Charity Admin & Operations Coordinator (Hybrid)

Bluetownonline-Ltd; Worcester; Hybrid; GBP 25,000 - 31,000; Part time

Benefits offered by this job

33 days holiday

Enhanced DBS check

Hybrid working

Training & development

Job summary

Music Therapy Works in Worcester is seeking an Administrator to support operations, HR and governance. The role combines admin tasks, financial and HR duties, with a hybrid pattern of homeworking and office days.

You will work closely with the CEO and clinicians to maintain records, coordinate contracts, manage meetings, and ensure data protection while developing efficient processes.

Qualifications

• Proven experience in an administrative or office management role.
• Excellent IT skills, including Microsoft 365 apps (Outlook, Excel, Word, Teams, OneDrive, SharePoint).
• Experience taking and producing minutes for professional meetings.
• Excellent written and verbal communication with diverse stakeholders.
• Experience maintaining confidential filing systems and sensitive records.
• Strong organisational skills and ability to coordinate bookings, meetings and events.
• Experience with HR processes such as annual leave and absence tracking.
• Confidence in payroll and invoicing administration.
• Solid understanding of confidentiality and data protection.

Responsibilities

• Maintain secure, accurate client records from initial enquiry onwards.
• Coordinate client documentation including contracts, consent forms, risk assessments, and surveys.
• Support CEO and Clinical Lead in coordinating music therapist caseloads.
• Manage routine correspondence with clients, ensuring confidentiality.
• Coordinate recruitment and onboarding of employees, contractors and trustees.
• Maintain records for trustees, employees, contractors, volunteers and placement students.
• Administer HR processes including annual leave and absence tracking.
• Support payroll and invoicing processes.
• Take accurate minutes for Board and subcommittee meetings.
• File and distribute organisational policies to support governance.

Skills

Administrative experience

Minutes taking

Data protection knowledge

Payroll & invoicing support

Communication skills

HR processes familiarity

Microsoft 365

Outlook

Excel

Word

Teams

SharePoint

OneDrive

Tools

Microsoft 365

Outlook

Excel

Word

Teams

SharePoint

OneDrive

Job description

Music Therapy Works in Worcester is seeking an Administrator to support operations, HR and governance. The role combines admin tasks, financial and HR duties, with a hybrid pattern of homeworking and office days.

You will work closely with the CEO and clinicians to maintain records, coordinate contracts, manage meetings, and ensure data protection while developing efficient processes.