Senior Administrator (Leatherhead)

We're looking for a highly organised, proactive, and capable Senior Administrator to support the day-to-day running of our head office and lead a small but vital administrative team. Reporting to the Finance & Administration Manager, you'll play a central role in ensuring smooth, efficient, and compliant operations across the organisation.

The role is ideal for someone who thrives in a dynamic, mission-driven environment and brings strong leadership, organisation and problem-solving skills. You will oversee key administrative processes including database management, reporting, diary coordination, event support, and team supervision.

Job Summary Job Title:Senior Administrator

Hours: 37 hours per week, Monday to Friday (occasional out-of-hours work may be required; TOIL will be provided)

Salary: £29,500 per annum

Holiday: 25 days per year plus bank holidays

Location: 23 The Crescent, Leatherhead, KT22 8DY

Term: Permanent

Closing Date: Applications will be reviewed on a rolling basis and interviews scheduled as suitable candidates are identified. Early applications are encouraged.

This post is subject to a Disclosure and Barring Service check and successful completion of a probationary period.

Key Responsibilities

• Supervise and support administrative staff, and ensure effective daily admin staff cover
• Lead on onboarding and training of new administrative team members
• Ensure adherence to internal policies and regulatory requirements, including GDPR
• Foster collaboration with other departments to maintain effective workflows and communication
• Support a positive team culture and troubleshoot operational challenges

2. Operational Administration

• Act as lead administrator for organisational data systems and service contracts
• Extract and analyse data to produce monitoring reports
• Maintain and monitor inventories of staff equipment
• Coordinate data deletion and retention processes in accordance with GDPR
• Administer client surveys and collate results
• Provide coverage for admin and reception colleagues as needed

3. Executive & Event Support

• Provide diary management and administrative support to the CEO
• Co-plan, organise, and deliver events including the Annual General Meeting (AGM)
• Take accurate minutes of key meetings and ensure appropriate distribution

Note: This list is not exhaustive. Other duties may be required to meet the objectives of the charity.

Person Specification

• Minimum 5 years' experience in administrative roles, including experience supervising staff
• Strong problem-solving skills and the ability to act on own initiative
• Excellent communication skills - written, verbal, and interpersonal
• Exceptional attention to detail and accuracy under pressure
• Highly proficient in Microsoft Office (Word, Outlook, Excel, PowerPoint) for document creation, scheduling, and reporting
• Skilled in data handling and report generation
• Strong understanding of GDPR, confidentiality, and consent practices
• Ability to manage multiple priorities and meet deadlines efficiently
• Flexibility to adapt to changing priorities and systems
• Team player with the ability to work independently and proactively
• Demonstrates a strong work ethic and commitment to high-quality service
• Diploma or higher qualification in Business Administration
• Experience in the health or social care sector, particularly mental health
• Experience in planning and delivering events
• Basic experience updating websites or digital platforms

We acknowledge the unique contribution that all host organisations employees and patients 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.

All appointments and promotions are based on merit and no job applicant or employee will be treated unfairly or discriminated against. All staff have equal access to staff development. Any member of staff who breaches this policy may be subject of grievance and/or disciplinary procedures.

This post if 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.

About Us Mary Frances Trust (MFT) is a mental health and emotional wellbeing charity, supporting Surrey residents since 1994 in Banstead, Elmbridge, Epsom & Ewell and Mole Valley.

We offer a variety of face-to-face and online services, available to adults (aged 16+) living in Surrey who would like to restore and/or maintain their mental and emotional wellbeing (no diagnosis needed).

Our services are free of charge, with no waiting list and no time limit (you can use us for as long as you need and register again at any point).

We believe anyone experiencing any kind of mental or emotional health issues should feel unafraid to ask for help, receive appropriate support for as long as they need, and be inspired to develop the skills that will help them to restore and maintain their own wellbeing, and lead a fulfilling life.

Our Values Inspiring

We believe that everyone can lead a fulfilling life and achieve their goals and full potential. We encourage people to recognise and use their own strengths and resources. We inspire people to develop the skills that will empower them to become experts at managing their own mental wellbeing. To accompany people on this journey, we offer personal, tailored support to help them regain a sense of hope and control.

Inclusive

The people we support aren't passive recipient of our services and are not being "done to". Through our commitment to Co-Production, we involve people with mental health lived experience in every aspect of our organisation, including the design, delivery, monitoring, review and evaluation of our services.

We believe in the power of connection. We encourage the people we support to fully participate in their local communities. As an organisation, we also strive to be part of and reflect the diverse population we serve.

Agile

We live in a fast-paced, ever-changing environment, so we're always ready to adapt and innovate to meet the evolving needs of the local communities we serve. We are an integral part of a wider mental health system and are dedicated to providing easy access first-class mental health support by working in partnership and collaboration.

Respectful

We work hard to establish mutual honest and trustworthy relationships. We actively listen and treat people we support with the same kindness and respect as we do our staff and volunteers. We strive to be an organisation where people feel safe and that they belong.

Our Mission Our mission is to:

• Work alongside people experiencing any kind of emotional or mental health issues for as long as they need and inspire them to develop the skills that will help them to restore and maintain their emotional wellbeing.
• Involve people with lived experience of mental health issues at every level of the organisation so together we can design, deliver, monitor and review our services and ensure they respond to their changing needs.
• Consistently challenge stigma attached to mental illness and raise awareness of the importance of looking after your mental wellbeing.
• Lead and co-ordinate the development and delivery of first-class, voluntary mental health services in Surrey.
• Maintain sufficient funding streams to be able to provide person-centred services to people experiencing any kind of emotional or mental health issues.

Safer Recruitment We are committed to following Safer Recruitment practices to ensure the safeguarding of the whole community we serve, from members of the public and clients using our services, to our staff, volunteers, partners, and external facilitators.

A criminal record does not automatically exclude you from applying for the position. MFT will assess each application on a case-by-case basis.

This post isExempt from the Protectionof the Rehabilitation of Offenders Act (1974).

All successful candidates will be required to undertake Enhanced or Standard Disclosure and Barring Service (DBS) checks as well as reference checks. These will be a condition of any offer of employment being made.

All candidates must disclose both 'spent' and 'unspent' cautions and convictions on application - other than 'protected' cautions and convictions which have qualified for filtering.

Disclosure should be included in a separate covering letter on application, marked 'Confidential'.

We believe in a fair, equal, diverse and inclusive society. As an organisation, we believe we are stronger and richer when we bring together different experiences and perspectives to better serve our clients and local community. We are committed to creating a workforce that is diverse, inclusive of all, representative of the community we serve, promotes positivity, and instils a can-do attitude in everyone, no matter their background or characteristics at every level of our organisation from our staff and volunteers, all the way to our Trustees and Patrons. We strongly encourage applications from members of every community and actively seek to hire people with lived experience of mental health issues click apply for full job details