Role summary: Oxfordshire Mind are looking for an organised and motivated administrator to join our Development Team as Training Administrator to support the Workplace Wellbeing training team.
Job location (usual place of work): Home based initially. After lockdown the base will be Osney Mead in Oxford with some home working. Some travel within Oxfordshire may be required.
Pay rate: £21,748 – £24,982 per annum, pro rata (Point 11 -18 NJC Salary Scale)
Pay is pro rata?: Yes
Job title: Training Administrator (Workplace Wellbeing)
Applications close on date: Thursday 13th May at 8:00am
Hours are: Part time
Contract is: Permanent
Job description: HOURS: 26 hours (3.5 days) per week
HOLIDAYS: 28 days plus bank holidays (pro rata)
ACCOUNTABLE TO: Training Lead
PROBATIONARY PERIOD: 6 months
PENSION: Auto enrolment scheme in place
ABOUT OXFORDSHIRE MIND
We’re Mind, the mental health charity. We’re here to make sure anyone with a mental health problem has somewhere to turn for advice and support; in total over 20,000 people in Oxfordshire and West Berkshire access our services each year. With one in four people experiencing a mental health problem at some point in their lives, people need Mind more than ever. Our work includes:
The Transitional Supported Housing Recovery Service (part of the Oxfordshire Mental Health Partnership).
The TalkingSpace Plus psychological therapy service in partnership with Oxford Health NHS Foundation Trust.
The Oxfordshire Mind Wellbeing Service, which is part of both the TalkingSpace Plus and Oxfordshire Mental Health Partnerships and includes:
Five Wellbeing Centres throughout the county
The Information Service, including the Oxfordshire Mind Guide publication, website and the Information Line
Physical Activity and Wellbeing
Benefits for Better Mental Health, a welfare benefits advice service
Volunteering and Peer Support Opportunities
Oxford and Banbury Safe Havens
Embedded workers in primary and secondary care in Oxfordshire & Berkshire
Services for Children and Young People
Raising awareness and campaigning activity.
We employ over 200 staff and operate in 29 locations across Oxfordshire and Berkshire
PURPOSE OF THE JOB
The Training Administrator reports to the Training Lead. The role will be to provide support to the workplace wellbeing training team.
The responsibilities will vary from week to week depending on schedules and priorities, but regular tasks will include:
Taking and typing minutes
Maintaining and updating databases and booking systems, using CRM, ThankQ
Taking enquiries from and liaising with existing and potential clients
Filing and maintaining records
Booking and coordinating logistics for training courses and meetings
Preparing training materials and ensuring required stock is available and posted on time
Using the CRM system to produce regular income and training delivery reports
Inputting data from feedback forms to relevant systems
Ensuring effective liaison with all stakeholders and teams internally and externally
General administrative support to the Training Team and wider Development Team when necessary
Ensuring administrative deadlines are met
Preparing marketing content for the workplace wellbeing service (with direction from the Training Lead)
Promoting the workplace wellbeing service through posting on social media platforms using Later and other similar platforms
Editing the workplace wellbeing pages on Oxfordshire Mind’s website, using WordPress
Designing promotional materials using Canva and other similar platforms
Supervision, training, meetings and support:
Attend regular supervision and participate in annual appraisals
Be proactive in reviewing and evaluating personal performance and identifying areas for improvement and development
Attend and participate in team meetings and other meetings as required
Adhere to Oxfordshire Mind policies and procedures at all times
Cover for other members of the team as necessary
Carry out evening and weekend work as required
Work in a flexible way and take on other responsibilities as appropriate
To contribute to the delivery of other Oxfordshire Mind’s activities, not listed here, where required
This job description covers the current range of duties and will be reviewed from time to time. It is Oxfordshire Mind’s aim to reach agreement on changes, but if agreement is not possible, Oxfordshire Mind reserves the right to change this job description.
PERSON SPECIFICATION / SELECTION CRITERIA
Experience of administrative work and ability to manage workload:
a) Ability to work in a calm, efficient, professional and methodical manner, with the ability to prioritise.
b) Enthusiastic, proactive approach with a good use of initiative
c) Ability to write minutes.
d) Experience of using booking and diary systems
e) Professional telephone manner.
f) Experience of communicating with a wide range of people using a high standard of written and verbal English.
g) Experience of posting on social media (Facebook, LinkedIn, Instagram, Twitter)
h) Experience of creating materials using Canva (or similar platform)
i) Experience of updating websites using WordPress (or similar platform)
j) Good computer skills, including the use of Microsoft Office
k) Experience of using Outlook for emails and calendars (or similar platform)
l) Experience or ability to learn use of CRM systems
m) Knowledge and sensitivity to the needs of people living with mental and emotional health problems.
n) Experience of administrating Mental Health First Aid (MHFA) or other training courses
The following are required of all roles with Oxfordshire Mind. However, you do not need to address these in your application:
Genuine interest and commitment to the involvement of people who use Oxfordshire Mind services, social inclusion and recovery.
The ability to work within Oxfordshire Mind’s policies and procedures including Equal Opportunities and Confidentiality.
Willingness to work flexibility in response to changing organisational requirements.
Willingness and ability to work hours outside of normal office hours on occasion.
VERY IMPORTANT: Applicants should structure their ‘General Information’ by responding to each of the points listed in the Person Specification / Selection Criteria – please let us know what skills and experience you have to match these criteria. The shortlisting panel make their decisions based on this information and no assumptions about your skills or experience will be made. CVs will not be accepted.
HOW TO APPLY:
Please apply here: https://www.oxfordshiremind.org.uk/our-jobs/
1. Download our Oxfordshire Mind Application Form from our website
2. Complete Application Form, please refer to the Person Specification / Selection Criteria in the Job Description
3. Click ‘Apply For This Job’ and fill in your details.
4. Attach your completed Application Form. Do NOT attach a CV or cover letter as this will not be accepted.