Administrator

Administrator (arts centre)

Principal Responsibilities

• to support the day-to-day running of the arts centre, providing assistance with book-keeping, managing commercial and charity hires and administering the education programme
• to contribute to the continuing development and success of the arts centre

Main Duties

• managing commercial and charity hires and filming
• meeting with clients
• preparing and issuing contracts
• booking and supervising contract and agency staff as required
• preparing areas for hire and distributing keys
• organising license extensions if required
• ensuring all supplies are provided according to contract
• ensuring that the centre and its surrounding grounds are returned to good order after an event
• understanding and implementing relevant Health & Safety legislation
• sourcing new regular hirers
• to administer the Centre’s education programme:
  1. co-ordinating the marketing and advertising of classes
  2. processing and logging payments
  3. liaising with teachers
  4. preparing and issuing contracts
  5. liaising with local music trusts and grant making bodies
  6. assisting with the preparation of funding applications
  7. assisting in the development of new classes and activities
• to assist with the book-keeping and management of day-to-day finances:
  1. monitoring and maintaining budget information through Sage software
  2. raising invoices and cheques and processing incoming payments
  3. generating financial reports as required
  4. providing assistance with the preparation of papers for meetings
  5. providing assistance with the financial year-end and associated administration
• to support the day-to-day running of the centre: # acting as the first point of contact for visitors
  1. dealing with telephone, e-mail and written enquiries
  2. dealing with enquiries and bookings for the education programme and other event
  3. maintaining and updating databases as necessary
  4. maintaining office supplies
  5. maintaining the health of the computer network and managing the IT support contract
  6. undertaking a variety of office administration duties

PERSON SPECIFICATION

• strong interest in the arts
• outgoing, enthusiastic, ‘can-do’ attitude
• interest in working with the general public
• able to work as part of a small and dedicated team
• able to manage time effectively and to multi-task

Required skills and experience

• excellent working knowledge of Microsoft Office, particularly Word and Excel
• financially numerate with a working knowledge of Sage accountancy software (or similar)
• excellent oral and written communication
• at least one year of administrative experience

The role holder will be required to pass an enhanced Criminal Records Bureau (CRB) check before commencing employment.