Job Description

Who We Are

Sound Communities CIC is an award-winning not-for-profit that works to create communities of empowered, confident and resilient young people with the aspirations and skills to build a better and fairer future. We are a Community
Interest Company Limited by Guarantee therefore all profit from activities is re- invested into the community.

Our Mission

is to engage and mobilise marginalised young people. We will help them to lead digital production opportunities together, to improve their well- being and facilitate expression, creativity and agency.

Our Vision

To create communities of empowered, confident and resilient young people
with the aspirations and skills to build a better and fairer future.

Our Purpose

Improving young peoples' well-being and facilitating expression, creativity and agency.

Our Values

Community / Empathy / Creativity / Opportunity / Expression / Inclusivity / Fun / Respect / Equality / Representation / Togetherness / Supportive / Listening / Safe / Voice / Empowerment / Creativity

Job Role

Administrative Lead

Salary

25,000 - 29,000 depending on experience

Start Date

28 August 2025

Working Pattern

Full time - 37.5 hours per week on-site

Contract type

Initially a 12-month contract, subject to successful 6-month probationary period

Application Deadline

Monday 28th July 2025 - 5pm

Interviews

20th/ 21st July 2023

Overview of role

The Administrative Lead plays a central role in supporting the day-to-day operations of the organisation, ensuring smooth communication, accurate data management, and coordinated logistics across all departments. Their work underpins everything we do, enabling the wider team to deliver high-quality services and support. This role requires strong organisational skills, proactive thinking, and excellent interpersonal communication.

We are looking for an experienced, hard-working, and flexible administrative lead to be a key part of the highly committed team. They will lead in all aspects of administration for the growing and dynamic organisation. They will be a core part of our committed team, committed to safeguarding and promoting the welfare of children and young people, and supported by an experienced team of colleagues.

The successful candidate will be the first point of contact and the public face of the organisation, often the very first person that young people and their parents or carers meet; their warmth, professionalism, and ability to create a welcoming environment vital. They will be confident to meet the demands of the busy premises with a flexible approach to the role.

Your Team

Working closely with Directors, Management and wider team

Line Manager

Strategic Impact Lead

Working Hours

37.5 hours a week working from the Sound Communities Hyde Rd Studios 0845 - 1645 (with 30-minute lunch break)

Responsibilities

Administration and Office Management

Act as the first point of contact for visitors, phone calls, and email communications, offering a warm and professional welcome. Manage and maintain both digital and physical filing systems, ensuring documents are secure and easy to retrieve. Coordinate room and studio bookings; manage calendars for shared spaces and respond to booking requests. Handle post duties: distribute incoming mail and prepare outgoing items appropriately. Order and monitor office, cleaning, and hospitality supplies, including liaising with Bookers and other suppliers. Oversee building maintenance and cleanliness: liaise with landlords, window cleaners, and waste services.
Attendance and Data Management

Maintain daily and weekly attendance records in Upshot; share updates securely with schools via email or phone. Chase and verify register marks with staff to ensure data integrity. Ensure young people's records are complete and current, including medical and emergency contact information. Assist with the AQA unit registration and tracking process for accreditation. Support the collection and uploading of media, reports and outcomes into Upshot and CPOMS systems. Produce and submit reports for internal and external partners as needed.
HR and Recruitment Administration

Coordinate recruitment campaigns: post vacancies, manage applicant tracking and interview scheduling. Support onboarding: ensure completion of DBS, ID checks, training, references, and system access setup. Track and renew training, DBS certificates, insurances, and safeguarding certifications using internal trackers and CPOMS. In conjunction with the payroll officer, manage staff absence reporting, return-to-work forms, and forward necessary information to payroll. Maintain up-to-date personnel files and ensure compliance with safer recruitment standards. Assist with supervision session coordination, CPD delivery and internal policy awareness.
Meetings and Communication

