Administrator

Job description

Accountable to:
Managing Director

Objectives of the post:

to provide effective and efficient administrative support to the Managing Director and the Senior Management Team
to manage and develop all administrative systems of the company ensuring maximum efficiency
to support the Managing Director in personnel issues, including staff reruitment and training
to co-ordinate papers, documentation and reports for key internal and external meetings including Senior Management Team and board meetings
to manage the Training Courses

Main Duties:

to devise and manage efficient administrative systems which will facilitate the smooth operation of the company’s activities
to manage all aspects of the company’s information and communication systems including telephones and IT
to issue all permanent and temporary office staff contracts
to ensure that personnel files are maintained in good order
to maintain and update the company’s staff handbook
to manage and arrange the training courses alongside the Artistic Director
to manage and monitor the effective implementation of the company’s Health and Safety, recycling and other policies
to be responsible for ensuring that the office and office equipment are maintained in good order
to manage office budgets – for example IT, stationery
to co-ordinate internal and external meetings
to maintain an efficient and effective filing system on behalf of the Managing Director
to arrange and co-ordinate meetings as directed by the Managing Director
to minute meetings as directed, including Senior Management Team and board meetings
manage and account for office petty cash
make all necessary travel arrangements including booking tickets and accommodation and suggesting itineraries
to work within the company’s equal opportunities, Health and Safety and other policies

PERSON SPECIFICATION

Essential:

at least three years experience of administration in a busy office environment
clarity and sensitivity in dealing with issues of confidentiality
familiarity with Microsoft Office Professional (Word, Raisers Edge, Excel etc)
ability to produce articulate word-processed documents including letters, minutes and reports
up-to-date knowledge of information technology and its application in the workplace
experience of contractual negotiation and implementation of agreements with permanent and freelance staff
experience of project management
knowledge of employment legislation, the principles of equality of opportunity and the ability to apply these to the workplace
ability to work in a busy environment and manage a varied workload
excellent attention to detail
excellent time management skills

Desirable: