Finance and Administrative Assistant

Finance and Administrative Assistant

Main Purpose

The role carries responsibility for delivering efficient administrative support for all colleagues and assisting the Finance and Administrative Coordinator in the effective day to day operation of the office. As part of the Operations Team, the post-holder takes a pro-active role in the monitoring and development of all office systems and procedures and provides an excellent ‘front of house’ reception service, supporting the delivery of &Co’s brand promise to its clients.

Responsible to: Finance and Administrative Co-ordinator

Responsible for: Providing support and oversight on finance and admin elements of internships/work placements

Key Contacts (internal): Finance and Operations Director, Chief Executive, Trustees, Leadership Team, &Co Consult, &Co Communicate and &Co Connect assistants

Key Contacts (external): Technology support team BCC, &Co landlord, office suppliers (e.g. cleaning contract, stationery suppliers, recycling contract, CRM system suppliers) and stakeholders including Arts Council England

Primary Responsibilities

1.  Facilitate the smooth operation of the Leeds office by ensuring the office is open for business, operates efficiently and provides a safe, clean and tidy working environment for staff, clients and visitors. This encompasses acting as key contact for the organisation’s IT infrastructure and support

2.  Pro-actively maintain, improve and develop all office systems and procedures, both electronic and manual. Ensure we have efficient administrative procedures, and controls and internal and external communications processes in place to maintain the smooth flow of communications and support the development of environmentally friendly communications. Maintain the internal telephone directory, email distribution lists etc

3.  Take responsibility for the dissemination and upkeep of the Staff Handbook, the Operational Manual and electronic filing systems, ensuring these are regularly updated and properly maintained, particularly in respect of supplier contracts, company administration and personnel systems

4.  Provide effective support to the Chief Executive and Leadership Team, including diary management for the Chief Executive and administrative support for the Leadership Team

5.  Provide an effective support service in respect of the organisation’s governance function. This includes communications with Trustees, distributing agendas and papers, minute-taking, support on Awayday planning and associated activities to ensure the smooth running of Board events

6.  Take a lead role, liaising effectively with the marketing, consultancy and online distribution assistants, to ensure the office offers a pleasant and welcoming reception to all visitors and that meeting arrangements work smoothly. In association with other assistants, ensure that all refreshments, catering, technology and paperwork for all internal and external meetings are prepared as appropriate

7.  Maintain good relationships with key suppliers to ensure &Co benefits from competitive prices and/or loyalty discounts, managing stocks of office supplies and assisting in the booking of travel and accommodation for staff members, ensuring best price deals wherever possible.

8.  Provide a personnel support function, working with individuals and line managers to ensure relevant and up to date paperwork is processed efficiently and appropriate records maintained in respect of appointment, eligibility, T&Cs and other relevant records including the sick leave and annual leave. Assist with recruitment administration, liaising with managers and other assistants to ensure efficient and effective processes that reflect the ethos of the company are in place

9.  Assist with maintaining the financial records of the business, undertaking financial postings systems entries under the direction of the Finance and Admin Coordinator

10.  Assume responsibility for Health and Safety within the company, undertaking an Annual Risk Assessment and implementing any actions that are required.

11.  Other duties commensurate with the role as defined by the Finance and Operations Director

Person Specification

You will be a bright, friendly and personally motivated individual with a strong commitment to the arts. You will be a ‘completer finisher’ who is highly organised and confident to work across the organisation to embed efficient office management and operational practice. You will be committed to an approach of continuous improvement for &Co’s operations.

You will have the following skills and experience:

·  Experience of organising information management and/or operational systems including IT and telecoms

·  Strong organisational skills with a keen attention to detail

·  Strong track record in delivering tasks within prescribed parameters

·  Experience of working with a wide variety of individuals and teams

·  Good communications skills – both written and verbal

·  Good numeracy skills, especially with regard to financial monitoring and accurate record keeping

·  Good IT skills particularly with word, excel and powerpoint.

Core Competencies: Behavioural

You will be able to demonstrate and evidence the following behaviours:

Breadth of Perspective / Demonstrates an interest in the whole organisation, looking beyond own role.
Results-driven / Focuses activity and delivers as promised.
Responsible / Takes responsibility for own actions and in-actions and the outcomes that result.
Managing Information / Seeks out and maintains up to date, relevant information and uses it effectively, complying with Data Protection Act regulations.
Solving Problems and Making Decisions / Analyses and solves problems and makes timely and informed decisions.
Engaging and motivating others / Thinks and acts in ways that encourage other to participate.
Team Working / Grasps what makes teams work well, and functions effectively within them.
Alignment, Focus and Planning / Focuses own role on the needs of the organisation, decides priorities and plans how to achieve them effectively.
Communication / Conveys information effectively to internal and external audiences.
Change / Embraces sound new initiatives whilst retaining relevant current approaches.
Self-aware / Understands own strengths and weaknesses and is committed to personal learning and development.