Infrastructure and Compliance Administrator – Impact Initiatives, YPC (Brighton) and/or Emmaus (Portslade)

JOB DESCRIPTION & PERSON SPECIFICATION

INFRASTRUCTURE AND
COMPLIANCE
ADMINISTRATOR
JOB REFERENCE

ICA/Cent/Nov26

SERVICE

Central

LOCATION

YPC (Brighton) and/or Emmaus (Portslade)

HOURS

25 hours per week

CONTRACT

Permanent

SALARY

Band 1, Scale Point 5-7– £25,950 FTE (£17,534 actual salary for 25 hours
per week), paid monthly by Automated Credit Transfer on the 25th of
each month

HOLIDAY ENTITLEMENT

27 days’ annual leave plus bank holidays and an additional 3 days at
Christmas (all pro rata)

ACCOUNTABLE TO

Head of Compliance and Infrastructure

LINE MANAGED BY

Head of Compliance and Infrastructure

ROLE PURPOSE
The Operations and Compliance Administrator will provide practical administrative support to
help keep Impact Initiatives running smoothly. The role involves maintaining records, organising
information, coordinating routine checks and helping colleagues with a range of administrative
tasks relating to health and safety, IT, equipment, and compliance.
Working with colleagues across the organisation, the postholder will help keep information and
records up to date, follow up on outstanding tasks and provide general administrative support,
including responding to enquiries and managing bookings. We are looking for someone who is
well organised, has good attention to detail, can manage a varied workload and is happy to learn
new systems and ways of working.

Informal enquiries please contact: Caroline May, Head of Compliance and Infrastructure
head.support@impact-initiatives.org.uk

Impact Initiatives | Registered charity no. 276669 | Company limited by guarantee no. 1402692 | 69 Ship Street, Brighton, BN1 1AE

BACKGROUND AND AIMS OF IMPACT INITIATIVES
Supporting people, connecting communities, and changing lives across Sussex
Who We Are
Everyone needs a helping hand sometimes, whether that’s a child struggling with their mental
health, or an older person feeling lost and alone.
Some organisations focus on one issue at a time. But we’re the thread that helps hold things
together, and we have been since 1978. Connecting people of all ages throughout Sussex to the
support that’s right for them, so they can feel like they belong.
What We Do
We’re built on a simple belief: if we give someone the right support at the right time, we can
change the course of their life. One trusted conversation, one safe space, one peaceful night’s
sleep – small moments like these can lead to a whole new future.
We leave no one behind, so our services reach far and wide across Sussex:
Children and Young People
We focus on what matters most: safety, support and belonging. Our Children & Young People’s
team provides one-to-one and group sessions that help people grow their confidence; in
schools, in nature and at our Young People’s Centre. Our help means they can believe in
themselves for perhaps the first time in their lives. Our Stopover service provides a safe home
and trusted support for young women aged 16-25 years old.
Adults and Older People
Loneliness is an epidemic in the UK. We’re determined to change that. For example, The Hop50+
is a safe place offering vital support and connection for older people. But it’s also a hive of
activity, buzzing with live music, classes, delicious lunches and welcoming friends.
Our Advocacy service supports adults with disabilities to navigate complex systems and ensure
their voices are heard. Our Workability team helps people with disabilities in West Sussex to find
the right job for them, so they can feel independent and fulfilled.
Why We Do It
The social fabric that helps hold communities together is frayed. Here in Sussex, we see it every
day. Rising mental health issues, loneliness, housing problems and inequality. Without our
support, people can fall through the cracks.
We believe that repairing it starts locally. That’s why we’re here – to weave a safety net of support
for the people of Sussex.

ABOUT THE CENTRAL TEAM
Impact’s Central Team provides administration and support in, finance, people and culture,
compliance, IT and business development leadership, management and support for all Impact’s
Services. This enables our specialist teams to develop and deliver the services across our areas
of work. Children and Young People, Adults and Older People and Training.

Impact Initiatives | Registered charity no. 276669 | Company limited by guarantee no. 1402692 | 69 Ship Street, Brighton, BN1 1AE

The Operations and Compliance Administrator will support the Head of Compliance and
Infrastructure through helping to set up and maintain information collection and monitoring
systems relating areas including data protection, cyber security and contracts

MAIN TASKS
1. Compliance and Contracts – Help keep records up to date, collect information and
documents, and support routine checks relating to contracts and organisational
requirements.
2. Health and Safety – Help organise health and safety checks, assessments and PAT
testing, maintain records and follow up on outstanding actions.
3. IT and Equipment – Help with purchasing and setting up basic IT equipment and mobile
phones, keeping equipment lists up to date and maintaining relevant records.
4. Information and Records – Help organise and maintain accurate records and filing
systems, including supporting the organisation's data retention procedures.
5. Administrative Systems – Help set up, maintain and improve straightforward
administrative systems, ensuring information is easy to find and kept up to date.
6. Premises and Facilities – Provide administrative support with utilities, contractor
records and other routine premises-related tasks.
7. Staff Records – Help coordinate and maintain records such as driving licence checks,
home-working assessments and equipment loan forms.
8. Bookings and General Administration – Manage bookings and related administration,
organise ID badges, respond to telephone and general enquiries, and provide other dayto-day administrative support.
9. Board Administration – Help organise Board meetings, prepare and circulate papers, and
maintain meeting and governance records.
10. General Support – Provide practical administrative help to colleagues across the
organisation and assist with other tasks as needed.

GENERAL DUTIES AND RESPONSIBILITIES
• To work within organisational policies and procedures.
• To attend regular one-to-one meetings as required by the Head of Compliance and
Infrastructure. To attend regular staff meetings. To attend ‘Impact conference days’ as
required. To attend training events as relevant to your service area.
• To be aware of the needs of other workers, paid or unpaid, and contribute positively to a
supportive working environment.

Impact Initiatives | Registered charity no. 276669 | Company limited by guarantee no. 1402692 | 69 Ship Street, Brighton, BN1 1AE

• To comply with and implement Impact Initiatives Equalities, Diversity and Inclusion Policy
and any specific policies and procedures designed to promote and monitor equalities.
• 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.
• To undertake any other duties, as appropriate to the character of this work and as requested
by the Head of Compliance and Infrastructure as reasonably required.

Impact Initiatives | Registered charity no. 276669 | Company limited by guarantee no. 1402692 | 69 Ship Street, Brighton, BN1 1AE

PERSON SPECIFICATION
The criteria below will be used to assess suitability for the role.
Criteria
Good organisational and time management skills, with the ability to
manage a varied workload and meet deadlines

Status

Essential

Good attention to detail and the ability to maintain accurate, wellorganised records

Essential

Confident using Microsoft 365 applications, including Outlook, Word,
and Excel, and willing to learn new systems.

Essential

Good communication skills and the ability to work positively with
colleagues across different teams.

Essential

Able to work independently, use initiative and follow up on tasks,
asking for guidance when needed.

Essential

Experience of general administrative work, including maintaining
records, organizing information or coordinating tasks.

Essential

A practical, flexible and helpful approach, with a willingness to learn
and take on different tasks

Essential

An understanding of confidentiality and a commitment to Equality,
Diversity and Inclusion

Essential

Experience of using spreadsheets, databases or online systems to
organise and manage information

Desirable

Experience of helping to develop or improve administrative systems
and processes

Desirable

Experience of supporting compliance, health and safety or other
organisational monitoring requirements

Desirable

Experience of working in a charity or voluntary organisation

Desirable

Impact Initiatives | Registered charity no. 276669 | Company limited by guarantee no. 1402692 | 69 Ship Street, Brighton, BN1 1AE