft 365

SharePoint

Apple Business

Job description

Job Title: Administrator

Location: Worcester, UK : Hybrid

Salary: GBP11,200 actual salary based on a full:time equivalent of GBP28,000 (0.4 FTE, 2 days per week)

Job Type: Permanent, Part:time remote home:working, within a commutable distance of the Worcester office. Home/office split to be agreed.

Are you an organised, proactive administrator looking for a rewarding role where you can make a real difference?

Music Therapy Works is looking for an Administrator to play a central role in supporting the operational efficiency of our charity. This varied role provides administrative, financial, HR and governance support, working closely with the CEO, Clinical Lead, music therapists, trustees, contractors and external stakeholders to ensure the organisation runs smoothly, securely and professionally.

Clients

Key Responsibilities:

• Maintain secure, accurate and up:to:date client records from initial enquiry or referral onwards.
• Coordinate client documentation, including contracts, consent forms, risk assessments, letters of assurance, forecast hours and evaluation surveys.
• Support the CEO and Clinical Lead in coordinating music therapist caseloads.
• Manage routine correspondence with existing and prospective clients, ensuring confidentiality and data protection.

Our People

• Coordinate recruitment and onboarding of employees, contractors and trustees.
• Maintain secure records for trustees, employees, contractors, volunteers and placement students.
• Administer routine HR processes, including annual leave, absence tracking and draft contracts.
• Coordinate DBS checks and provide professional administrative support to the wider team.

Finance And Governance

• Support the Finance Officer with information for client invoicing and staff payroll.
• Maintain records for funders and donors and undertake routine financial administration, including paying in cheques.
• Take and distribute accurate minutes for Board and subcommittee meetings.
• Coordinate the filing, review and distribution of organisational policies and support effective governance administration.

General Administration

• Maintain organised, accurate and secure physical and digital filing systems.
• Coordinate room bookings, online meetings, away days, training days and other events.
• Maintain the company asset register.
• Administer digital workspaces and tools, including Microsoft 365 and Apple Business.
• Identify opportunities to improve administrative processes and efficiency.
• Undertake other duties commensurate with the role as required.

What can we offer you in return?

Youll be joining Music Therapy Works at an exciting time, with the opportunity to play an important role in supporting the organisations continued development and impact.

We offer a flexible hybrid working arrangement, with part:time home:working and time spent at our Worcester office as agreed.

Youll Also Benefit From

• 33 days holiday per year (FTE).
• NEST pension.
• Cyclescheme.
• Safeguarding training.
• Enhanced DBS check.
• A supportive and purpose:driven working environment.
• The opportunity to develop your skills and contribute to the work of a specialist organisation making a positive difference through music therapy.

About You

If you join the team, well provide you with the support and training you need to succeed in the role and develop your skills.

To succeed in this role, you will bring the following skills, experience and behaviours:

• Proven experience in an administrative or office management role.
• Excellent IT skills, including Microsoft 365 applications such as Outlook, Excel, Word, Teams, OneDrive and SharePoint.
• Experience of accurately taking and producing minutes for professional meetings.
• Excellent written and verbal communication skills, with the ability to adapt your communication appropriately when working with employees, trustees, co