Business Administrator

Mind; Cardiff; On-site; GBP 21,000 - 28,000; Full time

Job summary

Mind Cymru is seeking a Business Administrator to support the Director and Senior Management Team. The role will manage the Director's office, handle correspondence, schedule meetings, and maintain governance secretariat duties across Wales.

You will coordinate diaries, book travel, supervise documents and minutes, and ensure confidential handling of information while working with stakeholders across Mind Cymru and local Minds.

Qualifications

• Experience in office administration and coordinating across functions.
• Diary management and travel arrangements experience desirable.
• Ability to handle confidential information with discretion.
• Good customer service and stakeholder engagement skills.

Responsibilities

• Manage the Director's office as the first point of contact and provide admin support across all functions.
• Organise diaries and travel arrangements to optimise time.
• Respond to correspondence on the Director's behalf and identify appropriate actions.
• Set up internal and external meetings with papers, rooms and refreshments, and take minutes.

Skills

Office administration

Diary management

Stakeholder liaison

Governance support

Tools

Microsoft Office

Smartsheet

Risk management systems

Decision Time

Job description

We have big goals over the next few years.

We're going to be fighting for mental health in a way we never have before.

Together we'll be working to make sure everyone experiencing a mental health problem gets the support and respect they deserve.

Team information

Will you join us?

Mind Cymru is Mind in Wales. We won't give up until everyone experiencing a mental health problem gets support and respect. We provide advice and support to empower anybody experiencing a mental health problem and we campaign to improve services, raise awareness and promote understanding.

Mind works across England and Wales with 11 staff at Mind Cymru's Cardiff office. Mind Cymru also works closely with our 15 affiliated Local Minds in all parts of Wales.

The Business Administrator works directly to the Director and supports the Senior Management Team (SMT), and is responsible for the effective running of the office, including dealing with correspondences, diaries and meetings and internal systems, including but not limited to, Microsoft Office, Stakeholder Register, Decision Time, Smartsheet's and Risk Management systems, keeping these up-to-date in support of the SMT.

Key duties and responsibilities

The post holder will:

• Effectively manage the efficient working of the Director's office being the first point of contact and providing administrative support and coordination across all functions, i.e. planning, risk, budget, training and general office activity.
• Organise and plan diaries, to optimise time, making travel and other arrangements as required.
• Beresponsible for managing and responding to correspondence to the Director,identifying appropriate action and responses.
• Set up internal and external meetings as required and ensure the smooth running of these by setting dates, ensuring papers go out in good time, booking rooms and refreshments, taking accurate minutes and being proactive in following up actions arising.
• Provide high level customer care in dealing with routine and non-routine enquiries from staff, local Minds, external stakeholders using judgement to take or decide on appropriate action.
• Provide secretariat and administrative support for governance and other fora including Pwyllgor Cymru – the governance sub-committee for Wales; One Mind in Wales – the local Mind network in Wales; and The Wales Alliance for Mental Health – the alliance of leading mental health charities in Wales which is Chaired by the Director of Mind Cymru.
• Be the first point of contact for key members of the above groups and,with the Director, manage relations with them.
• Beresponsible for co-ordinating and supporting meetings and be pro-active in ensuring that actions arising from the meetings are followed up.
• In keepingwith the level of access and trust commensurate with this role, the post holder is required to maintain and observe an appropriate level of confidentiality at all times.
• Process invoices and make payments via Minds internal accounting processes, being planned and accurate in line with delegated responsibility.
• Work closely with the Social Impact Directorate Executive Assistant when required to ensure coordination with Mind Cymru and the wider Directorate plans, meetings and commitments.

Mind's equity statement

Mind is committed to equality of opportunity for all staff, and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

Please refer to the Job Description while completing your application as candidates will be shortlisted based on how closely they match the criteria in the personal specification.

We retain the authority to close this vacancy prior to the advertised closing date and without prior notice, once an adequate number of applications has been received. Applications will be assessed on a continuous basis, and we respectfully advise prompt submission to ensure consideration.

This role requires a Disclosure and Barring Service (DBS) check.

Find out more about working for us, including our benefits