JOB DESCRIPTION

TITLE OF JOB: Children & Young People’s Service Administrator

SERVICE/PROJECT: Children & Young People’s Service (CYP)

REFERENCE NO: CYPA/Sep25

HOURS: 8 hours per week (working pattern to be agreed – will be between the hours of 9am-
5pm Mon-Thurs)

CONTRACT: Permanent

SALARY:  Band 2, Scale Point 8, starting at £25,256 FTE (actual £5,460 p.a. pro rata), paid
monthly in arrears by bank transfer on the 25th of each month.

HOLIDAY ENTITLEMENT: 27 days pro rata per annum, plus 3 extra days at Christmas and
the usual statutory holidays

ACCOUNTABLE TO: Head of Children and Young People’s Service

LINE MANAGED BY:  Head of Children and Young People’s Service

RESPONSIBLE  FOR:  Supporting  the  day-to-day  running  of  the  YPC  building  as  a
welcoming,  inclusive  wellbeing  hub,  and  providing  key  administrative  support  for
services, including collating data for reports.

This post is exempt from the Rehabilitation of Offenders Act (1974) and the successful
applicant will be subject to an Enhanced Disclosure & Barring Service (DBS) check.

We welcome applications from people with lived experience and those from
communities currently under-represented in our organisation, including Black and
racially minoritised candidates, disabled people, and LGBTQIA+ communities.

Impact Initiatives is a registered charity, no. 276669. Company registered in
England, No.1402692. Registered office: 69 Ship St, Brighton, BN1 1AE.

BACKGROUND AND AIMS OF IMPACT INITIATIVES

Providing a voice, hope and change for Sussex people in need

Impact Initiatives was founded in 1978 to resolve the social issues facing Brighton and
Hove communities at the time. Our founders were a diverse collection of individuals
who cared deeply about local issues and came together to take action against the
injustices they saw on their doorstep. Over the years, Impact has grown and evolved,
but our commitment to providing a voice, hope and change for those who need it
most has remained constant.

Today, our services work tirelessly to support, champion and inspire children, young
people, adults with disabilities and older people. We believe that everybody should
have the opportunity to be the best they can be, and our vision is for Sussex people of
all ages to reach their potential, living healthy and fulfilling lives.

Impact’s model of having a Central Team – providing expertise in finance, HR, IT and
facilities, health and safety, and business development – ensures each of our specialist
teams can focus on excellence in service delivery and development. We employ around
100 staff, supported by a team of volunteers, and work with over 10,000 people each
year.

Our Children and Young People’s (CYP) Services provide safe places for children and
young people to live, learn and play. They offer advice, support and opportunities
from skilled staff in spaces where young people can connect with peers, have fun,
gain new skills, and build confidence and self-esteem. We deliver a range of services
in Brighton and Hove and East Sussex.

This is an exciting time for CYP services. Following a restructure, we are now focused on
creatively developing our offer and furthering our collaborations. Our CYP teams are
based at the centrally located Young People’s Centre (YPC) in Brighton – a bright,
welcoming space providing specialist services and support for young people, alongside
other CYP organisations.

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Key Responsibilities

YPC Building Support

•  Act as the first point of contact for all visitors to YPC: greeting, signposting,

and maintaining a welcoming reception area.

•  Manage day-to-day reception duties, including dealing with telephone and

email enquiries.

•  Ensure room rental agreements and related paperwork is in place for short-

term room hire and that booked rooms are ready for use.

•  Support YPC building users with everyday issues, referring to appropriate

team members where needed.

•  Assist the Facilities Supervisor with weekly fire safety rota checks.

 Admin & Data Support

•  Provide general administrative support.

•

Input, collate, and maintain accurate spreadsheet and database records to
support reporting both internally and externally ensuring accuracy of the
data.

•  Use tools such as Excel, and Skedda to track usage, attendance, and

outcomes (training can be given).

•  Monitor and respond to the YPC general enquiries email inbox, forwarding or

actioning messages appropriately.

•  Work alongside colleagues to ensure the smooth running of the building and

support for young people.

Training & Development

•  Full induction and on-the-job training will be provided.

•  Regular supervision and support from line manager.

•  Access to internal and external CPD, including safeguarding and trauma-

informed practice.

•  Opportunities to progress within a supportive and values-led organisation.

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General Expectations

•  Comply with all Impact Initiatives policies; including Health & Safety, Equity,

Diversity & Inclusion, Data Protection, Cyber Security / IT User and Safeguarding

•  Attend supervision, staff meetings, and organisation-wide “Impact Days” as

required

•  To be aware of the needs of other workers, paid or unpaid, and contribute

positively to a supportive working environment.

•  To comply with and implement Impact Initiatives Equity, Diversity and Inclusion

Policy and any specific policies and procedures designed to promote and
monitor equal opportunities.

•  To comply with and implement Impact Initiatives Health and Safety Policy and

Procedure relating to the specific activities on which you are employed.
Generally, to take reasonable care for health and safety of all those affected by
this work.

•  Undertake other tasks in line with the responsibilities of the role and the needs

of the CYP team

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PERSON SPECIFICATION

Essential:

•  Strong administration and organisational skills including using spreadsheets and

databases.

•  Friendly and professional communication style.

•  Experience managing data for reporting and monitoring purposes or willing to

learn.

•  Ability to manage time, multitask and work as directed.

•  Understanding of issues affecting young people’s mental health and wellbeing.

•  Commitment to safeguarding, inclusion, and equality.

Desirable:

•  Experience working in a community, youth, or mental health setting.

•  Awareness of safeguarding and confidentiality protocols.

•  Familiarity with front-of-house reception duties.

•  Understanding of data protection and GDPR in youth settings.

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