Creative Minds Programme Administrator

Creative Minds Administrator

Job description and person specification

Salary                       £22,025 FTE (pro rata £10,715)

Hours                       Part-time 18 hours per week

Contract                  Fixed Term Contract to 31/03/2026

Reporting to           Communities and Partnerships Manager

Direct reports        None  

Location                   Sevenoaks Wellbeing Centre with occasional travel across West Kent areas of Sevenoaks, Tonbridge and Tunbridge Wells.

About West Kent Mind

West Kent Mind enriches lives through better mental health by offering support to get well, stay well and thrive. We are an ambitious, award-winning organisation. West Kent Mind is an ambitious, award-winning organisation, and an enthusiastic member of the Mind federation. We value collaboration, partnership, creativity, and growth.

Engaging in projects with the potential to positively impact people's lives can be truly rewarding. Surrounded by individuals who provide support and motivation, personal growth and progress are encouraged, resulting in a feeling of achievement and satisfaction in the work accomplished. Teaming up with a group committed to making that difference can instil a sense of purpose and determination, inspiring individuals to excel and make valuable contributions to their community.

Job Description

About the role

The Creative Minds Programme funded by the National Lottery, is designed to enhance mental health and wellbeing for adults in West Kent through engaging in creative activities.

These 24-week programmes are held in various locations across West Kent and are conducted in collaboration with professional artists, local arts organisations, and supported by the West Kent Mind community wellbeing team.  

Open to adults (over the age of 18) in West Kent, the programme offers inclusive, free sessions in a wide range of artforms.

Key Objectives include boosting confidence, fostering connections, enhancing life skills, and increasing participants' ability to manage their mental health and support others. 

Now in its second year, the programme aims to support 864 adults over three years, with a focus on those with mental health challenges or feelings of loneliness. In addition to creative workshops, the programme offers leadership training to select participants, empowering them to become "Creative Agents." These agents lead "Creative Places" to engage the wider public in community-based creative activities. 

The programme is set to conclude in March 2026.

Who you are

All previous experience may be paid or voluntary, full, or part-time, in the UK or overseas.

 ·       Ideally, you will have previously supported people with their mental health and wellbeing.

·       You know how to quicky and effectively process referrals.

·       It is desirable that you have experience using a client content database (CRM). We use Beacon.  

·       You are happy working as a team but equally can work independently.

·       It is essential that you know your way around working in ways that are compliant with policies and procedures, for example, safeguarding, risk assessment, confidentiality and GDPR.

·       Having a good working knowledge and understanding of other local services, for example health, social services, drug and alcohol support, benefits and related support.

·       It is desirable that you would have some experience in co-ordinating meetings and events, including working with external contractors.

What you will offer us

·       You have an excellent standard of writing, spelling and grammar for recording and reporting purposes and the ability to communicate effectively and professionally.

·       You are able to participate in and contribute to idea sharing in team meetings.

·       You are good at problem-solving and can deal effectively and calmly with challenging situations that may arise from time to time.

·       You have an excellent working knowledge of IT skills such as Zoom/Word/Excel/ PowerPoint and Outlook.

·       You can monitor, record and analyse client outcomes using quantitative and qualitative data.

·       You have a high level of ability to carry out client assessments and keep accurate case notes.

·       You are able to identify personal development needs and attend training when required.

·       Full UK driving license and access to a vehicle including insurance for business purposes would be desirable.

By approaching individuals with creativity and empathy, you can positively impact those facing mental health challenges, fostering a supportive environment. Understanding organisations like West Kent Mind and promoting equal opportunities leads to a more inclusive community, supporting those with mental health issues. Dedication and empathy drive positive change in mental health advocacy.

Key Responsibilities

·       Together with the Community and Partnerships Manager, you will be setting and completing work objectives.

·       You will be putting your administration skills to use to keep accurate records and in line with GDPR processes.

·       You will be managing incoming communications from clients, partners, and agencies via calls, emails, texts, and possibly letters; responding to enquiries, taking messages, and ensuring timely follow-ups.

·       You will play a key role in tracking and reporting programme outcomes on a regular basis to the Community and Partnerships Manager and our funder, The National Lottery. 

·       You will be required to attend team meetings.

·       You will be monitoring and evaluating all aspects of the work for the purposes of continuous improvement.

·       Commitment and dedication to always working in accordance with the values, policies, practices, and procedures of West Kent Mind with particular emphasis on equality of opportunity, health and safety, safeguarding, confidentiality and impartiality.

·       Perform all other duties as may reasonably be expected by your line manager.

·       Liaising with key partners such as the Community and Partnerships Administrator, our independent evaluator and external agencies to deliver support programmes for clients.

·       Processing client referrals and carrying out client assessments.

·       You will be supporting staff and volunteers with the onboarding of clients and ongoing administration of client groups.

·       Managing our client database, including creating and maintaining electronic client files, and archiving and deleting when appropriate.

·       Monitoring client participation and engagement, evaluating the client experience through feedback surveys.

·       Collating, analysing, and reporting data internally and externally using Microsoft Excel and other CRM portals (we use Beacon).

·       Carrying out risk assessments for client group locations on an ad hoc basis.

·       To work at all times within the policies and procedures of West Kent Mind.

·       Any other duties as reasonably requested by your line manager.

·       Your clear communication skills will ensure that relevant information is shared with other team members in a timely manner.

Adopting our fundraising culture

West Kent Mind operates and encourages a fundraising culture, this means that our staff, volunteers and trustees are all fundraising advocates and contribute to an organisational fundraising ethos. We expect all colleagues to play their part in generating income, this could be anything from being pro-active working with colleagues to secure funding for your area of work, to writing a heartfelt thank you note to a donor, or putting together a testimonial from a beneficiary to demonstrate funding impact for a grant application. Securing income is vital to our survival and we expect everyone to embrace our ethos. We don’t expect you to be a fundraising expert, but we do expect you to fully adopt our fundraising culture with energy and passion.

Benefits

We’re a charity and we’re here to make a positive difference to lives and communities. You’ll work with a passionate, knowledgeable and dedicated team with a big heart.

Holidays

It’s important to take time off. We give you 23 days a year, increasing by one day per year of service up to 30 days, plus bank holidays.

To refresh and recuperate before the start of a new year, we also give you an extra three days holiday between Christmas and New Year.

For part-timers this is all calculated pro-rata.

Learning

We’re committed to supporting our staff with learning and professional development, so we offer opportunities for coaching, training and mentoring. Everyone, regardless of role, is offered free Mental Health First Aid training.

Pension

If eligible you’ll be auto enrolled into our pension scheme, and our contribution is based on 3% of your salary.

Employee Assistance Programme

Everyone can access our Employee Assistance Programme. It’s confidential and includes 24/7 telephone advice, counselling and a suite of online tools to help you stay happy and healthy.