Job Description

Main duties are to support the smooth running of the organization in terms of administration, record-keeping and internal communication. At present we are operating almost entirely through home-working, so key priorities are to ensure that our small team are well-connected and supported in their work away from the facilities of the office.
Main responsibilities

• Communicate with relevant partners including artists, venues, participants, funders and others
• Arrange meetings by scheduling appropriate meeting times and booking rooms or videoconferencing meetings as appropriate
• Manage correspondence by answering emails and sorting post
• Assist in planning and arranging events
• Handle expenses claims and regular payments
• When the building is in use, be on hand to welcome visitors and offer refreshments
• Answer phone calls and transfer them as necessary
• Draft, format, and store and/or share relevant documents including pro-formas
• Maintain stock lists and order office supplies as needed
• Create agendas and take meeting minutes when needed
• Assist in invoicing and payment of incoming invoices
• Maintain accurate records for employee holiday requests
• Scan and file appropriate documents as needed
• Assist in the preparation of board papers
• Undertake other duties as required and in agreement with the Director or Deputy Director

Required Knowledge, Skills, and Abilities

Experience of administration or office management. Ability to work independently and as part of a team. Good attention to detail. Strong time management and organization skills. Ability to handle confidential information. Strong record keeping skills. Experience of minute-taking. Understanding of and commitment to principles of equality and diversity. Proficiency with Microsoft Office suite, including Outlook & OneDrive. Familiarity with Zoom, Teams or other videoconferencing platforms. Familiarity with QuickBooks bookkeeping software. Interest in participatory arts or community-facing charitable work. Experience of working in the cultural or charitable sector.