Office Administrator

5 months ago


Peterborough, United Kingdom Goldhay Arts Full time

**Purpose of Post**

To provide administrative, financial and secretarial support to the charity, an arts base day provision for adults with learning disabilities.

**Responsibilities**

**General Administration**
- Create, maintain and update company records ensuring accuracy and confidentiality of information
- Perform reception duties such as filing, photocopying, scanning, copying etc
- Answer and manage incoming calls
- Complete client questionnaires, new client forms and attach relevant documentation
- Prepare reports and documents including minutes of meetings
- Ordering materials as and when required for both office and sessions
- Ensure service user's records are kept updated at all times
- Upload relevant information for both staff and service users on our HR system
- Ensure telephone message book and office diary is kept updated
- Work with the office team to maintain a clean and tidy office space
- Support the events team with events planning, completing the necessary paperwork required
- Be flexible in supporting events outside of normal work hours
- Any other duties requested by management

**Payroll & Finance**
- Collate staff time sheets and double check they are correct, then hand over to Manager for review
- Ensure new staff details are passed over the payroll company and that personal details are kept confidential at all times
- Maintain petty cash system and arrange for cheques to be signed by manager for topping up the float
- Prepare supplier payments for authorisation by manager
- Complete the monthly banking
- Any other finance duties requested by management

**Meetings**
- Arrange quarterly board meetings ensuring previous meeting's minutes are sent out to Board in advance.
- Attend and record board meeting minutes
- Ensure agenda is agreed with Chair prior to being sent out
- Keep on file, signed copies of all minutes and reports
- Arrange staff meeting when requested by Manager
- Record staff meeting and circulate minutes once written up and agreed by manager
- Keep financial records updated and ready for yearend accounting

**Person Specification**

**Experience / Knowledge**

**Essential**
- NVQ or Diploma in Administration or equivalent
- Minimum of 2 years office administration experience
- Strong organisational and time management skills
- Proficient in Microsoft Office Suite (including word, excel)
- Excellent communication and interpersonal abilities
- Attention to detail and ability to multitask
- Flexibility to adapt to changing needs as well as working individually or as part of a team
- Good IT skills
- Self disciplined and motivated

**Desirable**
- Awareness of financial systems
- An interest in the arts
- Awareness of people with learning disabilities
- Ability to problem solve and make informed decisions
- Ability to work to tight timescales

**Job Type**: Part-time

**Salary**: £11.00-£12.00 per hour

Expected hours: 19.50 per week

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday

**Education**:

- Diploma of Higher Education (preferred)

**Experience**:

- Customer service: 2 years (preferred)
- Administrative experience: 2 years (required)

**Language**:

- English (required)

Licence/Certification:

- Driving Licence (preferred)

Ability to Commute:

- Peterborough (required)

Ability to Relocate:

- Peterborough: Relocate before starting work (preferred)

Work Location: In person


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