Data Administrator

Seans Place is a multi-award-winning local men's mental health organisation. We are proud of the people who work with us and invest in their wellbeing and development so that they feel motivated and inspired to deliver the best service to our members. You will be part of a small but mighty team, who work together to create a welcoming safe space for men and their families. People often comment on the feeling they get when they walk through our door so you will truly be part of something special which is making a significant impact to people's lives. At Seans Place our aim is to improve men's mental health and well-being across Sefton and Liverpool City Region through support specifically identified to improve confidence and self-esteem for men whilst reducing symptoms of depression, stress and anxiety. Now more than ever we need to challenge the stigma around male mental health, we do this by providing a place that encourages positive discussions around mental health, in a non-clinical, non-judgemental setting through a variety of practical, proactive support and programmes.

The Admin and Data Officer plays a central role in the smooth, safe and effective running of Seans Place. The postholder will be responsible for providing high-quality administrative support, maintaining accurate member and service data, entering information onto clinical and organisational systems, and producing clear, accurate reports for funders, commissioners and senior management. This is not solely a general administration or reception role. Strong written communication, report-writing, data entry and data-handling skills are essential. The successful candidate must be confident working with numbers, spreadsheets, databases and outcome-monitoring information, while also providing a warm and professional first point of contact for members, families, professionals and visitors. The role requires someone who can balance accuracy and attention to detail with kindness, empathy and excellent interpersonal skills.

Key Responsibilities

• Accurately enter, update and maintain information across organisational databases, spreadsheets and clinical systems, including RIO.
• Review data for accuracy, completeness and consistency, identifying and addressing errors or missing information.
• Collect, record and monitor service activity, attendance, referrals, appointments and member outcomes.
• Enter and maintain outcome-monitoring data, including PHQ-9, GAD-7 and WEMWBS scores.
• Understand, interpret and summarise data to identify trends, outcomes and areas requiring further attention.
• Produce clear, accurate and professionally written reports for funders, commissioners, partners and senior management.
• Support the preparation of monitoring returns, performance updates and evidence of service impact.
• Present information in a clear and accessible format using tables, charts, written summaries and supporting commentary where required.
• Work with colleagues to gather information and ensure reports are completed accurately and within agreed deadlines.

Clinical Systems and Information Governance

• Enter and maintain accurate member information on clinical systems, including RIO.
• Handle confidential and sensitive personal information safely and professionally.
• Follow GDPR, data-protection, confidentiality and information-governance requirements at all times.
• Ensure information is only shared with authorised people and through appropriate channels.
• Maintain appropriate professional boundaries when responding to requests for information from members, families and professionals.
• Escalate safeguarding or risk-related information in line with Seans Place procedures.

Member Services

• Act as a welcoming and professional first point of contact for members, families, professionals and visitors.
• Respond to telephone, email and face-to-face enquiries with warmth, sensitivity and professionalism.
• Manage the service inbox and ensure messages are recorded, allocated and responded to promptly.
• Process referrals and ensure information is complete, accurate and recorded on the appropriate systems.
• Book appointments and support diary management across the team.
• Maintain accurate attendance and appointment records.
• Recognise when an enquiry or disclosure requires urgent escalation to a safeguarding or clinical colleague.
• Support members throughout their involvement with Seans Place, helping to ensure they receive a positive and respectful experience.
• Maintain confidentiality and professional boundaries at all times.

General Administration

• Prepare accurate letters, emails, reports, meeting documents and other correspondence.
• Ensure documents, templates and records are stored securely and can be easily located.
• Monitor deadlines and follow up outstanding information where necessary.
• Support the smooth day-to-day running of the office.
• Develop and improve administrative processes where appropriate.
• Work independently, use initiative and seek guidance when required.

General Responsibilities

• Promote and protect the values, culture and reputation of Seans Place.
• Update the Seans Place website and online service information as required.
• Work collaboratively with staff, students, volunteers and partner organisations.
• Contribute positively to a supportive, respectful and open team culture.
• Attend team meetings, supervision, training and development opportunities.
• Follow all Seans Place policies and procedures.
• Maintain confidentiality, safeguarding responsibilities and professional boundaries.
• Support organisational activities and fundraising events where reasonably required.
• Undertake other duties appropriate to the level and purpose of the role.

Person Specification

Essential Experience

• Previous experience working in a busy administrative, data, customer-service or office-based role.
• Experience entering, maintaining and checking data across databases, spreadsheets or digital systems.
• Experience producing clear, accurate and professionally written reports.
• Experience gathering information from different sources and presenting it in a structured and accessible way.
• Experience maintaining accurate records and identifying errors or missing information.
• Experience handling confidential, sensitive or personal information.
• Experience using Microsoft Office, including Word, Excel, Outlook and Teams.
• Experience managing multiple tasks, deadlines and competing priorities.

Essential Skills

• Excellent written communication and report-writing skills.
• The ability to produce clear, concise and accurate reports for different audiences.
• Strong data-entry skills, with a consistently high level of accuracy.
• The ability to understand, interpret and summarise data.
• Confidence using spreadsheets, databases and digital record-management systems.
• Strong Microsoft Excel skills, including organising, checking and presenting information.
• Excellent attention to detail.
• The ability to identify inconsistencies, errors and gaps in records or data.
• Excellent organisational and time-management skills.
• The ability to plan and prioritise work effectively in a busy environment.
• The ability to meet reporting and administrative deadlines.
• Excellent verbal communication and interpersonal skills.
• The ability to communicate warmly and professionally with people who may be distressed or anxious.
• The ability to handle sensitive information with discretion and sound judgement.
• The ability to work independently and use initiative.
• The ability to work collaboratively as part of a close team.
• The ability to remain calm, organised and professional under pressure.
• An understanding of confidentiality, GDPR and appropriate information sharing.
• Is warm, welcoming and approachable.
• Builds positive and respectful relationships with colleagues and members.
• Can work with empathy while maintaining professional boundaries.
• Contributes positively to team culture and supports colleagues.
• Shares the values and mission of Seans Place.
• Is passionate about making a meaningful difference to the lives of men and their families.

Benefits

• Company pension
• Free on-site parking
• Health and wellbeing programme
• Company and team events
• The opportunity to work within a supportive, values-led organisation
• The opportunity to contribute directly to improving support for men and their families

Important Information for Applicants

Strong report-writing, data-handling and written communication skills are essential requirements of this role. Shortlisted applicants will be asked to complete a practical assessment involving written communication, data interpretation and report writing as part of the recruitment process.