Job Title / PA/Office Administrator
Reporting to / General Manager
Department / General Management - Admin
Contract Type / Permanent Part-time 22 hours per week (Job Share)
PRINCIPAL PURPOSE OF THE ROLE
To provide efficient administrative support to the Chief Executive (CEO), General Manager (GM) and the Senior Management team. Assuming specific responsibility for the management of office services to ensure the creation of an efficient and effective environment within which departments can perform their duties to the required standard.
Planning and Delivery
Supporting the CEO
- Respond to general correspondence/emails
- Maintain filing and manage emails
- Organise meetings and take minutes when required
- Produce documents as required including written correspondence
- Meet and greet visitors
- Contribute to the collation and coordination of reports and statistics for management
- Design and produce power point presentations from information provided when required
- Create and maintain excel spreadsheets and produce statistics from data
- Support management of emails
- Maintain and manage accurate records and systems and ensure general filing is up to date
Office Management
- Act as first point for all non-specific business enquiries, either by telephone or email, liaising effectively to ensure information reaches the relevant people/departments
- Devise and maintain appropriate procedures and systems to ensure general administration is managed in a timely and effective manner whilst ensuring security and confidentiality of data
- Establish good office practices documents for the organisation
- Maintain supplies of stationery and equipment, negotiating the best prices for products
- Manage and maintain the central archive ensuring appropriate records are held in accordance with policy and that records of securely disposed of when applicable
- Take enquiries from promoters and service providers. Manage and maintain excellent relationships with partners and promoters, hirers, visiting managers, resident artists and internal teams
- Maintain, input and update details on company software systems including You Manage, and create databases and other work records as required
- Maintain brand identity on all correspondence both paper and IT based
- Attend regular planning and operational meetings
- Provide HR administrational support to the HR Administrator, including contracts, letters, new starter documents and coordination of meetings.
- Coordination of projects as and when required.
Communication
- To act as a key contact for staff, artists and companies visiting the venue both in advance and on the day of the performance, in collaboration with the programmers, ensuring a high quality experience for artists, managements and promoters.
- Ensure good clear communication with all departments. Attending team briefings and other company meetings and events as requested.
- Maintain and develop good contacts and working relationships with colleagues, customers, artists, contractors, suppliers, stakeholders and external organisations in order to promote the value of the work we deliver.
Finance
- To work within agreed defined budgets.
- Recording office expenditure and managing the budget for stationary and equipment supplies.
Health & Safety
- Ensure that the main office environment is maintained safely and that the H&S procedures are adhered to.
- Ensure all health and safety procedures are communicated effectively within the office environment.
- Adhere to health and safety legislation and Lighthouse’s policies and procedures.
- To minimise the Lighthouse’s environmental impact wherever possible adhering to and supporting its Sustainability Policy. To include recycling, switching off lights, computers and equipment when not in use. Helping to reduce paper waste by minimising printing/copying, reducing water usage and reporting faults and heating/cooling concerns promptly.
Representation
- Represent Lighthouse at performances, meetings and events, as and when required.
Diversity
- Embrace, promote and ensure the implementation of the Diversity policies of Lighthouse.
Values
- Promote and communicate Lighthouse’s values and culture to both internal and external customers.
Other
Any other duties as may be reasonably required.
Person Specification
EXPERIENCE AND KNOWLEDGE
- Analytical and report writing skills
- Ability to devise, improve and maintain administrative systems, whether IT or paper based
- Proven experience of minutes taking and report writing
- Good IT skills including Microsoft Office applications: Work, Excel, Outlook, including using email, internet/intranet and databases
- Good general level of formal education (including English and Maths GCSE or equivalent passes).
- Knowledge of current office practices
- Email and diary management for Senior Management
- Maintenance and management of records and filing systems and data bases
- Organising own work and managing deadlines
- Practical experience of participating in procedural meetings
- IT qualifications (e.g. ECDL, Microsoft Office Certification or similar).
- Knowledge and passion for the arts
COMPETENCES AND SKILLS
- Excellent communication and interpersonal skills with the ability to present information in a manner appropriate to the audience, draft correspondence and email responses.
- Ability to work unsupervised and take responsibility.
- Ability to perform accurately under pressure, meet deadlines and make decisions.
- Excellent organisational skills.
- Adaptable and flexible in approach to work.
- High level of IT competency
- Ability to analyse and use data and management information.
- Good influencing skills and ability to foster and maintain successful working relationships with colleagues and contacts.
- Ability to build and maintain strong working relationships both internal and external colleagues.
- A good team player.
- Able to identify confidential information and treat it appropriately.
- Pro-active, able to anticipate and diagnose needs/problems and find solutions.
- Good influence and negotiation skills - can lead and drive positive changes.
- Strong time management with the ability to work autonomously on a range of projects/tasks and establish priorities.
PERSONAL CHARACTERISTICS
- Must enjoy working with people and be customer focused.
- Adaptable to change.
- Dynamic, energetic and enthusiastic.
- Proactive and results orientated.
- Tactful, approachable, discreet and diplomatic.
- Flexible, reliable with humour and an open positive can do approach.
Title: Lighthouse Job Description / Version No: 1 / Date of issue: June 2016 / Page 1 of 4
Document Sensitivity Level: Lighthouse