Job description
Hours will be 37.5 hours per week
Some evening work may be required
Role Summary:
Sean’s Place is a multi-award-winning local men’s mental health organisation. We are proud of the people who work with us and invest in their wellbeing and development so that they feel motivated and inspired to deliver the best service to our members.
You will be part of a small but mighty team, who work together to create a welcoming safe space for men and their families. People often comment on the “feeling” they get when they walk through our door so you will truly be part of something special which is making a significant impact to people’s lives.
At Sean’s Place our aim is to improve men’s mental health and well-being across Sefton and Liverpool City Region through support specifically identified to improve confidence and self-esteem for men whilst reducing symptoms of depression, stress and anxiety. Now more than ever we need to challenge the stigma around male mental health, we do this by providing a place that encourages positive discussions around mental health, in a non-clinical, non-judgemental setting through a variety of practical, proactive support and programmes.
Who are we?
Sean’s Place has been established due to the tragic loss of our founder, Debbie’s brother Sean in 2019 who was just 34 years old after a long battle with mental health. Sean was the most amazing person who was kind and caring, hilarious without meaning to be and loved by so many. However, despite all of this, Sean struggled with his confidence and self-esteem and became socially isolated which contributed to his mental health becoming increasingly worse. Whilst counselling and medication were prescribed to help reduce the symptoms of his illness, it didn’t tackle the social issues of loneliness, not having anyone who fully could understand how he was feeling or could talk about his mental health with others who were feeling experiencing the same. Upon searching for something that he could access there were always barriers such as his age, costs or lengthy waiting lists.
There are so many other men who feel this way in the community which is why we took the steps to create our own service that has everything that was needed to support Sean. We now provide this service, in Sean’s memory, to help others.
What will you be doing?
The Administration Officer plays a central role in the day-to-day running of Sean's Place. As the first point of contact for members, professionals and visitors, you will help create a warm, welcoming and professional environment from the moment someone contacts or walks through our doors.
Alongside managing the administration of the service, you will maintain accurate records, support the clinical team, produce reports for funders and commissioners, manage data across multiple systems including RIO, and help ensure Sean's Place continues to deliver a high-quality service to thousands of men each year.
This is a varied, fast-paced and highly rewarding role where no two days are the same. You will often be the first person someone speaks to when they reach out for help. Your warmth, kindness and professionalism will help shape their first impression of Sean's Place and play an important part in helping them feel welcomed, safe and supported from the very beginning of their journey.
What are we looking for?
It is our priority that our members feel welcome and safe whilst with us, so we are seeking someone who is calm in nature with the ability to put people at ease. You will need to be able to cope under challenging circumstances and be eager to learn and develop your skills to enhance our service offer. As part of a small team, we are hoping to find someone who can work collaboratively and is able to interact positively with others as together we can achieve so much more. This role is ideal for someone who enjoys autonomy in their work as well as a variety of tasks and opportunities. No one day is the same which ensures that you are consistently learning and evolving in your practice.
What difference will you make?
Sean’s Place supports over 250 men every week, we proudly provide free and immediate access to a wide range of services and support including to their families. You will be working front line making a significant impact to the lives of those you support through 121 and group programmes to improve mental health and reduce the risk suicide. You will see personally the journey of each person who walks through our door and have the comfort in knowing you played a part in giving someone hope again for the future.
Your work will reduce pressure on NHS services as well as contributing to their learning and innovation as we feedback the findings of the support you will be delivering. Your role will be rewarding on many levels but the satisfaction of knowing the impact you have made to a person’s life is often the biggest reward of all.
Why Join Sean’s Place?
At Sean’s Place, we know that to support others well, we also need to look after our team.
We are incredibly proud of the supportive, ambitious and caring culture we’ve created, where everyone works together towards one shared goal – ensuring no man has to face life’s challenges alone.
As part of our team, you’ll benefit from:
- Being part of a passionate, supportive and close-knit team who genuinely care about one another.
- Flexible working arrangements, with the opportunity to shape your working week around the needs of the role.
- Weekly Friday morning team check-ins over breakfast, providing time to connect, reflect and support one another.
- Regular team building and wellbeing days.
- Ongoing training and continued professional development opportunities.
- Company pension scheme (NEST).
- Cycle to Work Scheme.
- Free refreshments whilst at work.
- Free on-site parking.
- Additional annual leave in recognition of long service.
- The opportunity to attend our annual Winter Ball and other team celebrations.
- The chance to be part of an organisation that is growing, innovative and making a genuine difference to the lives of thousands of men every year.
To apply
Please email [email protected] with your CV along with a covering letter to let us know how you meet the requirements of the person specification below along with letting us know why you would like to work at Sean's Place and what you will bring to our service. Applications without a cover letter will not be accepted.
Admin and Data Officer
Job type: Full-time
Role purpose
The Admin and Data Officer plays a central role in the smooth, safe and effective running of Sean’s Place.
The postholder will be responsible for providing high-quality administrative support, maintaining accurate member and service data, entering information onto clinical and organisational systems, and producing clear, accurate reports for funders, commissioners and senior management.
This is not solely a general administration or reception role. Strong written communication, report-writing, data entry and data-handling skills are essential. The successful candidate must be confident working with numbers, spreadsheets, databases and outcome-monitoring information, while also providing a warm and professional first point of contact for members, families, professionals and visitors.
The role requires someone who can balance accuracy and attention to detail with kindness, empathy and excellent interpersonal skills.
