Project Support and Administrative Officer

Frazzled Cafe is a small mental health and wellbeing charity founded by Ruby Wax OBE, that provides a safe environment where people who are feeling frazzled and overwhelmed by the stresses of modern life can meet to talk and share their personal stories. 

We run our free meetings online every single day of the year for anyone who needs them, and anyone can book and be included to talk, share, listen and to feel heard.

We're looking for a confident and positive self starter with a high level of emotional intelligence and brilliant communication skills to be our new Project Support and Administrative Officer.

The role will develop and implement Frazzled Cafe communications including managing inboxes and marketing via social media, printed materials, and newsletters. The Project and Support Administrative Officer will provide support to the CEO and Training and Programmes to plan and manage service delivery, support the recruitment, training and queries of volunteers, as well as provide day-to-day administrative support to enable the effective running of the Frazzled Cafe meetings and functions.

Frazzled Cafe 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 these meetings and supporting our Facilitators when issues arise.

Please note that there may be some evening and weekend work expected when emergency tech or meeting issues arise. 

Main tasks:

Core Programme:

●      Manage the delivery of all Frazzled Cafe 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

●      Managing the Frazzled Cafe meetings 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

●      Hosting Ruby Wax public meetings with Ruby on Zoom

Volunteer Support:

●      Support the Training and Programmes Manager in the recruitment, evaluation and training of volunteers

●      Be confident in having constructive and difficult conversations via Zoom, phone and email with our stakeholders and volunteer network

●      Ensure all volunteer records 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 and escalating queries to the Training and Programmes Manager when required

●      Support and minute monthly volunteer meetings

Communications and Marketing:

• Manage and design social media content across Frazzled Cafe’s platforms
• Write copy for a weekly external newsletter and monthly internal bulletin
• Promote Frazzled Cafe via printed materials, social media and partner relationships
• Web management

Data and internal operations:

●      Manage and oversee all data collection from the core programme meetings, including analysis and presentation of results to CEO, Training and Programmes Manager and Trustees

●      Build and maintain relationships with prospective and existing partners

●      Support CEO and Development Manager with funding applications and relevant administration tasks

●      Maintain office systems and the central filing system

●      Assist colleagues whenever necessary.

Shared Responsibilities:

With the CEO and Training and Programmes Manager:

●      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 Cafe strategy.

●      Play a key role in the design and delivery of volunteer recruitment, training and support.

●      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.