Contract: permanent subject to 6 months probationary period
Salary £20971 pro rata
Pension: Access to a Stakeholder Pension Scheme is available
Holiday: 25 days per year + Statutory Holidays pro rata
Hours: 18.5 hours per week
Responsible to: Finance and Office Manager
Purpose of the Role:
The successful candidate will support the charity’s administration management working closely with a dedicated and experience team of staff to ensure all day-to-day administration tasks are completed efficiently. Core responsibilities include taking and making phone calls for the organisation, managing reception functions and supporting HR processes and office management protocols, producing company and project documentation and management of the recording, and filing of all information gathered.
Main Duties and Responsibilities:
Administrative / Financial
To lead on general administrative duties such as filing, typing, copying, binding, scanning etc.
To answer phone calls, schedule meetings and support visitors who attend the organisation.
To act as a point of contact for customers, clients or suppliers via email, over the phone or in person.
To support the team by performing tasks related to organisation and project requirements, ensuring all administrative actions meet the requirements of the projects they relate to.
To demonstrate strong communication for customers and clients.
To maintain supply inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders..
To support financial management processes such as the collection and recording of receipts inline with internal financial processes.
To support with archiving and management of all internal paperwork.
To support in the preparation of relevant papers and reports.
To organise the company’s filing systems and updating office and project databases.
Support internal staff communications across the organisation.
To assist with the printing and production of documents for all organisational needs such as marketing, evaluation, or HR purposes.
To ensure the compliance of all collected documentation is in line with GDPR requirements.
To book meeting rooms for colleagues and arrange meeting schedules.
To maintain contact and mailing lists.
To assist with processing invoices, tracking receipts, inputting expenses and other basic bookkeeping tasks.
Reception and Building Management
To lead on reception duties, welcoming visitors to the building, ensuring compliance with fire and health and safety processes and showing them to meetings.
To manage the entry door systems.
To take messages and ensure they are managed and distributed to the relevant team member.
To help support the building maintenance by reporting any Health and Safety concerns, any hazards or general repair needs.
To assist the financial bookkeeping of the charity supporting with invoice tracking, sales ledger and general data entry tracking.
General
To represent the company on a local, regional and national basis.
To attend such training courses, conferences, meetings and performances, as are necessary to fulfil the obligations of the post, as agreed with the Finance and Office Manager
Keep up to date with best practice and trends in administration
To comply with all Company Policies.
Develop an understanding of Gazebo’s vision, values and brand.
To act at all times in the best interests of the Company, acting as an ambassador for Gazebo.
To undertake and assist in other areas of the organisation’s work that may lie outside these principal functions.
Person Specification- Skills and Experience
Ideal
Experience in an administration role for more than 2 years
Experienced user of Microsoft Office, including Word, Excel, Outlook, PowerPoint
Experience taking phone calls from organisations, businesses and the general public
Experience with documentation management
Experience with supply and inventory management
Excellent time management skills and the ability to prioritise work
DESIRABLE
Experience of working in the arts and/or the charity sector
Experience in an administration role for more than 3 years
Knowledge and experience of QuickBooks or equivalent bookkeeping software
Working knowledge of office equipment, like printers and fax machines
PERSONAL
Has excellent communication skills
Well organised with the ability to prioritise and work effectively across multiple tasks to meet deadlines and targets.
Attention to detail and commitment to achieving high standards.
Motivated and able to work within a team as well as being able to work independently, using own initiative to problem solve.
Creative, confident and flexible with a positive attitude.
An interest in theatre, arts and community inclusion.
A commitment to equality, inclusion and diversity.
HOW TO APPLY -
Please Send An Email to info@gazebotheatre.com to receive an application pack.
All application forms will need to be returned by the Friday 8th September 2023 to be considered for the role
Job Types: Part-time, Permanent
Part-time hours: 18.5 per week
Salary: £10.90 per hour
Expected hours: 18.5 per week
Benefits:
- Company pension
Schedule:
- Holidays
- Monday to Friday
- No weekends
Ability to commute/relocate:
- Bilston, WV14 6AA: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (preferred)
Experience:
- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Work Location: In person
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