Administration and Communications Coordinator at Helix Arts

Contract Type: Permanent

Role Type: Employment

Hours: Full or Part time

Application deadline: Thursday, November 13, 2025 - 00:00

Based: North Tyneside

Salary: £23,810 Pro Rata

Salary Type: Fixed Salary

Location: Tyne and Wear

Role description: Administration

Salary: £23,809.50 (Full time salary based on 37.5 hours working week). Part-time roles will have a pro-rata salary.

Permanent role.

Hours of work: Minimum of 22.5 hours per week - up to 37.5 hours per week. Fixed working pattern - office based - including occasional weekend and evening work. 

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 be providing administrative support, whilst supporting the business and programme communications. 

You do not need to have arts or creative sector knowledge for this position.

You will have a can-do attitude and an ability to work on your own initiative.

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 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 - specifically effective governance administration, leading on 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 the staff and executive team. This includes 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. This will include running social media campaigns, coordinating print and merchandise, as well as some basic design and distribution of communications materials.

MAIN RESPONSIBILITIES

The Administration and Communications Coordinator role includes:

Key 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 - e.g. print, design, comms/ marketing specialists.
• Creating digital and printed communications materials using design templates, brand packs and style sheets.
• Liaising with photographers and filmmakers.
• Analysing web and social media reach.

Governance

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

Training will be provided for any new software/ systems.

Having an interest in the arts is not essential, however the postholder would be committed to implementing Helix Arts’ values and principles.

SKILLS, QUALITIES AND EXPERIENCE

SKILLS

• Excellent organisational skills, including time management, self-organisation, 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.
• 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/ platforms - e.g. Mailchimp.
• Capable of overseeing the production of printed and audio visual material.

QUALITIES

• Friendly and approachable. 
• Good team player.
• High level organisation 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

In addition, the Administration and Communications 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.