Salary: 18,000.00 - 22,000.00 per year pensions Location: UK-London-London
Type: Full Time Postal/Zip Code: SW14
pension
Job description
Heart n Soul is a leading creative arts company. We believe in the talents and capabilities of people with learning disabilities. We make inclusive creative spaces where people are free to express themselves and learn, encouraging experimentation in all things. We share the way we work and the success of our artists and participants as widely as possible, changing attitudes towards disability and helping to transform lives. Our goal is for a more creative, fun, equal and open world for everyone.
The Administrative Assistant will support the smooth and efficient running of Heart n Soul on a day-to-day basis, with specific responsibilities for reception duties, general administrative support and office systems.
The ideal candidate will have administrative experience with proven organisation, communication and interpersonal skills. They will also be confident with office-based IT systems.
Job Description
Administrative Assistant - full time
Reporting to: General Manager
Salary: £18,000 to £22,000 depending on experience
Responsible for: Office cleaner
Function: The Administrative Assistant will support the smooth and efficient running of Heart n Soul on a day-to-day basis.
Working hours: 35 hours per week between 9.30am and 5.30pm including one hour for lunch, Monday to Friday, though some out-of-hours work is required at weekends and evenings, for which time can be taken in accordance with the staff handbook.
Key tasks
1) Administration
· To provide general reception duties and act as the first point of contact in the office for telephone and personal enquiries.
· To manage incoming and outgoing mail.
· To act as first point of contact for enquiries for Heart n Soul’s services, directing them to the relevant management team member.
· To be the main administrative link with The Albany and other organisations based in the building.
· To provide administrative support to the Artistic Director/Chief Executive.
· To support the implementation of monitoring and evaluation processes across the organisation by producing statistics and reports from the database and helping to collect and record statistics, data and evidence.
· To update notes at each team meeting.
· To manage the office cleaner and ensure office and meeting rooms are clean, tidy and presentable.
· To administer Disclosure and Barring Service checks for staff and volunteers
2) Volunteer administration
· To work with the Programmes Assistant to recruit volunteers and arrange their induction and training sessions
· To work with the Programmes Assistant to administer volunteer schedules and logistics, including refreshments
3) Governance and legal
· To set up Board, Sub-Committee and Fundraising Action group meetings, prepare and distribute papers and undertake other associated administration.
· To provide access support for Trustees with learning disabilities.
4) Office systems and IT
· To ensure that office filing and archiving systems, both paper-based and digital, are kept up-to-date.
· To monitor office supplies, order as required and ensure that they are stored in an accessible and tidy way.
· To ensure the central diary is kept up-to-date and accurate.
· To undertake other data entry in line with data management procedures.
· To maintain up to date contact information for suppliers and codes and passwords for office equipment and on-line sites.
· To monitor office computer networks and liaise with Heart n Soul’s IT consultants.
· To be the office IT super-user and provide 1st line IT support for the office team.
· To maintain a list of ‘green office suppliers
· To monitor the photocopier, phones and other office equipment.
· To maintain the Office First Aid Kit/s.
· To maintain the key register.
5) Equipment
· To monitor systems for the storage, use and safe return of equipment, and to keep equipment that is stored in the office in an orderly way.
· To keep the maintenance log, organise maintenance days in liaison with freelance staff as appropriate, and support the equipment audit and testing of electrical equipment planned for 2013.
· To monitor the cleanliness and tidiness of store rooms.
6) Finance
· To file invoices and circulate to managers for approval on 20th each month.
· To reconcile credit card statements each month.
· To administer petty cash and prepare petty cash reconciliations.
· To deposit cheques into the bank.
· To archive the finance files once the annual audit has been done.
7) Fundraising administration
· To prepare and issue mailings to individual givers.
· To support the administration of fundraising activities.
· To coordinate the despatch of funding applications.
8) Team duties
· To take part in team meetings.
· To contribute to the smooth-running of the office and organisation.
· To operate within Heart n Soul policy guidelines at all times.
· To work within agreed budgets.
· To undertake any other duties reasonably requested by the Artistic Director/Chief Executive.
Person Specification
Knowledge and experience
Essential
· Excellent communication skills, both in writing and one-to-one
· Excellent organisation skills with attention to detail
· Good time-management
· Strong numeracy skills
· Flexibility and initiative
· Good team-working skills
· Confident with office-based IT systems
· Confident with Microsoft Office to a good standard
· Willingness to learn office systems and processes
Desirable
· Familiarity with Apple hardware
· Experience of working with people with learning disabilities
This role is subject to an enhanced Criminal Records Bureau or Disclosures and Barring Service check.
To download an application pack please go to ‘Jobs’ in the ‘About Us’ section on our website:www.heartnsoul.co.uk
Closing date for applications – 5pm on 28 June 2013
Interviews – 4th July 2013
No comments:
Post a Comment