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 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.
Person Specification
Essential Experience
- Previous experience working in a busy administrative, customer service or office environment.
- Experience managing confidential and sensitive information.
- Experience using databases and Microsoft Office packages.
- Experience producing reports and maintaining accurate records.
- Experience managing multiple tasks and competing priorities.
Essential Skills
- Excellent organisational and time management skills.
- Excellent written and verbal communication skills.
- Strong IT skills and confidence using a range of digital systems.
- Excellent attention to detail and accuracy.
- Ability to prioritise workload effectively in a fast-paced environment.
- Ability to work independently and as part of a team.
- Ability to remain calm and professional under pressure.
Personal Qualities
At Sean's Place, attitude and values are just as important as experience.
We're looking for someone who:
- Is warm, welcoming and approachable.
- Builds positive relationships with ease.
- Is kind, compassionate and respectful.
- Takes pride in delivering excellent customer service.
- Is proactive and uses their own initiative.
- Is highly organised and reliable.
- Has excellent attention to detail.
- Can work with empathy whilst maintaining professional boundaries.
- Is flexible and willing to support the wider team.
- Shares the values and mission of Sean's Place and is passionate about making a difference.
Desirable
- Experience working within the charity, health or social care sector.
- Experience working with adults experiencing mental health challenges and suicidal thoughts
- Experience using clinical databases such as RIO.
- Experience producing monitoring reports for funders or commissioners.
- Experience updating websites or managing online content.
- Understanding of GDPR and information governance.
- Knowledge of outcome monitoring systems and data collection.
Key Responsibilities
Member Services
- Be the first point of contact for members, professionals and visitors accessing Sean's Place.
- Welcome members in a warm, friendly and professional manner.
- Respond to telephone, email and face-to-face enquiries.
- Manage the service inbox and ensure enquiries are responded to promptly.
- Book appointments and support diary management across the team.
- Support members throughout their journey with Sean's Place, ensuring they receive an excellent experience.
- Maintain confidentiality and professionalism at all times.
Administration
- Provide comprehensive administrative support across the organisation.
- Process referrals and maintain accurate records.
- Manage attendance records and appointment schedules.
- Prepare letters, documents and correspondence as required.
- Maintain electronic and paper filing systems.
- Support the smooth day-to-day running of the office.
Data, Reporting & Clinical Systems
- Maintain accurate databases and management information systems.
- Enter and maintain data on clinical systems including RIO.
- Collect, monitor and report on outcome measures including PHQ-9, GAD-7 and WEMWBS.
- Produce reports for funders, commissioners and senior management.
- Ensure all data is accurate, up to date and recorded in accordance with GDPR and information governance requirements.
Digital Administration
- Update the Sean's Place website as required.
- Support online referral systems.
- Maintain digital records and service information.
- Assist with administrative support for communications where appropriate.
General Responsibilities
- Promote the values and reputation of Sean's Place at all times.
- Work collaboratively with colleagues, volunteers and partner organisations.
- Attend team meetings and training.
- Maintain confidentiality and professional boundaries.
- Undertake any other duties appropriate to the role including fundraising activities
Job Type: Full-time
Pay: From £24,454.00 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.
Experience:
- Administrative: 2 years (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
