About the role
We are looking for an organised, proactive and enthusiastic Admin & Marketing Assistant to provide accurate, professional and efficient administrative and marketing support across Phoenix Cultural Centre and Fiery Bird.
The role will help ensure that enquiries are answered, bookings and records are properly administered, organisational information is kept up to date and required information and returns are prepared accurately and on time.
You will also support our marketing and digital communications by updating websites, producing newsletters, preparing promotional materials and maintaining regular social media activity.
Working closely with the CEO, project staff and wider team, you will help PCC and Fiery Bird communicate consistently, inclusively and professionally, while supporting the effective operation and promotion of our spaces, activities and events.
By providing dedicated administrative and marketing capacity, the role will help us increase bookings, community hires, event attendance and engagement, supporting the organisation to make its spaces available to the community more consistently and generate increased earned income for a more sustainable future.
Organisation: Phoenix Cultural Centre CIC (PCC)
Location: Woking, with some work relating to wider Surrey
Hours: 0.3 FTE (12 hours per week)
Hourly pay rate: £13.00 per hour
Annual Salary: £8,112 per annum
Annual Leave: Statutory (5.6 weeks per annum pro rata) 67.2 hours per annum
Contract: One-year fixed-term contract (funded by National Lottery Awards for All)
Working pattern: To be agreed with the successful candidate, taking into account the needs of the organisation.
Reports to: CEO
Start Date: To be agreed - ideally October 2026
About Phoenix Cultural Centre CIC
Phoenix Cultural Centre CIC (PCC) is a community-led, not-for-profit organisation providing an inclusive, affordable cultural, training and community space in Woking. We create opportunities for people to come together, participate, learn, develop skills, improve wellbeing and contribute to their community.
PCC also runs Fiery Bird Live Music Venue, a grassroots music venue providing opportunities for musicians, performers and audiences to participate in live music and other creative activities.
We are committed to inclusion, accessibility and widening participation, and to creating opportunities for people from a wide range of backgrounds, including people who may be under-represented or face barriers to participation.
Key responsibilities of the role
General administration
Undertake day-to-day administrative tasks to support the effective operation of PCC and Fiery Bird.
Monitor relevant email accounts and respond promptly and professionally to general enquiries.
Direct enquiries to the appropriate member of the team and follow up outstanding information where required.
Maintain accurate electronic records, spreadsheets, databases, calendars and filing systems.
Produce letters, forms, schedules, reports and other documents as required.
Maintain directories of relevant organisations, contacts, networks, artists, hirers and community partners.
Assist with collecting and organising information required for funding, monitoring and project reports.
Handle personal and organisational information appropriately and in accordance with data protection requirements and PCC policies.
Support the CEO and project staff with additional administrative tasks as required.
Bookings and enquiries
Respond to enquiries about venue, room, event and activity bookings.
Provide prospective hirers and partners with accurate information about spaces, availability, facilities, prices and booking requirements.
Help develop enquiries into confirmed bookings through timely, accurate and welcoming communication and appropriate follow-up.
Support the organisation to increase community hires and repeat bookings.
Maintain booking calendars and ensure booking information is complete and up to date.
Issue booking forms, terms and conditions and other relevant information.
Follow up provisional bookings, missing information and required documentation.
Record confirmed bookings and communicate relevant details to the CEO, project staff, Duty Managers and other team members.
Provide administrative support for invoices, payments and booking records, working with the CEO and Finance Director as required.
Returns, records and compliance
Assist in preparing and submitting organisational and event returns, including PRS for Music returns.
Gather set lists, event details, attendance information and other data required for returns and reporting.
Maintain trackers for deadlines, returns, bookings, projects and other organisational requirements.
Check information for completeness and accuracy before submission for approval.
Support the maintenance of records connected with policies, training, acknowledgements and project monitoring.
Website and digital information
Update the PCC and Fiery Bird websites with accurate information about events, activities, opportunities, facilities and organisational news.
Create and update event listings, checking dates, times, prices, booking links, accessibility information and other details.
Remove or archive outdated information so that public-facing information remains current.
Check links, contact information and booking details regularly.
Liaise with relevant staff to obtain approved text, images and event information.
Follow PCC’s communications, branding, accessibility and approval procedures.
Marketing and communications
Create clear and engaging content for PCC and Fiery Bird’s social media channels, including Facebook, Instagram, LinkedIn and X.
Schedule approved social media content using Meta and other scheduling tools.
Produce newsletters using information and news published on the organisation’s websites. Full training will be provided.
Create and adapt posters, social media graphics and other promotional materials using Canva. Training can be provided.
Promote events, community activities, training and participation opportunities to relevant audiences.
Help ensure that opportunities reach marginalised and under-represented groups as well as established audiences.
Support marketing activity intended to increase event attendance, venue visits, community participation, bookings and earned income.
Help promote PCC and Fiery Bird’s spaces, services and hire opportunities to community groups, businesses, artists and other potential users.
