MAIN LOCATION: Contact
RESPONSIBLE TO: Head of HR & Wellbeing
RESPONSIBLE FOR: n/a
WORKS WITH: CEO, SLT, SMT, Board of Trustees
HOURS: Part Time 17.5 hours per week. As we work to 100:80:100 this equates to 14 hours worked per week. This would be worked across Tuesday - Friday mornings.
STATUS: Permanent
DEADLINE FOR APPLICATIONS: Midnight Thursday 18th June 2026
OVERVIEW OF THE ROLE
Offer administrative support, email & diary management and project tasks to the CEO, and to provide admin support and note-taking for Contact’s board of trustees.
MAIN TASKS
* Provide administrative support to the CEO including email management, workflow management, letter writing and filing
* Provide administrative support to the Board of Trustees, and support planning, room‑booking and note‑taking for Trustees’ meetings, including compiling and circulating paperwork in advance of meetings
* Assist with the preparation of materials for meetings and presentations
* Act as the first point of external contact for the CEO
* Maintain and manage the CEO’s diary, setting up meetings and appointments
* Arrange agenda items and provide note‑taking/actions for SLT/SMT meetings
* Book travel and accommodation, and manage expenses for the CEO
* Deal with enquiries and liaise with a broad range of stakeholders, including being the first point of contact and signposting for trustees
* Undertake project work for the CEO, including research, stakeholder liaison and delivery
GENERAL
* Undertake any other duties that may reasonably be required in connection with the position.
* Keep up to date with developments within the arts and youth culture.
* Attend regular organisational meetings and team meetings as required.
* Represent Contact at external events as required.
* Establish and maintain good working relationships with all Contact’s partner organisations.
* Get involved with creative work being presented by Contact by attending workshops, read‑throughs, rehearsals and performances on a regular basis.
* Follow Contact’s Health & Safety policy, undertaking duties as required and ensure reasonable care is taken to maintain a healthy and safe place for public and staff.
* Actively commit to Contact’s Equal Opportunities policy and Contact’s Safeguarding of Young People policy.
* Actively commit to Contact’s anti‑racism working practices.
* Advise and report regularly on activity as required by the wider Senior Management Team, Board and sub‑boards, supplying any data required to meet funder reporting requirements.
* Provide mentoring and support to young people and on occasions deliver training/workshops in areas relevant to your job role.
* In line with Contact’s governance model, pro‑actively engage young people in decision‑making through consultations, young people’s panels and other mechanisms relevant to your job role.
* Manage all personal data in line with the General Data Protection Regulations, using the Spektrix database as directed.
PERSON SPECIFICATION
ESSENTIAL CRITERIA
* Support Contact’s vision and values and the work we do
* Support and commitment to Contact’s Equal Opportunities, Safeguarding and Anti‑Racism Practices
* Support and commitment for working in an environment focused on young people (aged 13 – 30)
* Ability to work under pressure with the flexibility to adapt quickly to changing workloads
* Experience of working as a PA/administrator role with organisational experience
* Confidence in communicating with a wide range of people at all levels internally and externally for example stakeholders, young people and trustee members
* Proven level of strong computer literacy – using Microsoft Excel, Word, PowerPoint and Outlook
* Strong organisational and written skills – note taking skills
* Discretion particularly when handling sensitive or confidential information
* Ability to work independently in a fast‑paced environment to deadlines with speed, accuracy and attention to detail
* Ability to prioritise and problem solve independently
DESIRABLE CRITERIA
* Experience of working within a creative or young people‑focused organisation
* Accurate touch typing
* Experience of providing mentoring and support to young people
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