Assistant & Business Support Administrator

2 weeks ago


London, United Kingdom SPID Theatre Full time

**Assistant & Business Support Administrator**
- SPID Theatre is looking for a committed Assistant & Business Support Administrator. This role will report to the Head of Youth and Community Programs. This role is based in Treverton Towers Centre (W10 6BG) until SPID's refurbishment is completed and SPID moves back to Kensal House W10_

**Hours and pay**

Tuesdays and Thursday 11-7

Fridays 11-7

Saturdays 10.30-6.30 (during workshop periods or when outreach event is organised)

£18491 per annum 28hpw (plus unpaid lunch hour)

**Job description**

**Assistant to Head of Youth**
- Helping Head of Youth to make the best use of their time by dealing with secretarial and administrative tasks
- Acting with discretion and confidentiality
- Arranging travel, visas and accommodation
- Taking notes during meetings
- Screening phone calls, enquiries and requests, and handling them when appropriate
- Carrying our research for projects
- Keeping Head of Youth updated on tasks and changes in schedule
- Creating documents as required
- Organising training
- Writing up dictations

**Business Support**
- Managing and updating office calendar in coordination with Programmes Coordinator
- Assisting in the execution of the Data Protection Practice
- Creating and oversee training schedule, book training according to the needs of the staff
- Creating policies and official SPID documents, approved by the Head of Youth and the Artistic Director
- Filing agreements, feedback and other documents
- Taking on administrative tasks from other members of the team when demand necessitates this
- Welcoming visitors to the office and asking them to sign the welcome book
- Answering the Admin phone, checking for messages
- Contacting the council regarding maintenance to the building
- Purchasing materials, equipment, stationary and snacks for the office
- Keeping Oyster cards topped up for staff and workshop assistants
- Organising zoom meetings.
- Categorising payments and running reports on Quickbooks
- Sourcing and purchasing materials such as stationery, snacks, materials needed for shows and workshops
- Setting up sound equipment and projector when required
- Assisting with event managing performances and showcases at the end of each project block Assist with Oral History interviews
- Assisting with research and organisation of historical contentMaintaining archives of all project documentation and photos/videos/oral history recordings.
- Updating and filing oral history agreements and photo/filming permissions
- Assisting Marketing and Outreach Manager in collating feedback on all projects and continually improve these systems
- Ensuring correct filing of major documents such as Memorandums and Formal Agreements with partner organisations
- Taking notes and creating minutes for meetings as required
- Overseeing and organising travel expenses for participants
- Assisting in workshops when the team is short staffed

**Job Type**: Part-time
Part-time hours: 28 per week

**Salary**: £18,491.00 per year

**Benefits**:

- Casual dress

Schedule:

- 8 hour shift

Ability to commute/relocate:

- London: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 14/07/2023
Reference ID: Personal Assistant & Business Support Administrator



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