New Administrative Assistant Vacancy – Join our team!

New Administrative Assistant Vacancy – Join our team!

This Administrative Assistant role has a particular focus on customer service. The role would appeal to someone who is interested in supporting wellbeing across all of society on an international scale and wishes to support the business functions of a mental health charity.

The Oxford Mindfulness Foundation

The Oxford Mindfulness Centre (OMC) is a collaboration between the University of Oxford Psychiatry Department and the Oxford Mindfulness Foundation (OMF), a UK-registered charity. It has been at the forefront of Mindfulness-based Cognitive Therapy (MBCT) research, teaching and training since it was founded by Professor Mark Williams in 2008, and is now directed by Professor Willem Kuyken, the Sir John Ritblat Family Foundation Professor of Mindfulness and Psychological Science.

The role of the OMF is to deliver teaching and training programmes informed by the University’s research and use these programmes to contribute to further research. Today the OMF works with international partners and operates around the world. Its Chief Executive Officer is Sharon Hadley and Peter Yiangou is Chairman of the Board of Trustees.

We are proud to be part of a university leading the way in finding treatments and vaccines for a range of health, social and psychological challenges including COVID-19.

Our Values and Ethos

As an organisation we seek to embody mindfulness with compassion and integrity in all that we do, working with the values and attitudes we would like to see in the world. We operate within our Guiding Ethical Principles which holds us and our partners to account.

Our commitment to making mindfulness inclusive and accessible extends to educating ourselves and exploring unconscious biases and exclusion. This learning can then be included in our programmes to help ensure they are relevant to all aspects of society.

For more information please visit

Overview of the role

This Administrative Assistant role has a particular focus on customer service. The role would appeal to someone who is interested in supporting wellbeing across all of society on an international scale and wishes to support the business functions of a mental health charity.

The role is critical to the day-to-day customer service and trainee engagement with the organisation. We handle thousands of email queries and support hundreds of people each year to learn and train with us. This role provides front-line support to enable our public facing interactions to be delivered with excellence.

With a good general education, you will have significant administrative experience, preferably including front-line customer engagement, event organisation and working with colleagues who are geographically dispersed. Along with excellent communication skills and a professional approach to your work; this is a responsible role that requires a high level of confidentiality, reliability, and dependable time management skills. You will also need to have excellent computer skills, including the use of databases, spreadsheets and web content management systems.

This post is located in our satellite and main communications office in Llandudno, North Wales. The post holder will manage the office and provide scheduling and administrative support to the CEO (who is also currently located in North Wales). Occasional travel to the offices in Oxford may be required. Additionally, you may be the required to occasionally travel to events, such as summer schools and conferences (pending covid travel restrictions).

Main Responsibilities

  • First point of contact for customers and stakeholders of the OMC, providing a professional and warm welcome via a range of methods such as, face-to-face, phone, social media, video conferencing, email or in written correspondence.
  • Responsible for scheduling events on our online learning platform uploading relevant documentation and ensuring all trainees have access to necessary training materials.
  • Management of users on our online training platform, added and removing users according to set timeframes.
  • Coordinate with print teams to print and distribute hard copies of training materials as required.
  • Gather feedback from all events and prepare reports for wider team.
  • Work closely with other administrators in the operational team to support attendance at courses and training, promptly advising of communication from attendees such as cancellations and last-minute changes.
  • Work closely with other administrators within the operational team to process financial queries and requests which arrive via the main email in-box, phone etc.
  • Handle all incoming and outgoing mail in a confidential and sensitive manner.
  • Provide direct support to the CEO, managing diary and scheduling. Minute taking at meetings and supporting follow-up actions from meetings as appropriate.
  • Manage a customer service database – complying with GDPR.
  • Use various platforms such as social media, direct emails and mailing subscription platforms to communicate our work as guided by the Operations Manager and communications team.
  • Communicate effectively and maintain professional working relationships with staff and stakeholders at all levels.
  • Adhere to the OMC’s Ethical Guiding Principles (where relevant to role).
  • Assist with the organisation of internal and external meetings.
  • Manage the smooth running of the satellite office, eg overview and order of supplies, filing of written correspondence and filing of accounting paperwork.
  • Manage OMC meeting schedules in collaboration with the Operations Manager.
  • Undertake any other projects which may arise on an ad-hoc basis, as approved by the Operations Manager.

How to apply

If you feel you have the necessary skills and experience to deliver against this job description, please click here to complete our application form:

    Deadline for applications: 5pm on Monday 14th June 2021

    Shortlisting completed: 5pm on Wednesday 16th June 2021

    Invites for interview sent: 10am on Thursday 17th June 2021

    Interview date: Monday 21st June 2021

    Title:  Administrative Assistant

    Location:  Llandudno, North Wales

    Salary:  OMC Grade 4 – £22,417 – £25,941, per annum

    Hours: Full time 37.5 per week

    Commencement:  ASAP

    Contract type:   Fixed term – end date 31/03/2023

    Reporting to:   Operations Manager

    If you have any queries please contact