Ensuring the timely, effective and accurate administration of Sydenham Arts (SA) in all its aspects (other than financial) as required

Reporting to the Managing Director

Based at Sydenham Arts office, Regent House, Sydenham

Open Until: 

Posted: 10/03/2022

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Salary: £9.15 per hour (Living London Wage)

Payable monthly in arrears on receipt of invoice

Hours: 20 hours per week (Days and times arranged by negotiation)

                    The post holder is expected to carry out his/her duties as requested. However, the nature of work in this field will sometimes necessitate unsociable hours. This post holder will be expected to work flexible hours when required

Time Scale: This is a seven month contract on a self employed basis.

  There is a possibility for a longer term contract to follow.

Start: January 2016

Offer: An offer of a contract will be subject to references

 

JOB DESCRIPTION

Like all those who work or volunteer for Sydenham Arts, the Administrator will be expected to take a role in:

• raising and maintaining the profile and status of the organisation within the local community, the professional arts community, amongst current and potential users, and public, charitable and business funders;

• ensuring that the Company’s obligations under Health and Safety legislation are fulfilled;

• actively implementing all the Company’s policies.

Individually, the Administrator will:

• co-ordinate, attend and minute all meetings of the Board of Sydenham Arts

• carry out the following administrative tasks:

Event Administration: Assisting with setting up and on-going administration of SA’s festivals, including the following tasks:

 Liaise with the event organiser on the needs of each event

 Maintaining and updating a database for all those involved with SA

Office administration: Ensuring the smooth running of SA’s office, communication and administrative systems, including the following tasks:

 Minutes – Keeping and distributing staff and Board records of SA meetings

 Communications – Responding to queries via phone/email/post and bringing messages or queries to the attention of relevant staff using office communication systems.

 Organisation – Maintaining existing office organisation systems where documents and materials are filed appropriately and are easily accessible.

 Planning and Scheduling –  Keeping the office diary  (through Google Calendar) and other office scheduling systems up to date and easily accessible.  Organising meetings as necessary.

 Office Materials –Ensuring that sufficient quantities of current printed stationery and office supplies are available in the office.

 Housekeeping – keep office clean and tidy and act as point of contact for maintenance and Health and Safety in the office i.e. Cleaners, lighting, fault reporting etc. and follow through on any problems.

Fundraising & Marketing: To support preparation of fundraising bids and reporting to funders, including the following tasks:

 Support on collating evidence for fundraising bids and reports (including monitoring, evaluation, financial evidence and organisational documentation)

 Undertake fundraising research as necessary

 Maintain calendar of funding deadlines for both funding applications and reports. 

 Maintain and update press & print archives, database, and website.   

Other Tasks: To take on any other duty as required by the Managing  Director including representing the Board or Managing Director at external meetings on behalf of Sydenham Arts.

PERSON SPECIFICATION

It is essential that post holder has :

Experience

• Proven experience of administration

• Proven track record in communication with variety of stake-holders

• Experience of office management and working within existing office systems

 

Skills

• Proven skills in working with Microsoft Excel and Word

• Proven skills with social media administration

• Knowledge of website administration

• Good oral and written communication skills

 

Qualities

• Excellent interpersonal skills

• Ability to set own targets and manage activities

• Ability to work successfully as part of a team

• Highly organised with excellent attention to detail

• An interest in community arts

 

t is desirable that the post-holder will also have some experience of:

• Marketing through online, email and print

• Working in theatre/arts related environments

• Working in a busy, multi-faceted environment.

 

How to apply

Please send:

 A CV

 A covering letter of no more than 2 sides of A4.  The letter should demonstrate how your skills and experience match each Essential area of the person specification and, if applicable, the Desirable areas.  For each area, you should try to indicate

The situation or context and your task or role

The action you took and the result or outcome

• Two referees that we can contact if we decide to offer you the post

• A completed Equal Opportunities Monitoring Form (see below)

Please email your application with the subject “[Your Full Name] Administrator Application” to admin@sydenhamarts.co.uk

Or post to: Sydenham Arts, 291 Kirkdale, Sydenham SE26 4QD

NB Incomplete applications will not be considered.

Closing Date for Applications: 10am on Monday 7th December 2015

Interviews: Monday 14th December

Please note only shortlisted applicants will be contacted

For further info about Sydenham Arts please view our website at: www.sydenhamarts.co.uk

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