Studio Administrator

2 weeks ago


Glasgow, Glasgow City, United Kingdom Community Enterprise Full time

Job Purpose

  1. To provide administrative and client management support in a busy design studio with a diverse portfolio of work.
  2. To support the Creative Lead with managing clients.
  3. To manage the needs of clients who host their websites with us.
  4. To undertake a wide range of office and admin tasks alongside Community Enterprise's core Executive team to keep BOLD's workflow running smoothly.

Work Place values

  • Be Creative
  • Be Focused
  • Be Bold

Accountable to The Bold Creative Lead and Principal Officer

Nature of post This post is part time (25 hours per week) though hours are negotiable. We operate a Hybrid Working Policy, and the post holder must be in the office at least 50% of the time when other team members are in the studio.

Main Duties

Project and Client Management

1. Client liaison as part of each piece of work from initial contact to final delivery, ensuring tasks are delivered on time and on budget. Working with the Creative Lead to ensure efficient scheduling of work in the studio and ensuring leads are recorded and followed up, and deadlines are met.

2. Record leads quickly and keeping the team appraised of deadlines.

3. Using Podio and other online project management tools and supporting the team to ensure consistent use of those systems.

4. Liaising with our Systems and Administrative Manager to produce monthly financial summaries and raise invoices when work is complete.

5. Liaison with clients, building strong relationships and ensuring issues are addressed quickly.

6. Helping manage branding workshops. This can range from managing meetings to ensuring materials are in place, providing hospitality and a warm welcome, and writing detailed notes.

Website Support

7. Managing a small portfolio of websites, helping clients to make simple changes and commissioning more complex changes and updates where required. Ensuring clients are happy and billed appropriately.

Social Enterprise Map Administration

8. Liaising with sector support providers to ensure their profile is live and up to date

9. Administering the site and ensuring it is working well

General Admin Tasks

10. Fielding enquiries to the Creative Lead

11. Undertaking all basic admin tasks and ensuring the studio runs efficiently

12. Working with the Community Enterprise Executive team to ensure all work is compliant with GDPR and other legislation and good practice etc.

13. Checking and proofreading tenders and other documents.

14. Issuing evaluation surveys after work is complete and at future intervals

15. Providing support to the social media tasks undertaken by the wider team.

16. All other tasks which are commensurate with the spirit of this varied role.

Person Specification

We are more interested in real skills, aptitude, values, and how you would fit with the organisation than paper qualifications. Though we will consider them, of course, real experience of administration, client liaison, good writing, comfort with finances, and sensitivity to the sector in which we work are more important to us. This is not a grant-funded post and needs someone who understands the business imperative that sales are crucial to our sustainability.

Further information including full Person Specification, Application Form, Equal Opportunities Form and CE Vision can be found on our website.



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