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: *# co-ordinating the marketing and advertising of classes *# processing and logging payments *# liaising with teachers *# preparing and issuing contracts *# liaising with local music trusts and grant making bodies *# assisting with the preparation of funding applications *# assisting in the development of new classes and activities * to assist with the book-keeping and management of day-to-day finances: *# monitoring and maintaining budget information through Sage software *# raising invoices and cheques and processing incoming payments *# generating financial reports as required *# providing assistance with the preparation of papers for meetings *# 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 *# dealing with telephone, e-mail and written enquiries *# dealing with enquiries and bookings for the education programme and other event *# maintaining and updating databases as necessary *# maintaining office supplies *# maintaining the health of the computer network and managing the IT support contract *# 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.