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DUTIES AND RESPONSIBILITIES To provide administrative support to the General Manager and Senior Management Team in the day-to-day running of Artichoke. Support for Artistic Director: • To manage the Director’s diary, including organising meetings, booking travel and accommodation, travel expenses, drawing up schedules and itineraries, and drafting correspondence. • To undertake tasks to support the Director as requested. Administration: • To co-ordinate and support internal and external meetings, including preparing and circulating agendas and papers, minutes and attending to practical arrangements. • To maintain and improve administrative systems and processes in order to ensure a smooth running office, including managing post and filing, ensuring all necessary forms and systems are up to date. • To coordinate travel, accommodation and logistical arrangements for core staff and artists outside of project delivery periods. • To support the compilation of information for returns and reports, including Companies House, the Charities Commission and other statutory bodies and regulatory authorities. • To support systems for the collection of statistical and qualitative information from across the organisation; working closely with the General Manager and development team to provide reports for funders and sponsors. Communication: • To act as the primary point of contact for the organisation on a day to day basis through phone, e-mail and letter, including management of the phone system; checking and responding to e-mails and post as directed. • To ensure that all internal contact databases (Salesforce), are regularly reviewed, updated and edited. • To assist in the development and implementation of Artifax within the organisation. Office Management: • To monitor, order and manage all office supplies, equipment and stationery, in line with available budgets. • To ensure smooth running of IT and office equipment, undertaking basic maintenance duties, troubleshooting and reporting any problems to our IT provider, ensuring issues are followed up and successfully resolved. • To manage the office cleaner, conduct weekly checks of the office and ensure that the workplace is clean and safe, alerting the General Manager to any issues. • To oversee the co-ordination of all recycling by the organisation and take the lead on sustainability initiatives. • To maintain and manage Artichoke’s off site storage space. Financial Management: • To check, stamp and code invoices in advance of processing and payment by the Finance Manager, gain authorisation from correct signatories, collate receipts and approvals codes for credit and debit card payments and update income/expenditure records. • To oversee procedures for petty cash and paying in cash/cheques. • To manage delegated areas of the Office Overheads budget. Personnel: • Working with the General Manager, to support the development of HR systems, policies, procedures and benefits, within the frameworks of employment legislation and good practice. • To manage and develop work experience placements, co-ordinating requirements and recruitment, working closely with the General Manager and Head of Departments. • To help maintain staff personnel records, ensuring information is kept confidential, including organisational records (such as leave records and timesheets), and overseeing the collection of data for equal opportunities monitoring and other comparative analysis as required. • To carry out inductions for new staff and volunteers. • To respond to incoming volunteer and speculative job enquiries, and manage the systems that record potential applicants details. General requirements of all Artichoke Employees: • To contribute to the development of a professional working and learning environment within the organisation • To contribute to the organisation’s understanding of diversity and its implications for the arts and to ensure that this understanding informs all the organisation’s activities • To ensure adherence to the organisation’s policies and procedures with particular reference to Equal Opportunities and Health and Safety • To work in a flexible manner in line with the organisation’s corporate objectives and to be willing to undertake other duties as reasonably requested • To provide excellent customer care in dealings with the public • To deputise for senior colleagues as appropriate