Administration and Communications Coordinator

VONNE (Voluntary Organisations' Network North East); North Tyneside; On-site; GBP 60,000 - 80,000; Full time

Job summary

A dynamic non-profit organization in North Tyneside is seeking an Administration and Communications Coordinator to provide executive support to the management team. The role involves administrative tasks, supporting communications, and ensuring smooth operations within the organization. Candidates should have excellent organizational and communication skills, with significant experience in a similar role. This is a flexible role, offering both part-time and full-time hours.

Benefits

25 days holiday plus Public and Privilege holidays

Eligible for company pension scheme

Birthday off

Qualifications

• Significant experience of working in a similar role.
• Ability to produce high quality, accurate work to deadlines.
• Experience in managing office needs and equipment.

Responsibilities

• Support the implementation of administrative and operational systems.
• Produce regular data reports using Power BI.
• Update websites and social media.

Skills

Excellent organisational skills

Excellent data management and analysis skills

Excellent communication skills

Excellent administrative skills

Social media skills

Proficient in digital cloud platforms

Job description

Overview

Role: Administration and Communications Coordinator. Contract Type: Permanent. Role Type: Employment. Hours: Full or Part time (minimum 22.5 hours per week; up to 37.5 hours per week). Office-based (North Shields). Location: Tyne and Wear. Application deadline: Thursday, November 13, 2025 - 00:00. Based: North Tyneside. Salary: £23,810 Pro Rata (full-time salary based on 37.5 hours; part-time pro rata). Salary Type: Fixed Salary. Holidays: 25 days holiday plus Public and Privilege holidays (pro rata). Responsible to: Deputy Director.

We are seeking a can-do, task-orientated Administration and Communications Coordinator 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. The post holder will provide administrative support while supporting the business and programme communications. You do not need arts or creative sector knowledge for this position. You will have a can-do attitude and the ability to work on your own initiative. This is a part-time, office-based 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 Administration and Communications Coordinator with excellent communications, IT and administrative skills. The post will support the executive team and includes general office and business administration, governance administration, data collection and accuracy, and contributing to project and grant reporting. A key element of the role is to ensure smooth operations and office functions to support staff and the executive team, including managing participant information, contracts to artists, and everyday data processing tasks. This post will be pivotal in the smooth running of our communications about what we do and the impact we have, including running social media campaigns, coordinating print and merchandise, and some basic design and distribution of communications materials.

Note: Training will be provided for any new software/systems. An interest in the arts is not essential, but the postholder should be committed to Helix Arts’ values and principles.

Main Responsibilities

• Supporting the implementation of administrative and operational systems.
• Leading data collection across several platforms.
• Producing regular data reports using Power BI.
• Maintaining cross-platform automations.
• Supporting fundraising administration.
• Supporting implementation of the communications strategy (e.g., updating CRM, social media, etc.).
• Supporting general board, governance and charity administration.
• Supporting the senior management team.

Administration

• Updating participant registrations, referrals and attendance registers.
• 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

• Allocating resources for communications and planning effective communications.
• Updating websites and social media.
• Supporting participant recruitment including the administration using current platforms, systems and apps.
• Liaising with external design services (print, design, comms/marketing specialists).
• Creating digital and printed communications materials using design templates, brand packs and style sheets.
• Liaising with photographers and filmmakers.
• Analyzing web and social media reach.

Governance

• Managing administration of Board meetings and Sub Committees.
• Supporting collation of board papers/reports for meetings and committees.
• Supporting governance, including the recruitment of Trustees.

Skills, Qualities and Experience

• Excellent organisational skills, including time management, self-organisation, and attention to detail.
• Excellent data management and analysis skills.
• Ability to produce high quality, accurate work to deadlines.
• Excellent, positive and confident communicator – written and verbal.
• Strong multitasker with excellent project management skills.
• 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.
• The ability to carry out your role without supervision.
• Significant experience of working in a similar role.

Experience

• High quality and meticulous report writing.
• Capable of managing office needs and equipment.
• Good experience of planning and organising meetings and events.
• Past experience of implementing and monitoring key business policies.
• Previous experience of supporting charity governance.
• Able to ensure the effective flow of information between key parties.
• Proficient in using digital cloud platforms (e.g. Google Workspace, Microsoft 365 including SharePoint Lists) and communication tools (e.g. Mailchimp).
• Capable of overseeing the production of printed and audio-visual material.

Qualities

• Friendly and approachable.
• Good team player.
• High level organisational skills.
• 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.
• Be willing to learn about and follow Helix Arts aims, principles and policies, including confidentiality and data protection.

Other Duties

• 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.

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