Administrator

Job Title: Administrator

Location: Worcester, UK – Hybrid

Salary: £11,200 actual salary based on a full-time equivalent of £28,000 (0.4 FTE, 2 days per week)

Job Type: Permanent, Part-time remote home-working, within a commutable distance of the Worcester office. Home/office split to be agreed.

Are you an organised, proactive administrator looking for a rewarding role where you can make a real difference?

Music Therapy Works is looking for an Administrator to play a central role in supporting the operational efficiency of our charity. This varied role provides administrative, financial, HR and governance support, working closely with the CEO, Clinical Lead, music therapists, trustees, contractors and external stakeholders to ensure the organisation runs smoothly, securely and professionally.

Key Responsibilities:

Clients:

· Maintain secure, accurate and up-to-date client records from initial enquiry or referral onwards.

· Coordinate client documentation, including contracts, consent forms, risk assessments, letters of assurance, forecast hours and evaluation surveys.

· Support the CEO and Clinical Lead in coordinating music therapist caseloads.

· Manage routine correspondence with existing and prospective clients, ensuring confidentiality and data protection.

Our People:

· Coordinate recruitment and onboarding of employees, contractors and trustees.

· Maintain secure records for trustees, employees, contractors, volunteers and placement students.

· Administer routine HR processes, including annual leave, absence tracking and draft contracts.

· Coordinate DBS checks and provide professional administrative support to the wider team.

Finance & Governance:

• Support the Finance Officer with information for client invoicing and staff payroll.
• Maintain records for funders and donors and undertake routine financial administration, including paying in cheques.
• Take and distribute accurate minutes for Board and subcommittee meetings.
• Coordinate the filing, review and distribution of organisational policies and support effective governance administration.

General Administration:

· Maintain organised, accurate and secure physical and digital filing systems.

· Coordinate room bookings, online meetings, away days, training days and other events.

· Maintain the company asset register.

· Administer digital workspaces and tools, including Microsoft 365 and Apple Business.

· Identify opportunities to improve administrative processes and efficiency.

· Undertake other duties commensurate with the role as required.

What can we offer you in return?

You'll be joining Music Therapy Works at an exciting time, with the opportunity to play an important role in supporting the organisation's continued development and impact.

We offer a flexible hybrid working arrangement, with part-time home-working and time spent at our Worcester office as agreed.

You'll also benefit from:

• 33 days' holiday per year (FTE).
• NEST pension.
• Cyclescheme.
• Safeguarding training.
• Enhanced DBS check.
• A supportive and purpose-driven working environment.
• The opportunity to develop your skills and contribute to the work of a specialist organisation making a positive difference through music therapy.

About You:

If you join the team, we'll provide you with the support and training you need to succeed in the role and develop your skills.

To succeed in this role, you will bring the following skills, experience and behaviours:

• Proven experience in an administrative or office management role.
• Excellent IT skills, including Microsoft 365 applications such as Outlook, Excel, Word, Teams, OneDrive and SharePoint.
• Experience of accurately taking and producing minutes for professional meetings.
• Excellent written and verbal communication skills, with the ability to adapt your communication appropriately when working with employees, trustees, contractors, customers, partner organisations, funders and donors.
• Experience of organising and maintaining confidential filing systems and sensitive records.
• Excellent organisational skills, with the ability to coordinate bookings, meetings, events and competing priorities effectively.
• Experience of supporting basic HR processes, such as annual leave and absence tracking.
• Confidence in supporting financial administration, including payroll and invoicing processes.
• A strong understanding of confidentiality, data protection and the importance of securely managing sensitive information.
• A proactive, reliable and highly organised approach to work.
• The ability to work independently while also contributing positively as part of a wider team.
• Willingness to use AI tools and develop AI-related skills to improve efficiency and ways of working.
• Ability to work flexibly between home and the Worcester office.

Desirable experience includes:

• Experience of working or volunteering within a charity or third-sector organisation.
• Familiarity with a clinical, medical or therapeutic setting.
• Experience maintaining records for funders and donors.
• Basic knowledge of, or confidence in, preparing draft contracts using templates.
• Experience administering CRM systems.
• Knowledge and experience of using Apple Business.

Important dates for consideration:

· 20th September: deadline for applications.

· 25th September: invitations to first interview.

· 6th & 7th October: first interviews, online.

· 8th October: invitations to second interview.

· 13th October: second interviews, in person only at The Hive, Worcester, WR1 3PD.

Employees are required to complete an Enhanced DBS check for the Child and Adult Workforce.

Interested candidates are invited to submit their CV.