Working Context

Job Description

Working Context:

The Art Room is a charity that offers a therapeutic intervention to children and young people who have difficulty engaging with their education due to challenges in their daily lives. Many are the most vulnerable children in their community, and are at risk of exclusion from mainstream education. Head office is based on the site of Oxford Spires Academy and currently has 8 Art Rooms located in Oxfordshire, London and Edinburgh.

The Art Room also offers training to professionals and members of the public which is provided by a small training team who are also responsible for the internal training of our therapeutic staff.

The Art Room is now at an exciting period in its development and is looking to expand its impact and reach. The charity is looking for a dedicated, calm and confident professional to provide the administrative support to the charity, mainly to the art room managers and the training team. With a highly tuned sense of how to provide administrative support and a flexible, personable and responsive approach, you will play a key role in the organisation. This role involves both contact with all members of staff as well as external relations.

Job Summary:

Responsibilities and tasks

Support to the Art Room management

·  Act as first point of contact for the Art Room managers for daily queries and ensure that these are responded to and resolved, where necessary by referring to the appropriate staff member responsible

·  Maintain and order art materials and grocery supplies for the Art Rooms

·  Oversee administration of DBS checks of Art Room staff

Support to the training team

·  Provide administrative support for The Art Room’s training programme such as external training workshops with schools. This includes marketing activities.

·  Organise and ensure all facilities including catering, audio visual equipment etc are available for the training sessions, including internal training.

Support to the Central Office

·  Act as the first point of contact for the central office, receiving visitors, answering telephone enquiries and dealing with answerphone message

·  Oversee the central office electronic diary

·  Deal with post and Art Room correspondence via letter and e-mail

·  Maintain records of the holidays and sickness leave taken by each member of staff

·  Maintain the contacts database (Salesforce)

·  Order and maintain office supplies for the Central Office, ensuring best prices

·  Organise external services such as cleaning, mail, recycling, and waste

·  Oversee the central store of materials and ensure that all office rooms are orderly and clean

Support to the CEO

·  Provide administrative support to the CEO to ensure smooth running of their activities

·  Assist CEO with organising meeting and diary management

·  Ensure that enquiries are responded to and resolved on a timely basis, where necessary by referring to the staff member responsible

·  Make travel and accommodation arrangements

·  Undertake any other administrative tasks as required by the CEO

Person Specification:

Essential skills and experience

·  Excellent organisational and administrative skills – demonstrable experience of administrative work

·  Polished, professional and personable – able to act as an ambassador for the organisation and as a valued and trusted colleague for all Art Room staff

·  Confidentiality and discretion

·  Adaptable and happy to work in a changing environment, flexible with a willingness to be involved from time to time in tasks outside the remit of the role

·  Creative thinker, responsive and willing to get involved as part of a team

·  Attention to details and organisational skills – solution focussed and proactive

·  A problem solving attitude based on an understanding of the needs of the work environment

·  Excellent time management and ability to prioritise tasks

·  An ability to plan and foresee requirements, be proactive and work on one’s initiative

Qualifications:

·  PC literate with very good working knowledge of Word, Outlook, Excel, databases preferably Salesforce and all Google products

·  High level command of written English with excellent communication skills

·  Minimum: 2 A level’s, preferably degree level

Desirable:

·  Previous charitable sector experience

·  An interest in the work of The Art Room and/or the Arts

Terms:

·  Salary for this position is in the range of £15,500 to £17,500 for a 35 hour working week.

·  This is a term time position, including INSET days. In addition you will be expected to work 1 week before the start of every Autumn term.

·  Working hours: core hours 9am to 4 pm but there may be some flexibility during the day.

·  Holiday entitlement is 55 days including bank holidays, to be taken during school holidays.

·  There will be a probationary period of 6 months from the start of employment.

Application and interviews:

Please complete the Art Room application form and provide a covering letter giving the reasons why you are interested in this position and why you satisfy the requirements for this role.

Starting date: asap after successful interview and DBS checks.

Completed Art Room application forms should be submitted by 8 am Monday September 25th to Renee de Louw, Finance and Business Support manager, .

Interviews will be held on Tuesday 2 October 2017