Part time - 21 hours (Monday-Wednesday)
Catalyst Support is a leading Surrey charity dedicated to championing wellness across communities, transforming lives by addressing mental, physical, and emotional health needs.
As a Central Administrator, you are a key part of Catalyst’s Business Support function, providing consistent and high-quality administrative support across the organisation.
You play an important role in ensuring that both clients and professionals experience a clear, responsive and well-coordinated service, often acting as a first point of contact for enquiries and engagement.
You will support core administrative processes including, but not limited to: administrative elements of onboarding and offboarding (e.g., coordination, scheduling and information flow) as directed through, referrals, data entry, communication management and reception cover, helping to ensure that information flows smoothly and services are well supported.
Rather than being aligned to a single service, you will work flexibly across the organisation, supporting a shared and coordinated approach to administrative delivery. This helps create greater consistency, reduces duplication and contributes to a smoother client journey.
You will work closely with the Business Support Manager and Client Journey Coordinators to ensure that work is prioritised appropriately and delivered to a high standard.
Key Responsibilities
1. Core Administrative Delivery
- Provide administrative support across services and internal functions as directed by the Business Support Manager
- Deliver day-to-day administrative tasks efficiently and accurately
- Support coordination of appointments, communication and general service administration
- Ensure tasks are completed within agreed timeframes and standards
2. Reception, Enquiries and First Point of Contact
Reception cover is delivered as part of the Business Support team’s planned allocation of work, with prioritisation support from the Business Support Manager to protect timely completion of critical referral and administrative
- Provide reception cover at the Woking site, acting as a welcoming and professional first point of contact
- Respond to general enquiries from clients, professionals and partners, both in person and via phone or email
- Ensure enquiries are handled promptly, sensitively and directed to the appropriate service or team
- Maintain a calm, organised and supportive front-of-house environment
- Support individuals to navigate services where appropriate, ensuring a positive first experience of Catalyst
3. Referral Processing and Data Entry
- Process referrals accurately and in a timely manner
- Enter and maintain data within CRM and other systems
- Ensure data is recorded consistently and in line with organisational requirements
- Support accurate and consistent data entry to enable KPI reporting and performance monitoring.
4. Communication and Inbox Management
- Manage shared inboxes, ensuring timely and appropriate responses
- Handle incoming queries and direct them to the appropriate service or team
- Support clear, professional and consistent communication across the organisation
- Ensure information is recorded and shared accurately
5. Office and Facilities Support
- Support day-to-day office coordination, including supplies, equipment and workspace organisation
- Assist with facilities-related tasks and coordination
- Support the smooth running of office environments across sites
- Work with the wider team to ensure a safe and well-functioning workspace
6. Systems and Process Consistency
- Follow established administrative processes and procedures consistently
- Support the implementation of new systems and ways of working
- Identify and flag any issues, inconsistencies or inefficiencies in processes
- Maintain high standards of accuracy and organisation in all work
7. Flexible Support Across the Organisation
- Work flexibly across services and functions in response to organisational needs
- Support continuity of administrative provision during periods of absence or increased demand
- Work collaboratively with other Business Support team members to ensure consistent delivery
- Adapt to changing priorities and tasks as directed
Person Specification
Qualifications & Experience
Essential
· Relevant qualification or equivalent experience in administration or business support
· Experience in an administrative role involving data entry, communication and coordination
· Experience of working with databases, CRM systems or similar
· Demonstrable ability to manage multiple tasks and prioritise effectively
· Experience of working in a team and contributing to shared tasks
· Strong attention to detail and commitment to accuracy
Desirable
· Experience of working in health, social care or charity sector
· Experience of reception or front-of-house duties
· Experience of supporting multiple teams or functions
Knowledge & Skills
· Strong organisational and administrative skills
· Ability to follow processes accurately and consistently
· Clear and professional communication skills
· Confidence in using IT systems and Microsoft Office
· Ability to work flexibly and respond to changing priorities
· Ability to work independently while contributing to a team
Additional Requirements:
· Ability to work across sites where required
· Ability to maintain confidentiality and professionalism
· Ability to respond to changing priorities and organisational needs
· Commitment to equality, diversity and inclusive practice
Equal Opportunities Statement
We acknowledge the unique contribution that all Catalyst employees, volunteers and clients can bring to our organisation in terms of their culture, race, gender, sexual orientation, gender reassignment, marital status, nationality, age, religion or belief and any physical disability or history of mental health or additional problems.
We recognise the value of lived experience and the unique perspectives that people bring, and we actively encourage applications from women from diverse backgrounds.
All appointments are based on merit and no applicant or volunteer will be treated unfairly or discriminated against. All employees and volunteers have equal access to development.
Any employee or volunteer who breaches this policy may be subject of grievance and/or disciplinary procedures.
This post is subject to the Disclosure and Barring Service (DBS) check at an enhanced level. Please note past drug and/or alcohol or criminality history will not necessarily discount you from undertaking this role.
Catalyst Support is committed to providing reasonable adjustments throughout the recruitment process and in employment. Please let us know if you require any adjustments to support your application.
Amendments: This role description accurately reflects the present position; it may be amended and reviewed. Any change will be made following a period of consultation.
Pay: £24,000.00-£26,000.00 per year
Benefits:
- Casual dress
- Company pension
- Employee discount
- Sick pay
Work Location: In person
