About Hamoaze House
Hamoaze House is a long-established Plymouth charity providing structured, trauma-informed support for people affected by drug and alcohol use, trauma and social disadvantage.
We are looking for an organised, proactive and reliable Administrator to join our administration team. This is a varied and rewarding role supporting our Adult Services, Family programmes and retail arm, alongside the wider governance, finance and operational functions of the charity.
The successful candidate will play a key role in ensuring the smooth running of the organisation through excellent administrative support, accurate record-keeping, regular departmental meeting note-taking and effective communication with staff, community members and partner agencies.
Main Responsibilities
Administration and Programme Support
- Provide comprehensive administrative support across Hamoaze House programmes.
- Maintain accurate records, filing systems and controlled documents.
- Support room bookings, appointments, schedules and programme logistics.
- Prepare letters, forms, reports and other documentation.
- Undertake the accurate and timely data entry of health records, using the Halo case management system.
- Manage shared inboxes and respond appropriately to enquiries.
- Liaise professionally with community members, staff, partner agencies and members of the public.
Meeting Administration and Note-Taking
- Attend departmental and organisational meetings as required.
- Regularly take clear and accurate notes and minutes at departmental meetings.
- Produce, format and distribute meeting notes, minutes and action logs within agreed timescales.
- Track actions arising from meetings and support staff to maintain accurate records of decisions and outcomes.
- Assist with scheduling meetings and preparing meeting documentation.
Data, Compliance and Governance Support
- Support programme data recording and reporting requirements.
- Assist with maintaining accurate service records and databases.
- Support document control processes and audit preparation activities.
- Help ensure information is managed in accordance with confidentiality, safeguarding and data protection requirements.
- Contribute to maintaining high standards of governance and compliance.
Reception, Facilities and Customer Service
- Welcome visitors and community members in a professional, calm and friendly manner.
- Answer telephone calls and respond to enquiries.
- Receive and distribute post and deliveries.
- Support facilities coordination, stock control and day-to-day building administration.
- Help maintain a safe, organised and welcoming environment within Hamoaze House.
Team Working and Cover
- Work collaboratively with colleagues across all programmes.
- Support administrative cover arrangements and shared team responsibilities.
- Participate in training, development and team meetings.
- Contribute to continuous improvement of administrative systems and processes.
About You
We are looking for someone who can work confidently in a busy charity environment, balance competing priorities and contribute to a supportive, respectful and professional team culture.
Essential
- Demonstrable administrative experience.
- Excellent organisational and time-management skills.
- Confidence using Microsoft Office 365, including Word, Outlook, Excel, Teams and Co-Pilot.
- Strong written communication skills and excellent attention to detail.
- Ability to take clear and accurate meeting notes and minutes.
- Ability to manage competing priorities and work independently.
- Professionalism, discretion and commitment to confidentiality.
- Good interpersonal skills and ability to communicate effectively with a wide range of people.
- Understanding of safeguarding, professional boundaries and confidentiality.
Desirable
- Experience of minute-taking or formal note-taking in a professional environment.
- Experience of working within the charity, health, social care or public sector.
- Experience maintaining databases or electronic case management systems.
- Knowledge of data protection requirements.
- Experience supporting governance, finance administration or compliance processes.
Pay: From £24,784.50 per year
Benefits:
- Casual dress
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay
Experience:
- administrative: 3 years (required)
Work authorisation:
- United Kingdom (required)
Work Location: In person
