Job Description:

ADMINISTRATION ASSISTANT

Hours: 20 hours per week

Preferably:

Mondays, 11.30 – 5.30pm

Thursdays, 9am – 1pm

Fridays, 9am – 6pm

Salary:£15,500 - £17,500 pro rata per annum

Reporting to:Director

Purpose:

To provide administrative support to The Spring Arts & Heritage Centre, leading on the coordination of room hires, volunteer liaison and supporting the Director in other administrative tasks.

Key responsibilities:

  • Manage all aspects of room hiring (excluding performance theatre hires), including liaison with hirers and partner groups, booking of space and communicating requirements to the rest of the team
  • Act as the first point of contact for volunteers, leading on the development and delivery of volunteer policies and procedures, liaising with departmental managers on the use of volunteers, collecting statistics and arranging volunteer events
  • Book and confirm film licences and DVD purchases, ensuring licences and DVDs are secured in good time for film screenings
  • Support the Director with the writing, sending and follow up communications of performance contracts, including liaising with the rest of the team about performers requirements
  • Assist the Director in the preparation of programme confirmation and information handover to staff, including updating target spreadsheets, booking events into Avalon room management system and booking performers accommodation as required
  • Assist the Director with programming, through communication with companies, support with Music Bites booking and liaison with trustees regarding event facilitation
  • Ensure contact lists of Trustees, VIPs and councillors are kept up to date
  • Take minutes of regular staff meetings, distributing information and minutes to the team in a timely fashion
  • Support the Director with fundraising tasks, including research into potential funders and delivery of events
  • Support the Director with general administrative duties including updating policies and procedures, proofreading, organisation of meetings and data gathering

Other duties

  • Work with the rest of the staff to ensure The Spring provides an excellent experience for all customers
  • Perform other duties as may from time to time be reasonably required by the Director or Senior Management Team
  • Work as part of the box office emergency cover team, providing lunch cover and box office cover when required
  • Assist with the twice weekly banking of cash when required
  • Abide by The Spring’s policies and procedures
  • Provide occasional duty management cover or cashing up cover as and if required.

Person specification

Essential attributes:

  • Experience of working in an office or administrative role
  • Excellent communication skills and attention to detail (both verbal and written)
  • Excellent customer service skills, with a friendly attitude and a commitment to being easy to work with
  • A minimum of 3 GCSEs or equivalent at A*- C grade including mathematics and English
  • A positive, ‘can do’ approach
  • Competency with the use of Microsoft packages in an office environment
  • A positive approach to communication and to working in a team
  • A strong commitment to The Spring’s mission and core beliefs
  • An ability to multi-task and work under pressure

Desirable attributes:

  • Experience of working in an office or administrative role
  • Knowledge of The Spring Arts & Heritage Centre and its programmes of work
  • Experience of working within an arts or heritage environment
  • Experience of working with box office systems (we use Ticketsolve)

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