We are seeking an exceptional administration and operational lead to provide executive support to the management team for our dynamic work in a small and growing organisation with a diverse portfolio of activities across the North East. You will have a can-do attitude and ability to work on your own initiative. There will be opportunities for personal and professional development and out of the box thinking is encouraged. This is a part-time, office-based (North Shields) role where your presence and collaboration with the senior management and team will be essential. Eligible for company pension scheme and other company benefits - e.g., birthday off and Christmas close down. We are committed to building our organisation and have identified the need for a skilled and experienced administrative and operational lead staff member with excellent communications and IT skills to help us with our operations. Typically, this person will assist with day-to-day administration and operational tasks, ensuring smooth operations and supporting various staff across the business. MAIN RESPONSIBILITIES The Admin and Operations Lead role includes: Key responsibilities Leading on the development and implementation of administrative and operational systems. Lead data collection and organisation. Supporting fundraising administration. Supporting implementation of the communications strategy. eg updating CRM, social media. Support general board and governance administration. Providing operational support for the team and programme. Support the senior management team. Operational Updating participant registrations, referrals and attendance registers. Documenting and creating workflows to streamline existing processes and systems. Supporting the development and implementation of Helix Arts policies and procedures. Maintain accurate records and handle confidential information with discretion. Supporting internal contract management and control. Supporting and administering IT management/systems. Procuring office supplies. Supporting recruitment and HR. Overseeing volunteer administration and recruitment - e.g. DBS. Overseeing and managing building facilities. Marketing/ Communications Updating websites and social media. Updating web pages and social media post, news and campaigns. Supporting participant recruitment. Creating marketing materials. Liaise with external design servic es e.g print, design, specialists. Governance Undertaking compliance with Companies House and Charity Commission requirements. Managing administration for Board meetings and our Finance Sub Committee. Support governance, including the recruitment of Trustees. Although not essential, it would be great if the postholder is interested in the arts and committed to Helix Arts artistic and social principles. SKILLS Excellent organisational skills, including time management, self-organisation, attention to detail. Ability to produce high quality, accurate work to deadlines. Excellent, positive and confident communicator written and verbal. Strong multitasker. Excellent administrative skills and experience. Good promotional, marketing and basic design skills Excellent social media skills across all mainstream platforms. Excellent website content management skills including knowledge of WordPress. Significant experience of working in a similar role. Experience of writing system processes/ procedures. Experience of improving operational systems. EXPERIENCE Report writing and minute taking. Managing office needs and equipment. Planning and organising meetings and events. Implementing and monitoring key business policies. Able to ensure the effective flow of information between key parties. Using digital cloud platforms - e.g. Google Workspace, Microsoft 365 (including Sharepoint Lists) - and communication tools/ platforms - e.g. Mailchimp. Overseeing the production of printed and audio visual material. QUALITIES Friendly and approachable. Good team player. Flexible to respond to changing demands of projects and the external environment. Be part of a supportive and dynamic team. Exceptionally organised and diligent approach to administration. The ability to carry out your role without supervision. Be willing to learn about and follow Helix Arts aims, principles and policies, including confidentiality and data protection. OTHER DUTIES In addition, the Admin and Operational Lead will be expected to: Work with the senior management team to develop and implement Helix Arts policies and procedures. Follow Helix Arts policies and procedures, including health and safety, safeguarding of children and vulnerable groups, and equal opportunities. Undertake any other duties as may be reasonably required within the scope of the role. Use your best endeavours to promote the interests of Helix Arts at all times. OUR COMMITMENTS Equity, diversity and inclusion Helix Arts is committed to cultural equity, diversity and inclusion. We have detailed policies to support our commitments and we oppose discrimination of any sort. Where our approaches or processes may pose a barrier for you, we welcome different ways for you to connect with us or apply for opportunities. We are constantly learning and improving our policy and practices, so please let us know how we may need to adapt to your needs. Safer recruitment Helix Arts is committed to providing a safe environment for all those working with us, visiting our projects and participating in our programmes. Safe recruitment of all those who work for us is an important part of fulfilling this commitment. All positions at Helix Arts are offered subject to meeting the following conditions: Receipt of satisfactory references covering the last 2 years of your employment or education. A satisfactory DBS check (which can be arranged upon appointment). Other benefits Birthday as an additional holiday. 6% contribution towards staff pension. Hybrid working. Flexible working. Investment in your continued professional development. Additional holidays based on length of service. ADZN1_UKTJ