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Team Administration Assistant

We are looking for an experienced, motivated and passionate administration assistant to join our team to support our growing work across the UK.

About Us

Our mission is to deliver good mental health and recovery through music. Tonic was founded in 2012 as a direct response to the lack of creative support for people experiencing mental health difficulties. It was founded upon the belief that participation in music and the arts can aid you in your recovery from mental illness. From our early events promoting mental health awareness, we now champion mental health action. By providing opportunities for people to participate in music and the arts, we directly support them on their journeys of recovery.​

Our Tonic Rider programme promotes good mental health in the music industry. Tonic Rider provides free training and support to music industry professionals, both remotely and at venues.

As the Tonic community keeps growing, we will continue providing creative mental health support to promote Recovery Through Music, while promoting good mental health in the music industry through the Tonic Rider programme.

Job Outline

To provide professional, efficient and effective administrative support to Tonic Music for Mental Health, ensuring efficient and effective running of the charity and daily business.

We are seeking to hire a self-motivated and energetic Administrator to work with the team and to support the activities of the organisation. The ideal candidate will possess a wide range of skills and be interested in playing a key role within a small and committed charity, supporting the staff and the organisation’s activities.

Hours Per Week: 20 Hours Per Week

Skills Required

  • Communication and people skills

  • Time management skills

  • Information Technology skills

  • Problem solving skills

  • Recruiting, training and managing employees and volunteers

  • Financial/accounts administration

  • Handling correspondence

  • Organising meetings and producing agendas and minutes

  • Answering telephone calls / emails

  • Contacting potential donors

  • Organising social media and other publicity work

  • Flexibility

  • The ability to learn quickly and take on tasks outside your skill set

  • Willingness to do routine tasks

  • Interpersonal skills

  • Organisational skills

  • Social media skills

  • Confidence working with people from diverse backgrounds

Main Duties and Responsibilities

  • Liaise with external stakeholders and suppliers to deal with reasonable requests to answer queries, pass on calls to relevant staff, and take messages.

  • Liaise with other staff, Trustees, consultants, and external organisations to arrange meetings, prepare agendas, and take and draft minutes.

  • Update and maintain the CEO’s diary, arranging appointments as appropriate. Liaise with the CEO daily regarding the events of the day and follow up actions.

  • Liaise with other staff, Trustees, consultants and external organisations to arrange meetings, prepare agendas and draft minutes.

  • Be responsible for the smooth running of the charity, dealing with enquiries by telephone, email, and post, and maintaining filing systems.

  • Filter telephone calls and emails before passing them to the necessary person. Take and relay accurate and timely messages and answer questions where possible.

  • Maintain a comprehensive electronic filing system.

  • Deal with people in an appropriate and personable manner.

  • Make any necessary travel arrangements for the charity team.

  • Be involved in the detailed planning of special events.

  • Manage the day-to-day running of the Charity’s online shop; process transactions, dispatch orders and maintain stock.

  • Undertake word processing, electronic communication, telephone communication, filing, printing and photocopying work as required by the charity team.

  • Set up meetings, book meeting rooms, and coordinate events accordingly.

  • Assist with keeping contact databases and records up to date.

  • Draft, type, and dispatch charity office correspondence, booklets and merchandise as requested.

  • Administer the records of both employed staff and those that work on a freelance basis, keeping, and where necessary, updating all HR records of both the Charity’s staff and Freelance Team.

  • To provide professional, efficient, and effective administrative support to Tonic Music for Mental health, ensuring the efficient and effective running of the charity and daily business.

  • To support the Tonic team in the management and administration of its fundraising, HR, and marketing functions.

  • To take and keep confidential minutes relating to the Board of Trustees and to file as required.

  • To understand, adhere to and actively implement all the policies and procedures of Tonic Music for Mental Health and its services at all times.

  • To operate and comply with the provisions of the Data Protection Act 1998 and relevant Tonic policies during the course of undertaking the role.

  • To undertake training as required.

  • Assist with other work and projects as needed.

  • Additional Training Provided As well as general on-the-job training.

  • To undertake additional tasks reasonably requested by the CEO and the charity team.


Applications for this position are now closed.

Our Core Values


We believe that participation in music and the arts can promote and sustain good mental health.


We champion a recovery-based approach for those experiencing poor mental health.


We believe in empowering people to create healthy environments that promote good mental health.


We advocate discussion, education and inclusion as a means to reducing stigma and breaking down barriers.​

Our Vision

We strive for an inclusive world where those experiencing poor mental health have the hope, support and respect they deserve.

Equal Opportunities

It is the policy of Tonic to treat all employees and job applicants fairly and equally regardless of their sex, sexual orientation, marital status, race, colour, nationality, ethnic or national origin, religion, age, disability or union membership status. Furthermore, Tonic will ensure that no requirement or condition will be imposed without justification that could disadvantage individuals purely on any of the above grounds.



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