Advertised from 16 June 2025

Role

Job Purpose 

The Heart Centre Administrator will be responsible for developing and managing the Heart’s administrative systems and databases. The post holder is the first point of contact for the Heart’s users and will promote and facilitate a warm and inclusive welcome at all times. 

There is a high degree of autonomy in the position and the Administrator will be self motivated to play a key role in the delivery of the Heart’s projects and services. 

The role has four central aims in supporting the Centre Manager and the Board of Trustees 

to develop the Heart as a thriving inter-generational hub: 

• To develop and maintain all administrative systems and databases within the Heart including the room booking system 
• To implement evaluation tools to record and measure the impact of the Heart’s services on users 
• To promote the Heart and its activities through the organisation’s website 

Major tasks and responsibilities 

• Manage the Heart’s room booking system and all related invoicing and payment tasks 
• Support the development of systems and processes for the collection, recording and analysis of statistical and evaluative information 
• Develop, maintain and modify the Heart’s administrative systems to ensure efficient and effective operation 
• Manage a central email account and answer telephone enquiries 
• Collaborate with delivery partners to promote and sustain a welcoming, inclusive and welcoming environment in the Heart. 
• Design and maintain the Heart’s website and collaborate with the Communications Group to promote the Heart and associated activities in dynamic and innovative ways 
• Attend relevant training to deliver these functions after discussion with, or as decided by, the Board of Trustees 

This job description is neither exclusive or exhaustive and the duties and responsibilities may vary from time to time in the light of changing circumstances and in consultation with the post holder. 

Hours of work: 

30 hours per week, .8 F/T (not including lunch breaks) which may include evening and weekend working. The Heart operates a TOIL (time off in lieu) policy: to be agreed with the post holder’s line manager 

Overtime may be payable in some circumstances by prior agreement with the post holder’s line manager 

Annual Leave: 

20 days annual leave plus 6 public holidays (calculated in hours to address the nature of the working day). 

The Heart operates a TOIL (time off in lieu) policy: in the event that you work beyond your contractual hours per week you will be provided with either an overtime payment or TOIL as agreed with your line manager 

Line management: 

Regular line management, support and supervision will be provided by the Centre Manager 

Flexible working arrangements: 

HoNC is open to flexible working requests which continue to meet the needs of the organisation 

Salary 

£27,038 (pro rata £21,630) year and is subject to deductions for tax and national insurance contributions. Entitlement to salary accrues on a daily basis and is payable monthly in arrears on or about the second last day of each month by direct transfer to your bank/building society account.

Application notes

Applications by covering letter to Judy.crabb@heartofnewhaven.co.uk

Judy Crabb, Chair of Heat of Newhaven Community -07962 171747