Key Responsibilities
Data Entry, Analysis and Reporting
- Accurately enter, update and maintain information across organisational databases, spreadsheets and clinical systems, including RIO.
- Review data for accuracy, completeness and consistency, identifying and addressing errors or missing information.
- Collect, record and monitor service activity, attendance, referrals, appointments and member outcomes.
- Enter and maintain outcome-monitoring data, including PHQ-9, GAD-7 and WEMWBS scores.
- Understand, interpret and summarise data to identify trends, outcomes and areas requiring further attention.
- Produce clear, accurate and professionally written reports for funders, commissioners, partners and senior management.
- Support the preparation of monitoring returns, performance updates and evidence of service impact.
- Present information in a clear and accessible format using tables, charts, written summaries and supporting commentary where required.
- Work with colleagues to gather information and ensure reports are completed accurately and within agreed deadlines.
Clinical Systems and Information Governance
- Enter and maintain accurate member information on clinical systems, including RIO.
- Handle confidential and sensitive personal information safely and professionally.
- Follow GDPR, data-protection, confidentiality and information-governance requirements at all times.
- Ensure information is only shared with authorised people and through appropriate channels..
- Maintain appropriate professional boundaries when responding to requests for information from members, families and professionals.
- Escalate safeguarding or risk-related information in line with Sean’s Place procedures.
Member Services
- Act as a welcoming and professional first point of contact for members, families, professionals and visitors.
- Respond to telephone, email and face-to-face enquiries with warmth, sensitivity and professionalism.
- Manage the service inbox and ensure messages are recorded, allocated and responded to promptly.
- Process referrals and ensure information is complete, accurate and recorded on the appropriate systems.
- Book appointments and support diary management across the team.
- Maintain accurate attendance and appointment records.
- Recognise when an enquiry or disclosure requires urgent escalation to a safeguarding or clinical colleague.
- Support members throughout their involvement with Sean’s Place, helping to ensure they receive a positive and respectful experience.
- Maintain confidentiality and professional boundaries at all times.
General Administration
- Prepare accurate letters, emails, reports, meeting documents and other correspondence..
- Ensure documents, templates and records are stored securely and can be easily located.
- Monitor deadlines and follow up outstanding information where necessary.
- Support the smooth day-to-day running of the office.
- Develop and improve administrative processes where appropriate.
- Work independently, use initiative and seek guidance when required.
General Responsibilities
- Promote and protect the values, culture and reputation of Sean’s Place.
- Update the Sean’s Place website and online service information as required.
- Work collaboratively with staff, students, volunteers and partner organisations.
- Contribute positively to a supportive, respectful and open team culture.
- Attend team meetings, supervision, training and development opportunities.
- Follow all Sean’s Place policies and procedures.
- Maintain confidentiality, safeguarding responsibilities and professional boundaries.
- Support organisational activities and fundraising events where reasonably required.
- Undertake other duties appropriate to the level and purpose of the role.
Person Specification
Essential Experience
The successful candidate must be able to demonstrate:
- Previous experience working in a busy administrative, data, customer-service or office-based role.
- Experience entering, maintaining and checking data across databases, spreadsheets or digital systems.
- Experience producing clear, accurate and professionally written reports.
- Experience gathering information from different sources and presenting it in a structured and accessible way.
- Experience maintaining accurate records and identifying errors or missing information.
- Experience handling confidential, sensitive or personal information.
- Experience using Microsoft Office, including Word, Excel, Outlook and Teams.
- Experience managing multiple tasks, deadlines and competing priorities.
Essential Skills
The successful candidate must have:
- Excellent written communication and report-writing skills.
- The ability to produce clear, concise and accurate reports for different audiences.
- Strong data-entry skills, with a consistently high level of accuracy.
- The ability to understand, interpret and summarise data.
- Confidence using spreadsheets, databases and digital record-management systems.
- Strong Microsoft Excel skills, including organising, checking and presenting information.
- Excellent attention to detail.
- The ability to identify inconsistencies, errors and gaps in records or data.
- Excellent organisational and time-management skills.
- The ability to plan and prioritise work effectively in a busy environment.
- The ability to meet reporting and administrative deadlines.
- Excellent verbal communication and interpersonal skills.
- The ability to communicate warmly and professionally with people who may be distressed or anxious.
- The ability to handle sensitive information with discretion and sound judgement.
- The ability to work independently and use initiative.
- The ability to work collaboratively as part of a close team.
- The ability to remain calm, organised and professional under pressure.
- An understanding of confidentiality, GDPR and appropriate information sharing.
- Is warm, welcoming and approachable.
- Builds positive and respectful relationships with colleagues and members.
- Can work with empathy while maintaining professional boundaries.
- Contributes positively to team culture and supports colleagues.
- Shares the values and mission of Sean’s Place.
- Is passionate about making a meaningful difference to the lives of men and their families.
Benefits
- Company pension
- Free on-site parking
- Health and wellbeing programme
- Company and team events
- The opportunity to work within a supportive, values-led organisation
- The opportunity to contribute directly to improving support for men and their families
Important Information for Applicants
Strong report-writing, data-handling and written communication skills are essential requirements of this role.
Shortlisted applicants will be asked to complete a practical assessment involving written communication, data interpretation and report writing as part of the recruitment process.
Job Type: Full-time
Pay: From £25,878.00 per year
Benefits:
- Company events
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
Application question(s):
- Tell us why you would like to apply for this role.
- Can you match the requirements of the job description and person specification?
Work authorisation:
- United Kingdom (required)
Work Location: In person
