Quay Place & Projects Administrator


Full time (37hpw) 8.45am to 5.00pm Monday to Friday or Job Share considered:

Job Share hours would be either a) Monday to Friday 8.45am to 11.45am (15hpw) or b) Monday to Friday 12.30pm to 5.00pm (22.5hpw)

Deadline for applications: 18 July 2018

Job Title:

Quay Place/Projects Administrator


Business Operations/Income Generation

Salary Band:

Operations Pay Band A

£14,500 - £16,675 per annum

Hours of Work:

Full time:   37hpw        8.45am - 5.00pm

Job share: 

8.45am – 11.45am      Mon – Friday Projects                    15hpw

12.30pm – 5pm           Mon – Friday Quay Place              22.5hpw

Reports to:

Quay Place Manager


Quay Place, Ipswich

DBS Check applicable:   



Job Purpose:

Projects; support the Service Development Manager and Research and Evaluation Co-ordinator and co-ordinate the research volunteers and ensure information is captured.

Quay Place; provide administrative support to Quay Place ensuring that all administration areas are covered, co-ordinate all aspects of the room booking software including initial contact and enquiries and supervise the volunteers covering the welcome desk and general administration.

Main Duties & Responsibilities:

 1         Communication and Relationship Skills

       Arrange meetings, room bookings, diary management etc and take notes and follow up action as required.

       Answer the main telephone number and deal with the general emails.

       Organise events and meetings with Members of the Suffolk Wellbeing Practitioners Network encouraging more members to book rooms and general collaboration

       Provide information and take potential customers on a tour of the building

       Work with the Research and Evaluation Co-ordinator to present research findings and evaluation results in a written or verbal format, including preparing briefing notes, summarising papers and publications in order to contribute to the agreed departmental strategy goals and standards.

      Work with the Research and Evaluation Co-ordinator to motivate and engage the research volunteers to encourage timely completion of research projects

2.    Knowledge, Training and Experience

Knowledge of office systems to ensure efficient running of all administration requirements

Work with the Volunteer Manager to ensure a comprehensive and relevant induction process is in place for the induction and training of volunteers and ensure that systems work efficiently to be able to provide information on Volunteers and to log volunteer hours

Knowledge of legal and health and safety implications of using volunteers at QP

Opening and closing Quay Place ensuring that customers are safe and assisted where required.

Assisting the Service Development Manager with collating information and resource in applying for grants

Work with the Service Development Manager to collate information that enables areas of Suffolk Mind to evidence successful completion of grants

Review grant finders and source websites on a regular basis, highlighting relevant opportunities.

Carry out secondary research and analyse a range of sources, including the Internet, publications and other external contacts, including other charities, in order to obtain relevant information that can contribute to proposals, donor strategies, fundraising communications, mailings and/or business support activities.

3       Planning and Organisational Skills

Work with the Deputy Manager to co-ordinate the rota ensuring Quay Place can be operated with the correct levels of volunteer and general cover

Work with the Deputy Manager and team to ensure that the building is set up correctly in advance of major events and other room bookings.

Liaise with the catering organisation to ensure smooth transition from them to our customers

Co-ordinate the collection and recording of volunteer timesheets and liaising closely with the Volunteer Manager.

Provide administrative support to the Deputy Manager.

Request and provide information for customer invoices and provide the QP Manager with monthly reports on all aspects of activity using Booking Bug (our internal system)

Ensure all bookings are correctly recorded and the rental / membership agreements are in place before the rental period.

Manage TV promotion of events/activities and members.

Effectively maintain all electronic and paper administration including financial and information system.

Assist the Research and Evaluation coordinator with planning the work of the Research volunteers. Review resources and ensure that the volunteers have the tools and information for the role.

4       Emotional Effort

Talk to and know when and where to signpost members of the public that come in to QP distressed and support others to do the same.

Support volunteers with mental health issues.

5       Freedom to Act

Be able to contact volunteers and relief workers at short notice to ensure the rota is covered.

Be able to make decisions about booking suitability.

6     Responsibility

Client Care


Financial and Physical Resources

Monitor forecast spend on the budgets (not decision making).

Human Resource Management

Jointly supervise general and research Volunteers

Information Resources

      Manage the booking software and train others to use it

      Work with the Volunteer Manger to create and work with electronic and computer based systems to ensure volunteer records, references and training is documented.

      Keep the stakeholders database up to date including volunteers, customers and therapy providers.

      Update monthly the MI monitoring spreadsheet – inc visitors, events, quarterly reporting elements

      Collect data around the use of QP, as directed.

      Customer Satisfaction – data collection and management of feedback

      Co-ordinate Captains Log and capture event information

      Membership:  Review membership numbers quarterl and work with the PR & Digital Marketing Co-ordinate to produce and circulate Newsletters

Flexibility Clause:

As this is a developing post within a developing organisation it is expected that the post holder will be prepared to relinquish and/or undertake further appropriate responsibilities as may be necessary for the effective implementation of Suffolk Mind’s Vision and Mission and to adhere to the  policies and procedures under the overall remit of this job description.

Person Specification


QP/New Projects Administrator


Business Operations


Band A


May 2018

Desirable (2/3)

Essential (1)

Communication and Relationship Skills

=        Building an effective team (of volunteers)

=        Excellent communication skills

=        Sense of humour

=        Confident to speak up and input into a team

=        Commitment to the aims and strategic objectives of Suffolk Mind

=        Positive approach and  ‘can-do’ attitude

=        Good personal motivation

=        Commitment to working as part of a team

Knowledge, Training and Experience

=        Local Knowledge of Ipswich

=        Interest in Health, Wellbeing and Social Care

=        Involvement of setting up new projects or services

=        Event administration

=        Experience of working in a research role

=        Meeting & team admin management

=        Minimum 3 years work experience in an administrative role

=        Worked in a ‘commercial’ setting

=        Good standard of general education (3 GCSE’s Grade C and above including Maths and English).

=        Secretarial/administrative qualification.

=        The ability to manage your own administration and to be able to use a computer, particularly word processing packages, and to maintain effective administrative systems.