Schedule and coordinate meetings including weekly staff meetings, senior management and Advisory Board sessions. Take minutes, circulate documents, and clearly communicate assigned actions to staff, following up as needed to support accountability and progress if required. Assist with team communication by creating and sharing key internal updates and reminders. Support development of marketing materials and internal newsletters via Canva and MailChimp. Help maintain website and online presence with accurate and engaging content.
Premises and Compliance

Organise statutory compliance checks: PAT testing, fire safety, boiler servicing, and health & safety checks. Log and manage repairs and faults, liaising with engineers, landlords and service providers. Ensure required documents and certificates are on display at all sites, including safeguarding posters and insurance documents. Coordinate Boom Bus compliance: arrange MOT, insurance, and general servicing as required.
Financial Administration

Track alternative provision attendance and prepare invoice data every half term. Forward invoicing data to finance team and respond to payment queries. Order supplies and equipment in line with budgets and procurement procedures.
Safeguarding

The Administrative Lead will uphold the administration of the organisation's safeguarding policies, contribute to safer recruitment practices, and ensure that all safeguarding documentation is processed correctly. You will be required to upload safeguarding correspondence to CPOMS, track safeguarding training and DBS records, and assist with ensuring our environment is safe and compliant

Essential

Requirements

To be educated to at least GSCE grade C (or equivalent) in Maths and English Demonstrable administrative experience, ideally in education/youth setting Highly organised and detail-focused Excellent communication skills Confident with MS Office, Excel, and web-based platforms Strong ability to prioritise and multitask Comfortable taking initiative and working independently Proactive and flexible: able to adjust to changing priorities and handle unexpected situations Experience with Microsoft Office and managing digital systems Ability to build rapport, work collaboratively, and manage relationships with team members and other colleagues. To act as a role model to new staff and young people alike. To be able to positively manage distractions and fast paced events needing quick decision making and team support. Positive attitude and solution-focusedapproach to work Comfortable liaising with parents, professionals and young people Committed to promoting equality and diversity in the workplace. Ability to multi-task and able to thrive in a busy fast paced office. Committed to improving the lives of vulnerable young people

Desirable Requirements

Level 2 Diploma in Business Administration Experience in school MIS (e.g. Teachworks). HR administration including recruitment and Safer Recruitment Practices. Working with young people,safeguarding/SEMH contexts Experience of Safer Recruitment Experience using social media professionally Competent in Canva, MailChimp and WordPress Experience minuting meetings Understanding of safeguarding procedures Experience with Upshot, CPOMS, Canva, MailChimp, WordPress Interest in radio, music or media production Understanding of SEND and/or behavioural needs

What's included

Opportunity to work for an award-winning organisation providing fantastic opportunities for disadvantaged young people in the Southwest Generous annual leave policy exceeding statutory minimums, with entitlements increasing based on contract type and length of service. Newly refurbished studios located close to the sea/beach and town centre. Operating within a fast-moving, creative and dynamic sector, we offer a uniquely rewarding employment opportunity for the right person--someone who thrives on innovation, collaboration, and meaningful social impact

Applying for the job

Please download the application form which can be downloaded from our website and once completed send to admin@soundcommunities.co.uk

Further details about our organisation and an application form are available on our website: https://soundcommunities.co.uk/

Sound Communities CIC reserves the right to close advertisements early. Advertisements will therefore close at midnight either on the advertised closing date, or at the point the decision has been taken to close the advertisement early.

Commitment to Safeguarding

Sound Communities is committed to safeguarding and promoting the welfare of children. All appointments are made in accordance with safer recruitment practices and the statutory guidance in Keeping Children Safe in Education. Online checks will be carried out on all shortlisted candidates, and all appointments are subject to an enhanced DBS check, satisfactory references and checks regarding suitability to work with children.

Job Type: Full-time

Pay: 25,000.00-29,000.00 per year

Benefits:

Company pension Free parking
Schedule:

Monday to Friday
Ability to commute/relocate:

Paignton: reliably commute or plan to relocate before starting work (required)
Education:

GCSE or equivalent (required)
Experience:

Customer service: 1 year (preferred) Administrative: 1 year (required)
Work Location: In person

Application deadline: 28/07/2025
Expected start date: 28/08/2025