Job description – Communications and engagement administration assistant

Role: Communications and engagement administration assistant

 

Line manager: Head of engagement 

 

Location: Home working with occasional travel

 

Contract: Six-month contract for up to 30 hours per week. There is the potential to extend this further depending on how the project/role evolves. 

 

Salary range: £20,600-£22,200 (Full time equivalent would be £25,600-£27,500)

 

Other details: 5 weeks paid annual leave (pro rata) plus bank holidays, pension, and opportunities to grow with us.

 

Job purpose

The communications and engagement administration assistant provides practical administrative and coordination support across our client projects and internal business activities.

 

This role helps make sure engagement and communications activity is well organised, well documented and delivered professionally. The postholder will support the team with the practical tasks that sit behind successful involvement work, including organising meetings and events, coordinating participant communications, maintaining records, supporting project logistics and helping us keep on top of the detail.

 

This is an important support role within a small specialist team. It would suit someone who is organised, reliable, confident in dealing with people, and comfortable managing lots of moving parts at once.

Main duties and responsibilities

Project and engagement administration

• Support the day-to-day administration of communications and engagement projects.
• Help organise online and in-person meetings, workshops, focus groups and events.
• Prepare and send joining instructions, agendas, reminders and follow-up messages.
• Book venues, catering or access requirements where needed, and support event logistics.
• Administration support for engagement activity, including registrations, confirmations and attendance tracking.
• Support the team to keep project documents, contact lists and trackers up to date.
• Help make sure project actions are recorded and followed up.

 

Communications support

• Assist with the preparation and distribution of project communications, including emails, invitations, newsletters or briefing materials.
• Format documents, presentations and other materials so they are clear, accurate and professionally presented.
• Support the administration of surveys and other feedback activities.
• Help collate information and materials needed for reports, updates and client meetings.
• Maintain stakeholder and community contact databases in an accurate and organised way.

 

Engagement delivery support

• Provide practical support before, during and after the engagement activity.
• Attend events or workshops where needed to help with registration, room set up, materials, note-taking and general coordination.
• Communicate with colleagues, participants, community contacts, suppliers, and partners in a professional and friendly way.
• Help make sure people taking part have the information they need and that arrangements run smoothly.
• Support inclusive engagement by helping the team make our communication, publications and events accessible.

 

Team support

• Provide general administrative support to the head of engagement and the wider team.
• Help with meeting scheduling, diary coordination and routine administration.
• Help us track what we order and buy, so we can budget and process invoices efficiently.
• Help maintain good filing, version control and record keeping across projects.
• Work in line with our data protection, confidentiality and quality requirements.

 

Person specification

We are looking for someone who is:

 

• Highly organised and able to keep track of multiple tasks and deadlines.
• Comfortable working in a small team where people muck in and support one another.
• Confident in communicating with a wide range of people in a professional and approachable way.
• Able to write clear emails and handle information accurately.
• Digitally confident and comfortable using online meeting platforms (MS Teams, Zoom, Google Meet), shared documents and spreadsheets. We use Google and MS applications, Trello, Smart Survey and Tractivity.
• Interested in communications, engagement and how public services involve people in decisions.
• Reliable, calm and practical, with good attention to detail.
• Understanding that some of our work involves people sharing difficult or emotional experiences.

 

Desirable experience

• Experience in an administrative, project support or coordination role.
• Experience of supporting events, meetings or engagement activities.
• Experience of working with community groups, public sector organisations or the NHS.
• Experience of maintaining records, databases or project trackers.
• A good standard of written English and confidence in proofreading documents.

Why this role matters

Our work helps public sector organisations listen properly, involve people well and make better decisions. Good engagement depends on good organisation. This role helps make that happen.

 

The administrator is often the person who makes sure the details are right, people are looked after, communications go out on time and the team has what it needs to deliver good quality work. That matters to us and it matters to our clients.