Job summary

Provide general administrative support across the service. Be the first point of contact for clients accessing our wellbeing and mental health services, by phone, email and in person. General monitoring, record keeping, supporting schedules, booking appointments and upkeep of the office environment.

Main duties of the job

General Administration:

Manage centralised communication with professionals, families, and young people — including receiving and processing referrals, handling outcomes, managing documentation, and transferring information to other agencies.

Provide administrative support and respond to queries across a range of tasks for managers and colleagues.

Respond to or redirect general email or phone enquiries (including from external professionals), providing updates, information, and appropriate actions.

Responsible for general office housekeeping duties, including maintaining stationery and small equipment supplies, sourcing and ordering items as required.

Order additional materials or equipment on behalf of individual colleagues as needed.

Database Input and Service Support

Regularly review the accuracy of data and oversee data quality checks and data cleansing activities.

Ensure data processes and systems are clear, efficient, and easy to follow.

Provide reliable data to help the management team ensure services are accessible and address health inequalities (e.g., ethnicity, age, gender, and need).

Maintain confidentiality and data protection standards across all reporting and analysis.

About us

The MindMate Single Point of Access (MMSPA) is a centralised referral and triage service for children and young people in Leeds seeking mental health and neurodevelopmental support. It is designed to simplify access to appropriate services by offering a single route for referrals, advice, and consultation. MMSPA is supported by Leeds Community Healthcare NHS Trust and delivered operationally by Northpoint, with the aim of improving efficiency, accessibility, and outcomes through integrated working and digital enhancements

Job description

Job responsibilities

Do you want to be part of the difference we’re making to children and young people’s mental health across Leeds?

Are you organised, friendly and dependable, with a talent for keeping things running smoothly? Do you enjoy being at the heart of a service and supporting others to do their best work?

This is an exciting opportunity to join Northpoint as an Administrator within the MindMate Single Point of Access (MMSPA) team in Leeds. You’ll play a vital role in supporting a busy, highimpact service that helps children, young people and families access the right mental health and neurodevelopmental support.

Why work for Northpoint?

Northpoint is a leading regional charity providing mental health services for children, young people and adults across Yorkshire. Guided by our values of professionalism, responsiveness, collaboration and transparency, we are committed to creating a supportive, inclusive workplace where our people can thrive.

We offer:

35 hours per week (part-time hours of 28 hours and above considered)

£25,400 – £27,560 FTE (depending on experience)

28 days annual leave plus bank holidays (pro rata)

Up to 3 discretionary Christmas closure days

Autoenrolment pension scheme

Regular supervision and development opportunities

A warm, valuesdriven culture built on trust, inclusion and teamwork

About the role

The MindMate Single Point of Access (MMSPA) is a centralised referral and triage service for children and young people in Leeds. It provides a single route for referrals, advice and consultation, supporting access to timely and appropriate mental health services.

As an Administrator, you will provide essential administrative support across the service and act as a first point of contact for families, young people and professionals. Your work will help ensure the service runs efficiently, information is accurate and colleagues are supported to deliver highquality care.

What you will be doing

You will:

Act as a first point of contact by phone, email and in person

Manage referrals and service documentation, ensuring information is accurate and up to date

Respond to and direct enquiries from families and professionals

Support appointment booking, schedules and general service coordination

Maintain databases and carry out data quality checks

Manage office systems, records and general housekeeping tasks

Handle sensitive and confidential information with care and professionalism

Support managers and colleagues with a range of administrative tasks

This is a varied role where organisation, attention to detail and a calm, supportive approach are key.

What we’re looking for

We’re looking for someone who:

Has experience working in an administrative role within a busy environment

Is highly organised, reliable and able to manage competing priorities

Has excellent attention to detail and accurate recordkeeping skills

Communicates clearly and confidently with people at all levels

Is comfortable using Microsoft Office and other IT systems

Understands confidentiality, data protection and safeguarding

Takes a proactive, solutionfocused approach

Works well independently and as part of a team

Is committed to equality, diversity and inclusion

Experience in a mental health, health, charity or care setting would be welcome, but is not essential.

Interested?

Please click Apply to be considered for the Administrator (MMSPA) role – we would love to hear from you.

Closing date: Sunday 3rd May 2026 We may use digital interviews as part of the recruitment process.

Northpoint aims to be a talented, resilient and inclusive community. We welcome applications from all backgrounds and offer flexible working and jobshare opportunities where possible.

We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. This role is subject to an enhanced DBS check.

Person Specification

Training , Experience and Qualification

Essential

2 years experience of working in an administrative role.

Experience of working in a varied role and a busy, changing environment

Experience of working on own initiative, making decisions and knowing when to escalate

Good level of general education

Desirable

Diploma or Btec or other higher education qualification

Experience of working in a mental health/care environment

Knowledge & Understanding

Essential

Strong understanding of importance of confidentiality.

Ability to maintain confidentiality and to exercise discretion and professionalism in handling confidential matters.

Desirable

n/a

Skills and Competencies

Essential

Strong organisational skills, including ability to plan and organise workload in line with deadlines and priorities.

Accuracy and attention to detail

Ability to take responsibility for given areas of work and act on own initiative as appropriate.

Good level of general IT skills i.e. confident use of Microsoft Office apps including Outlook.

Ability to communicate clearly and concisely, with clients and colleagues at all levels, both orally and in writing

Desirable

Familiarity with patient management systems and/or database software

Qualities and Values

Essential

Professional manner and commitment to work, including reliability and conscientiousness.

Capacity to be flexible, cooperative and a team player.

Positive, proactive and solution-focused attitude

Understanding and sensitivity towards mental health issues

Professional integrity regarding confidentiality

Commitment to personal & professional development

Desirable

n/a

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.