Job description
Frazzled is a small mental health and wellbeing charity founded by Ruby Wax OBE based on the power of emotional openness. Our free, volunteer-led meetings run online every single day of the year, offering people a chance to share, listen and feel heard in a supportive community.
We're looking for a confident and positive self starter with a high level of emotional intelligence, attention to detail and excellent communication skills to be our new Project Support and Administrative Officer.
You will play a vital role in coordinating our schedule of peer-support meetings, managing our busy inboxes, supporting our volunteers and ensuring our internal systems and processes are well organised and working smoothly. You will work closely with our Co-Heads of Training and Programmes to plan and manage service delivery, support the recruitment, wellbeing, training and development of volunteers, as well as provide day-to-day running of our services. Supporting the Chief Executive and Head of Fundraising, you will contribute to Frazzled's fundraising and development by providing administrative support and helping to organise events, meetings and reports.
Frazzled runs meetings throughout the day, from early in the morning until late in the evening seven days a week. The Project Support and Administrative Officer will be responsible for scheduling meetings and supporting our Facilitators with issues when they arise.
Please note that there will be some evening and weekend work expected when emergency tech or meeting issues arise.
We ask that you do not use AI to assist you in writing your application, as this role involves lots of written and verbal communication with stakeholders and we want to hear your authentic voice, rather than the same response multiple times.
Key responsibilities
Core Programme:
* Manage the delivery of all Frazzled meetings by being the main point of contact for day-to-day queries, managing the day to day running of core programmes, ensuring documents, schedules, records and systems are all up to date, and being on call to deal with any issues that arise.
* Respond to all public enquiries in a helpful and efficient manner
* Manage the Frazzled meeting schedule by arranging our meetings with volunteers and uploading them onto our booking website
* Design all pre- and post- volunteer meeting polls and ensure these are completed
* Host Ruby Wax public meetings with Ruby on Zoom
Volunteer Support:
* Support the Heads of Training and Programmes in the recruitment, support and training of volunteers
* Be confident in having constructive conversations via Zoom, phone and email with our stakeholders and volunteer network
* Ensure all volunteer records, DBS and training tracking is maintained and updated, and arranging training meetings
* Assess feedback forms from volunteers that may highlight problems or risks within meetings and manage these accordingly
* Support all volunteers in case of distress, queries, updates, problem solving alongside the Heads Training and Programmes
* Support and minute monthly volunteer meetings
* Write a monthly volunteer newsletter
Data and internal operations
* Manage and oversee all data collection from the core programme meetings, including analysis and presentation of results to staff, volunteers and trustees.
* Build and maintain relationships with prospective and existing partners
* Support CEO and Head of Fundraising with funding applications and relevant administration tasks
* Maintain office systems and the central filing system
* Support the smooth running of quarterly trustee meetings, including preparing papers and reports
* Assist colleagues whenever necessary.
Shared Responsibilities with wider team
* Design and rollout ongoing participant feedback surveys, evaluate survey data and present conclusions/proposals for next steps to internal stakeholders.
* Manage continuous improvement projects to support the organisation and your own development
* Help with the development and implementation of the Frazzled strategy.
* Assist in the production of the Annual Report of the charity and other publications and publicity material.
* Represent the organisation at external meetings where appropriate.
PERSON SPECIFICATION
Essential
* Excellent written and verbal communication skills, with an ability to engage confidently and compassionately with a range of people
* Outstanding organisational skills, attention to detail and the ability to manage multiple priorities and deadlines
* A collaborative team player with a positive, creative and flexible approach to problem-solving
* A proactive self-starter who can oversee projects from start to finish
* Strong IT skills and confident using a range of online systems (e.g. Zoom, Google G-Suite, Canva, databases, online scheduling systems)
* Confident in collecting, analysing and reporting data
* Discretion and compassion when handling sensitive information
* Willingness to work flexibly across the week, including some evenings and weekends when required
* An understanding of and compassion for the challenges faced by people feeling frazzled
Desirable
* Experience working in the charity or mental health and wellbeing sector
* Experience of working with or coordinating volunteers