Mental Wellbeing Services Coordinator

Overview

We are looking to recruit an enthusiastic individual with a passion for improving mental health and wellbeing, experience of service coordination, strong administrative skills, and a can‑do positive approach, to coordinate Derbyshire Minds Mental Wellbeing Services.

Derbyshire Minds Mental Wellbeing Services are our activities, groups and programmes. Our services can look like many things and come in many forms, but our goal is always to provide activities that build connection, reduce isolation, boost mood, and improve mental health and wellbeing.

Responsibilities

1. Proactively coordinate the delivery of Derbyshire Minds portfolio of Mental Wellbeing Services, under the support and guidance of the Services Lead and other managers as required.
2. Work with the Services Lead to improve services and to help design, create, and deliver new services, activities and groups in line with secured funding for such services, programmes and/or projects.
3. Act as the lead contact for all Mental Wellbeing Services (MWS) Volunteers, including:
   • Recruitment
   • Roster coordination
   • Ensuring sufficient cover for sessions
   • Managing short‑notice changes (e.g. due to sickness)
   • Supporting volunteer queries
   • Monitoring training
   • Sharing updated policies and procedures
   • Receiving and processing expense claims
   • Ensuring clear and regular communication with all members of MWS staff, paid and unpaid, as required.
4. Routinely collect, monitor and report on service activity levels and user feedback as required by Derbyshire Mind and each funder.
5. Manage the Community Services mailbox and respond to queries in a professional and timely manner.
6. Create, update and maintain service user and professional mailing lists for the Mental Wellbeing Services.
7. Create, update and maintain Derbyshire Minds Mental Wellbeing Services Eventbrite listings, including creating new events, monitoring ticket sales, downloading participant information and updating relevant mailing lists.
8. Update the Derbyshire Mind Mental Wellbeing Services listings on our website to reflect new and upcoming services, activities, and events.
9. Update and maintain Derbyshire Minds social media platforms across services, as and when required.
10. Email information to interested parties/participants about forthcoming Mental Wellbeing services in a timely fashion and respond to any subsequent queries.
11. Liaise with third‑party providers to ensure all necessary information for each session is received in a timely fashion including participant numbers, lists, etc.
12. Collate and input feedback from participants of each Mental Wellbeing Service, maintaining this information in a suitable format.
13. Support the creation of marketing materials, including sourcing supplier quotes for printing, managing this process, sharing marketing materials with third parties, and maintaining accurate records of spend as per Derbyshire Minds usual processes.
14. Provide general marketing and promotions support to the Services Lead and Head of Partnerships and Services, as required.
15. Attend community events across Derbyshire to represent Derbyshire Mind, and to set up and staff promotional stands.
16. Build connections with other Derbyshire organisations and stakeholders, and other VCFSE organisations with similar strategies, to improve the mental health and wellbeing of Derbyshire.
17. Ensure all activities meet organisational values and standards and are compliant with relevant regulatory frameworks (e.g. safeguarding, GDPR).

Personal Development

1. Undertake training as required or considered appropriate for the role.
2. Actively participate in regular supervision sessions and team meetings.
3. Participate in Individual Performance Review and Personal Development plans, and undertake training and development as identified within these discussions and as indicated by the requirements of the post.

General

1. Maintain a professional and confidential approach to work at all times.
2. Work in line with Derbyshire Mind policies, procedures, codes and guidance, including in relation to health and safety, confidentiality, safeguarding, data protection and equality, diversity and inclusion.
3. Actively promote the aims and principles of Derbyshire Mind and take part in any Derbyshire Mind activities as directed.
4. Maintain the confidentiality of any information gained during employment with Derbyshire Mind at all times.
5. The postholder will be required to travel across Derbyshire for specific events, meetings, sessions, projects and/or programmes delivered by Derbyshire Mind and to be flexible in their approach to working from our office/sites or home as appropriate/required.
6. The post requires flexible working, which may include some evening and weekend work on occasion.

Person Specification

Attitude and Approach

• Awareness of, and commitment to, the principles of equality and diversity.
• Self‑motivated, enthusiastic, and committed.
• Personal resilience and flexible attitude in the face of difficulties.
• An attitude of continuous professional development and willingness to learn and develop.
• Excellent attention to detail and commitment to producing accurate work of a high professional standard.
• Appreciation of, and a commitment to, working within the framework of Derbyshire Mind policies and procedures.
• Flexible in approach and willing to work unsocial hours if/when required.

Skills and Abilities

• Able to communicate effectively to a high standard and adjust communication styles to suit various audiences.
• Possesses strong organisational and administrative skills, including project planning.
• Excellent interpersonal skills including relationship building, influencing, and negotiating.
• Able to manage a varied workload and manage time and priorities effectively.
• Able to self‑motivate, work independently and operate with minimum supervision, seeking advice and support where appropriate.
• Able to work collaboratively as part of a team.
• Able to produce documents to a high standard in a range of formats, including reports, data and promotional materials.
• Able to deal with sensitive information and maintain strict confidentiality both in and out of the workplace.

Qualifications

• Educated to a good standard and/or have at least two years of relevant working experience. English and Mathematics at GCSE Grade C or equivalent.

Other Job Requirements

• Hold a full driving licence and have access to own transport to be able to fulfil the full role including attending outside activities, events, etc.

Experience

• Experience of successfully managing multiple projects or services, simultaneously, in line with service specifications, contractual requirements, targets and deadlines.
• Experience of working with budgets, and contributing to decisions regarding the allocation of resources.
• Experience of proactively and positively engaging with external organisations and service users.
• Experience of using a range of computer software packages and programmes, including Microsoft Office Word, Outlook, Excel and PowerPoint.
• Experience using CRM databases such as Charity Log or other.
• Experience of using communication systems including email, internet, video calling and social media platforms, and using design applications such as Canva.
• Experience of updating websites and website platforms (currently WordPress).
• Experience or knowledge of common mental health conditions (depression, anxiety, OCD, stress, bereavement, etc).
• Experience of working in charities or VCFSE organisations.
• Experience of managing a team of volunteers or similar.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

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