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Page 11 of 13
Brighton, Brighton and Hove (Hybrid)
25,000
Full-time
Permanent
Job description

As a busy office, the Systems & Administration Officer plays a central role in the smooth running of MindOut's operations. The postholder will coordinate a range of administrative functions, support the wider team with organisational activities and projects, maintain effective office systems, oversee client and volunteer databases, assist with recruitment processes, and prepare monitoring and performance reports. 

The role serves as a key point of contact for the organisation, responding to enquiries from service users, professionals, volunteers, partners and members of the public. The postholder will provide a professional, welcoming and efficient response across email, telephone and digital communication channels, ensuring enquiries are managed appropriately and directed to the relevant service or team. 

As many people contacting MindOut may be experiencing mental health challenges, emotional distress, discrimination, isolation, crisis or suicidal thoughts, the postholder must be able to respond with empathy, professionalism and sound judgement. The role requires resilience, emotional intelligence and the ability to work within MindOut's safeguarding, risk management and confidentiality procedures while maintaining appropriate professional boundaries.

The postholder plays a key role in creating a positive first impression of MindOut and helping ensure that people seeking support are treated with dignity, respect and compassion from their first interaction with the organisation. 

Role description 

You will have the skills, experience, sensitivity and personal confidence to support all the activities of the charity but will have specific responsibility for: 

Main Tasks 
 

  1. All organisational administrative tasks to include word processing, data entry, office procurement and responding to enquiries and requests via phone, email or in person
  2. Composing and producing letters, documents, reports and presentations in a range of formats as requested 
  3. Collating and maintaining statistical information using databases and spreadsheets
  4. Monitor and maintain the quality, accuracy and security of organisational data, ensuring compliance with GDPR and MindOut policies. 
  5. Updating MindOut’s website and social media and assisting with producing newsletters 
  6. Developing and maintaining office systems, organise and store paperwork, documents and computer-based information.Maintaining and developing filing systems and operational procedures for the secure retention and retrieval of information 
  7. Act as a systems champion for the organisation, supporting colleagues with the effective use of databases, Microsoft 365, Lamplight, Volunteero and other organisational systems. 
  8. Identify opportunities to improve systems, administrative processes and ways of working that enhance efficiency, compliance and service delivery. 
  9. Being responsible for all administration tasks relating to the recruitment, training and induction of staff and volunteers 
  10. Undertaking administration tasks relating to finances/accounts such as petty cash reconciliation 
  11. Carrying out background research and present findings in subjects which are relevant to the work of MindOut 
  12. Organising and attend meetings, events and conferences where appropriate including booking rooms, arranging catering, preparing and circulating papers and taking minutes 
  13. Organising mailings and other publicity tasks to promote the work of MindOut 
  14. Maintaining strict confidentiality with regard to information given by and information about service users 
  15. Coordinate, support and provide day-to-day guidance to administration volunteers, ensuring tasks are appropriately delegated and completed to a high standard. 

Please view attached job description and specification for futher details.

Interviews to be held 12 &13th August.

Application resources
Organisation
MindOut View profile Organisation type Registered Charity Company size 6 - 10

We work to improve the mental health and wellbeing of all LGBTQ+ people, reduce stigma and make LGBTQ+ mental health a community concern.

Posted on: 22 July 2026
Closing date: 09 August 2026 at 23:30
Tags: Administration, LGBTQ, Mental Health

The client requests no contact from agencies or media sales.