Administration Assistant
Salary : £23473 per annum pro rata (£12.21 per hour)
Holiday: 25 days per year + Statutory Holidays pro rata
Hours: 20 hours per week
Responsible to: Finance & Office Manager
Contract: Permanent subject to 6 months probationary period
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 finance 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 lead in making calls to stakeholder organisations, schools, clients and other providers, having confidence to make people aware of what the charity is able to deliver and provide.
- To act as a point of contact for customers, clients or suppliers via email, over the phone or in person and demonstrate strong communication for customers and clients.
- To offer strong finance administration support, imputting book keeping records, managing petty cash processes and supporting with banking transactions and reconciliation.
- To assist with processing invoices, tracking receipts, inputting expenses and other basic bookkeeping tasks.
- To manage tour booking schedules with minor routing requirements and knowledge
- To manage multiple online systems, tickets sources, booking software, HR software and calender software.
- To support with social media output - scheduling social meda posts prepped by our creative team and manage responses and interest enquiries.
- 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.
Reception & 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.
Resources
To be jointly responsible for the premises, equipment, and other resources of the company, ensuring appropriate maintenance and use.
To maintain supply inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders.
To comply with the company s Health & Safety policies.
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 & Experience
Ideal
Experience in an administration role for more than 3 years
Experienced user of Microsoft Office, including Word, Excel, Outlook, PowerPoint
Experience taking and making phone calls to/from organisations, businesses and the general public
Experience in Finance Administration - bookkeeping and basic finance processes
Experience with documentation management
Experience with project administration
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 with social media scheduling and posting in a business capacity.
Knowledge and experience of QuickBooks or equivalent bookkeeping software
Working knowledge of office equipment, like printers and fax machines
Knowledge of the DBS system
Experience of HR software tools like BrightHR/Monday
Personal Qualities
Has excellent communication skills
Great telephone manner, confidence of making calls to stakeholders and participants
Able to effectively receive calls from stakeholder organisations and the general public and direct effectively to the relevant person.
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.
Starting date: ASAP
Probationary period: Six months during which time the notice period is one week.
After confirmation of appointment notice period increases to one month.
Working Hours: This is a part time post, working 20 hours per week Monday to Friday
between the hours of 9.30am and 5.00pm. We operate a flexible working policy, and are open to discussions around working patterns - whether longer hours for less days or shorter hours over more days. Some out of hours work may be required at times, by prior agreement.
Overtime: We operate a TOIL (time off in lieu) policy for any hours worked in excess of your weekly hours, which must be agreed in advance with your Line Manager. We do not pay overtime.
Pension: Auto-enrolment with Gazebo currently making 3% employer contributions, which will rise in line with legal requirements. Gazebo's appointed pension provider is People s Pension. Further details are available, and employees can choose to opt out.
Holidays: 25 days per year, plus Bank Holidays pro rata.
Location: It is our preference that the Administration Assistant lives within easy commuting distance of Bilston, Wolverhampton.