Office Administrator

Mental Health Matters; Sunderland; On-site; GBP 23,000 - 25,000; Full time

Job summary

A national charity is looking for an engaging Office Administrator to provide front-of-house reception and administrative support at their Sunderland office. The role includes managing inquiries, maintaining office records, and supporting health & safety functions. Ideal candidates will have strong organizational and communication skills, with a commitment to confidentiality and supporting mental health initiatives.

Benefits

Free on-site car parking

Opportunities for personal development

Qualifications

• Experience managing administrative systems and data accurately.
• Ability to provide effective support in a busy office environment.
• Commitment to confidentiality and data protection.

Responsibilities

• Serve as the first point of contact for visitors and callers.
• Manage incoming and outgoing mail and office supplies.
• Provide general administrative support including filing and document management.

Skills

Organizational skills

Attention to detail

Communication skills

Interpersonal skills

Emotional intelligence

Education

GCSE English - Grade C or above

ECDL qualification NVQ Business and Administration

Job description

To provide efficient and welcoming front-of-house reception and comprehensive administrative support to the Corporate Services team.The postholder will manage telephone and visitor enquiries, maintain key office systems and records, support facilities and health & safety compliance, and assist with general office administration.This role is essential in creating a professional, organised, and supportive work environment for colleagues and visitors.

Main duties of the job

• Act as the first point of contact for visitors, colleagues, and callers, ensuring a professional and welcoming environment.
• Respond to MHM general telephone enquiries in a professional and timely manner, including signposting individuals to appropriate services, handling third party business enquiries, and escalating complex issues such as complaints when necessary.
• Distribute key fobs to colleagues for access to the office ensuring appropriate records are held, ensuring any lost/unreturned fobs are deactivated appropriately.
• Maintain the reception area ensuring it is clean and tidy, and any visible documentation is kept in date.
• Manage questions or concerns raised by other colleagues about the maintenance of the office base, escalating where necessary.
• Manage incoming and outgoing mail, including sorting, distributing and preparing post.
• Provide general administrative support including filing, scanning, photocopying, and document management as required.
• Raise purchase orders in line with organisational procedures, ensuring accuracy, appropriate approvals, and timely submission to support effective financial and supplier management.
• Manage and order office stationery equipment and refreshments when needed.
• Maintain postage supplies for devices and equipment maintaining accurate postage and purchasing card records for the Business Support Team as required.
• Provide administrative support of service contracts related to office effective contract oversight.

About us

Mental Health Matters are a national charity who provide innovative and life changing mental health support for both individuals and communities. We offer a diverse range of services, and each and every person who works with us directly contributes to making positive changes, improving mental health and breaking down barriers.Everything about MHM is people focused, both for our workforce and the people we support. Our people are the driving force of our organisation, and we are committed to having a talented workforce who will make a positive impact on our communities

Job responsibilities

Hours of work: 37.5 hours per week

Salary: £23,909 - £24,876

Location: Waterside House, Sunderland Enterprise Park, Sunderland , SR5 2TZ

Are you looking for a job or an opportunity where you can make a difference! Join us and make Mental Health Matter!

About the role:We have an exciting opportunity for a full time, on site Office Administrator to join our dynamic central office based in Sunderland to start with immediate effect.We are looking for a warm, organised, and proactive Office Administrator to join our Business Support Team within Corporate Services. In this role, you will provide essential front-of-house reception duties and administrative support to colleagues across central services and the wider organisation. You will be the friendly first point of contact for visitors and callers to our Head Office, helping to create a professional and welcoming environment. Your work will ensure our office operates smoothly, supporting a range of administrative, facilities, and health & safety functions.We offer a supportive and positive working environment, opportunities for personal development, and the benefit of free on-site car parking.

About you

• Be highly organised with excellent attention to detail
• Demonstrate exceptional communication skills, both written and verbal
• Have experience of managing administrative systems and data recording accurately
• Show the ability to provide effective support in a busy office environment
• Possess strong interpersonal skills and the ability to engage with a diverse range of people
• Display emotional intelligence and sensitivity, particularly when interacting with individuals who use our services
• Be confident in handling telephone and face-to-face enquiries professionally and with empathy
• Work well both independently and as part of a team, managing your workload efficiently
• Have a commitment to confidentiality, data protection, and continuous personal development

Previous experience in a mental health or health-related environment, or an understanding of complex mental health needs, would be advantageous but is not essential.

Qualifications

• Good standard of literacy - GCSE English - Grade C or above or equivalent
• Word processing experience
• ECDL qualification NVQ Business and Administration or NVQ Customer Service Qualification

Experience

• Demonstrable experience of working within a similar role
• Highly skilled in a face-to-face customer service role.
• Experienced in dealing with members of the public over the telephone including complaints
• Demonstrates an understanding of dealing with health professionals.
• Experienced in general day to day office duties.
• Understanding of confidentiality and data protection issues.
• Experience of working in NHS or medical setting.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Mental Health Matters

Address

Mental Health Matters Waterside House, Sunderland Enteprise Park, Sunderland SR5 2TZ

Mental Health Matters Waterside House, Sunderland Enteprise Park, Sunderland SR5 2TZ