Administrative Assistant

Administrative Assistant – Children’s Services & Programme Development

Contract Type: Self-employed, 5 hours per week (more hours will be available as the service grows)

Hours: 5 hours per week (can be term-time only). Flexible.
Location: Hybrid (remote and in-office)
Pay: £15 per hour
Contract Term: 1-year contract with potential for extension


Job Description

Counselling Hub Wales is seeking a proactive and organised Administrative Assistant to support the director in the development and implementation of our children’s services and programmes. This role involves both administrative duties and project support to facilitate the growth and impact of our services for children 0 - 12 years old. Working closely with the director, you will play a key role in developing initiatives that support children’s mental health and well-being, assisting in the smooth operation of programs, and contributing to our mission of delivering high-quality services and programmes.

Key Responsibilities

  • Administrative Support: Handle day-to-day administrative tasks including email management, scheduling, and file organisation, ensuring all documentation is up-to-date and accessible.

  • Project Assistance: Assist in the planning, coordination, and execution of children’s services programs, tracking milestones, and maintaining project timelines.

  • Communications: Serve as a point of contact for parents, schools, and other stakeholders, providing timely responses and updates related to children’s services.

  • Resource Development: Support the creation of programme materials, including worksheets, presentations, and informational documents.

  • Data Management: Organise and maintain databases related to program participants, feedback, and service outcomes to support program evaluation.

  • Policy and Procedure Support: Help document and implement operational procedures and policies for children’s services, in collaboration with the director.

  • Financial Tracking: Track expenses, invoices, and program budgets, assisting with financial reporting as needed.

  • Event Coordination: Assist with planning workshops, training sessions, and other events related to children’s services, managing logistics, attendance and follow-up.

Expectations

  • Collaboration: Work closely with the director and other team members, contributing ideas and solutions to improve program delivery.

  • Confidentiality: Maintain strict confidentiality regarding all client information, program details, and other sensitive data.

  • Adaptability: Be flexible and open to shifting priorities, as needs for the children’s services program may evolve.

  • Reliability: Demonstrate a high level of reliability, ensuring consistency in administrative support and program development assistance.

  • Professional Communication: Exhibit strong written and verbal communication skills, adapting to various audiences including children, parents, and professionals.

Desirable Skills and Experience

  • Administrative Skills: Experience in an administrative or project support role, ideally within the mental health, educational or nonprofit sectors.

  • Organisational Skills: Strong organisational abilities, capable of handling multiple projects, tasks and deadlines with precision.

  • Communication Skills: Excellent communication skills, both written and verbal, with an empathetic approach when interacting with children and parents.

  • Technical Proficiency: Proficient in Microsoft Office Suite, Google Workspace and basic project management tools.

  • Knowledge of Children’s Mental Health: Understanding of children’s mental health and wellbeing, with a commitment to fostering positive outcomes for young people.

  • Attention to Detail: High level of accuracy and attention to detail, especially in managing program data and documentation.

  • Problem-Solving Skills: Resourceful, with the ability to anticipate challenges and propose effective solutions.

Benefits

  • Flexible Hours: This role allows for flexible hours and hybrid working arrangements.

  • Opportunity for Growth: Gain experience in a fast-growing mental health service, with opportunities to expand skills in project management and program development.

  • Impactful Work: Be part of a team dedicated to making a difference in the lives of children and families through accessible and effective mental health services.

  • How to Apply

    To be considered for this role, please submit a comprehensive cover letter outlining your suitability for the position along with your updated CV to hello@counsellinghubwales.co.uk, please include the phrase "Administrative Assistant Application" in the subject line of your email.

    Applications without a cover letter will not be considered. If selected for an interview, further details will be provided.

    Please note that due to high response numbers, we reserve the right to close the application process early. If you do not receive a response from us, consider your application unsuccessful at this time.

    Application Deadline.

    30th November 2024