Maintain an organised bank of approved photographs, graphics, quotes, hashtags, logos and other marketing assets.
Maintain mailing lists and directories of relevant community organisations, networks, media contacts and partners.
Assist with email marketing and distribution of newsletters and event information.
Support paid social media advertising where required and under the direction of the CEO.
Monitor basic engagement information and assist in preparing regular reports on marketing activity and reach.
Ensure communications are inclusive, accessible, accurate and consistent with PCC and Fiery Bird’s values and identity.
Project and team support
Work with the CEO and Project Managers to publicise funded projects, services, events and opportunities.
Assist in gathering attendance, engagement and feedback data for project monitoring and evaluation.
Support the administration of community programmes, training, work experience and internships where required.
Work collaboratively and respectfully with staff, volunteers and trainees who have varying levels of experience, skills, confidence, communication styles and support needs.
Contribute to the efficient delivery of National Lottery-funded work and other organisational initiatives.
Comply with PCC policies and procedures and contribute to professional, safe and inclusive working practices.
Undertake relevant training and take responsibility for personal development and performance.
Essential skills, knowledge and experience
Experience of providing administrative support in a workplace, community organisation, project or similar setting.
Strong organisational skills and the ability to manage several tasks, priorities and deadlines.
Confident use of Microsoft Excel, including creating, maintaining and accurately updating spreadsheets, trackers and data records.
Confident use of Microsoft Word, email, calendars and shared digital filing systems.
Ability to maintain accurate records and pay close attention to detail.
Ability to respond to enquiries in a professional, helpful and timely manner.
Strong written communication skills, including the ability to write clear emails, website copy, newsletters and social media content.
Familiarity with commonly used social media platforms, including Facebook and Instagram.
Ability and willingness to learn how to update websites and use digital communication systems.
Good numeracy skills and the ability to compile accurate information for bookings, invoices, reports and returns.
Ability to handle confidential and personal information appropriately.
Ability to work independently, use initiative and seek guidance when necessary.
Ability to work collaboratively with staff, volunteers, artists, hirers, community partners and members of the public.
Experience of, or confidence in, working inclusively with people who have a range of abilities, communication styles, levels of experience and support needs.
Understanding of equality, diversity, inclusion and accessibility.
Commitment to PCC and Fiery Bird’s aims and to widening participation for marginalised and under-represented groups.
Reliable, proactive and able to follow tasks through to completion.
Desirable skills, knowledge and experience
Administering venue, room, event or community bookings.
Maintaining booking calendars, databases or customer relationship records.
Updating a website or using a website content management system.
Producing newsletters using Mailchimp or a similar platform.
Using Canva or another graphic design platform.
Scheduling social media posts using Meta Business Suite or similar tools.
Digital marketing, paid social media advertising or campaign monitoring.
Google Analytics, Google Ads or other digital reporting tools.
Preparing PRS for Music returns or other event, licensing or compliance information.
Supporting project monitoring, evaluation or funding reports.
Working in the charity, community, arts, cultural or grassroots music sectors.
Supporting National Lottery-funded or other grant-funded projects.
Training can be provided in the organisation’s website systems, Canva, newsletter production, Meta tools, PRS processes and other specialist systems. Applicants are not expected to have prior experience of every platform,but must be confident using Excel and general office systems and willing to learn.
Values and behaviours
The successful candidate will be:
Professional, approachable and helpful.
Accurate, methodical and well organised.
A clear, confident and respectful communicator.
Patient and able to explain or communicate information clearly and accessibly.
Respectful of the contribution of staff, volunteers and trainees from different backgrounds and with different abilities and life experiences.
Committed to ensuring opportunities reach marginalised and under-represented groups as well as established audiences.
Able to balance creativity with attention to detail.
Comfortable working in a busy and varied community and cultural environment.
Flexible and able to respond positively to changing organisational priorities.
Willing to learn new administrative and digital skills.
Respectful of confidentiality and appropriate professional boundaries.
Committed to equality, inclusion and accessible communication.
Enthusiastic about making a positive difference within the community.
Working arrangements
The role is based on site at Phoenix Cultural Centre and Fiery Bird Live Music Venue in Woking. In some circumstances, with prior authorisation from the CEO, certain administrative tasks may occasionally be undertaken remotely.
Why join Phoenix Cultural Centre CIC?
Play an important role in strengthening a community-led cultural centre and grassroots live music venue.
Help people from a wide variety of backgrounds participate, develop skills and access creative and community opportunities.
Support the organisation to reach wider audiences and increase community participation.
Contribute to the promotion and sustainability of Phoenix and Fiery Bird.
Work in a creative, inclusive and community-focused organisation committed to widening opportunity.
How to apply
Please email phoenixculturalcentre@yahoo.co.uk with the subject header Vacancy - Admin and Marketing Assistant to request an application form for this role.