Administrative Coordinator

About Toynbee Hall Based in the East End of London since 1884, Toynbee Hall is a charity working alongside people facing poverty, injustice, and inequality to build a fairer East London. We provide vital advice and support, working in partnership to tackle unfairness and ensure everyone has an equal chance to thrive. Team background The Mental Health Crisis Breathing Space (MHCBS) team at Toynbee Hall is part of a national initiative launched in partnership with We Are Group and The Kaleidoscope Plus Group, funded by the Money and Pensions Service (MaPS). This service provides individuals undergoing mental health crisis treatment with temporary protection from debt collection activities, allowing them a “breathing space” to focus on their recovery without the immediate pressures of financial obligations. Toynbee Hall contributes to this initiative by offering regulated debt advice, conducting renewal checks, and providing comprehensive signposting support, ensuring that clients receive holistic assistance during their crisis period. Scope of the Role The Administration Coordinator provides crucial support to the Mental Health Crisis Breathing Space (MHCBS) team by managing administrative processes efficiently. The role focuses on handling key back-office tasks that enable the team to deliver timely and accurate support to clients and stakeholders. Key Responsibilities Coordinate team inboxes and triage emails to appropriate team members or stakeholders, ensuring timely and accurate responses within SLAs – handling routine enquiries as standard and more complex enquiries as directed. Coordinate team tasks in AdvicePro, resolving issues, issuing or preparing correspondence, and highlighting urgent or non-standard cases for direction and resolution. Ensure CRM is maintained with accurate client and case information, running reports for management to review cases, prepare MI returns and support invoicing routines. Resolve or triage enquiries via the Insolvency Service portal, ensuring compliance with guidelines. Process incoming MHCBS applications and handle scheme closures using standard operating procedures, escalating non-standard issues or cases for direction and resolving issues. Support accurate reporting by ensuring high data integrity and flagging inconsistencies. Coordinate administrative needs for team meetings, external engagements, and cross-agency communication. Person Specification Strong administrative and organisational skills. Attention to detail and ability to follow procedures. Experience working in a team environment. Good written and verbal communication skills. Comfortable using Microsoft Office and CRM systems. Able to work independently and manage time effectively. Alignment with Toynbee Hall’s mission and strategy Alignment and willingness to work in line to our values: Inclusive - open-minded, transparent, convening and collaborative; seeking fresh and alternative perspectives. Courageous – principled, ambitious and acting with integrity. Empowering – shifting power, sharing our knowledge, enabling people to take action for themselves An understanding of safeguarding and willingness to develop understanding further Please note the right to work in the UK is a requirement of this role. Please refer to the attached job description for more details. Use of AI in your application We recognise that AI is becoming part of everyday working life, and we're happy for candidates to use AI to improve the presentation of their application (for example, to improve clarity), but we want to hear your own ideas, experience and motivation. Throughout our recruitment process, we're assessing your judgement, values and skills During interviews and assessment activities, unless we tell you otherwise, you should not use AI to generate or assist with your responses.