Job Description:
About BrightSky Youth Services
BrightSky Youth Services provides high-quality supported accommodation for vulnerable young people aged 16–21 across the UK. Working in partnership with local authorities, social workers, commissioning teams, and partner agencies, we are committed to delivering safe, stable, and supportive environments that enable young people to develop independence and achieve positive outcomes.
Our Administration and Referral Team plays a vital role in ensuring the smooth operation of the organisation by coordinating referrals, supporting operational functions, maintaining compliance, managing financial administration, and providing efficient communication between internal teams and external professionals.
Role Overview
The Administrator & Referral Coordinator is responsible for delivering comprehensive administrative, financial, operational, and referral coordination support across BrightSky Youth Services.
The post holder will manage the full referral and placement process for young people referred by local authorities while also supporting finance administration, compliance monitoring, recruitment administration, property records, staff records, and general office operations.
This role requires excellent organisational skills, attention to detail, strong communication, sound decision-making, and the ability to manage multiple priorities within a fast-paced supported accommodation environment.
Key Responsibilities
Referral & Placement Coordination
The post holder will:
- Monitor referral portals daily and process referrals received from local authorities throughout the UK.
- Assess referral information, risks, compatibility, and placement suitability.
- Match young people to appropriate placements based on needs, risks, compatibility, and vacancy availability.
- Liaise with local authority placement officers, commissioning teams, and social workers regarding placement decisions and move-in arrangements.
- Maintain accurate referral logs and placement records.
- Record the rationale for placement decisions.
- Create new homes and add all new referrals into the Lief System (Digital system) for operational teams.
- Coordinate placement documentation before admission.
- Communicate with Team Managers, Team Leaders, and Support Workers regarding property readiness and vacancies.
- Escalate concerns relating to safeguarding, incompatibility, placement risks, or potential placement breakdowns.
- Coordinate communication between internal departments and external professionals throughout the placement process.
- Support onboarding and documentation for all new placements.
Administration & Compliance
The post holder will:
- Maintain and regularly update all BrightSky property records.
- Manage and update staff personnel files.
- Maintain property compliance documents.
- Monitor DBS checks and employment documentation.
- Track staff working hours and administrative records.
- Maintain records relating to council tax, utilities, TV licences, water accounts, vehicle tax, MOTs, and insurance.
- Ensure accurate filing and secure storage of confidential information.
- The post holder will liaise with the maintenance team to ensure that all property compliance documentation is current, accurately uploaded, and maintained for each property within the organisation. This includes ensuring that all certificates and records are correctly filed with the relevant issue dates and expiry dates, monitoring upcoming renewals, and following up where documentation is outstanding. Compliance documentation includes, but is not limited to, Gas Safety Certificates, Electrical Installation Condition Reports (EICR), Fire Risk Assessments, Portable Appliance Testing (PAT) certificates, Legionella risk assessments and records, and all other statutory health and safety compliance documentation required to ensure each property remains fully compliant with legal and regulatory standards.
Administration:
- Manage petty cash records.
- Track utility bills for properties and raise queries where necessary and upload them into our digital system.
Recruitment & Workforce Administration
The post holder will:
- Support recruitment administration.
- Prepare onboarding documentation for new staff.
- Maintain recruitment records.
- Coordinate mandatory training.
- Assist with induction administration.
- Maintain accurate employee records.
Procurement & Office Administration
The post holder will:
- Order office stationery and monitor stock levels.
- Purchase approved items through Amazon and other suppliers.
- Manage work mobile phones and SIM card allocations.
- Collect and distribute parcels.
- Respond to telephone and email enquiries professionally.
- Provide general administrative support to operational teams.
- Assist with meeting administration and document preparation.
Communication & Stakeholder Liaison
The post holder will:
- Maintain effective communication with local authorities.
- Liaise with social workers, commissioning teams, suppliers, and partner agencies.
- Respond promptly to enquiries.
- Support effective communication across operational departments.
- Maintain professional relationships with all external stakeholders.
- Ensure confidential information is handled appropriately and in accordance with GDPR.
Person Specification
Essential Criteria
The successful candidate will demonstrate:
- Experience in administration, youth services, supported accommodation, housing, social care, or referral coordination.
- Excellent organisational and administrative skills.
- Strong written and verbal communication skills.
- Excellent attention to detail.
- Strong decision-making and problem-solving abilities.
- Ability to prioritise and manage multiple competing tasks.
- Experience using Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
- Ability to maintain accurate records.
- Ability to handle confidential information with discretion.
- Good understanding of safeguarding responsibilities.
- Ability to work independently and as part of a multidisciplinary team.
- Full UK residency with the legal right to work in the UK
Desirable Criteria
- Knowledge of supported accommodation regulations and Ofsted requirements.
- Experience using referral portals.
- Experience using the IT, Excel, Word, etc.
- Experience in placement matching.
- Experience within local authority or social care environments.
- Understanding of trauma-informed practice.
- Experience in finance administration and invoicing.
- Knowledge of property compliance documentation.
What We Offer
BrightSky Youth Services values its employees and offers:
- A supportive and inclusive working environment.
- Ongoing professional development and training opportunities.
- Laptop and work mobile phone.
- 20 days annual leave plus 8 public holidays (28 days total).
- Career progression opportunities within a growing organisation.
- The opportunity to make a genuine difference in the lives of vulnerable young people.
- A collaborative team culture focused on quality, safeguarding, and continuous improvement.
Pay: £14.80 per hour
Benefits:
- Casual dress
- Free parking
- On-site parking
- Sick pay
Education:
- GCSE or equivalent (preferred)
Experience:
- Administrative: 1 year (preferred)
Language:
- English fluently (preferred)
Work authorisation:
- United Kingdom (preferred)
Work Location: In person
