Administrative Assistant

**About us**

Gazebo Theatre is a small business in Bilston, WV14 6AA. We are professional and agile.

Our work environment includes:

- Modern office setting

Outline Job Description: Administration Assistant

**Salary** £20971 pro rata

**Pension**: Access to a Stakeholder Pension Scheme is available

**Holiday**: 25 days per year + Statutory Holidays pro rata

**Hours**: 18.5 hours per week

**Responsible to**: Finance and Office Manager

**Purpose of the Role**:
**Main Duties and Responsibilities**:
**Administrative / Financial**

To lead on general administrative duties such as filing, typing, copying, binding, scanning etc.

To answer phone calls, schedule meetings and support visitors who attend the organisation.

To support the team by performing tasks related to organisation and project requirements, ensuring all administrative actions meet the requirements of the projects they relate to.

To demonstrate strong communication for customers and clients.

To maintain supply inventory by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders..

To support financial management processes such as the collection and recording of receipts inline with internal financial processes.

To support with archiving and management of all internal paperwork.

To support in the preparation of relevant papers and reports.

To organise the company’s filing systems and updating office and project databases.

Support internal staff communications across the organisation.

To assist with the printing and production of documents for all organisational needs such as marketing, evaluation, or HR purposes.

To ensure the compliance of all collected documentation is in line with GDPR requirements.

To book meeting rooms for colleagues and arrange meeting schedules.

To maintain contact and mailing lists.

To assist with processing invoices, tracking receipts, inputting expenses and other basic bookkeeping tasks.

**Reception and Building Management**

To lead on reception duties, welcoming visitors to the building, ensuring compliance with fire and health and safety processes and showing them to meetings.

To manage the entry door systems.

To take messages and ensure they are managed and distributed to the relevant team member.

To help support the building maintenance by reporting any Health and Safety concerns, any hazards or general repair needs.

To assist the financial bookkeeping of the charity supporting with invoice tracking, sales ledger and general data entry tracking.

**General**

To represent the company on a local, regional and national basis.

To attend such training courses, conferences, meetings and performances, as are necessary to fulfil the obligations of the post, as agreed with the Finance and Office Manager

Keep up to date with best practice and trends in administration

To comply with all Company Policies.

Develop an understanding of Gazebo’s vision, values and brand.

To act at all times in the best interests of the Company, acting as an ambassador for Gazebo.

To undertake and assist in other areas of the organisation’s work that may lie outside these principal functions.

**Person Specification
- **Skills and Experience

Ideal

Experience in an administration role for more than 2 years

Experienced user of Microsoft Office, including Word, Excel, Outlook, PowerPoint

Experience taking phone calls from organisations, businesses and the general public

Experience with documentation management

Experience with supply and inventory management

Excellent time management skills and the ability to prioritise work

DESIRABLE

Experience of working in the arts and/or the charity sector

Experience in an administration role for more than 3 years

Knowledge and experience of QuickBooks or equivalent bookkeeping software

Working knowledge of office equipment, like printers and fax machines

PERSONAL

Has excellent communication skills

Well organised with the ability to prioritise and work effectively across multiple tasks to meet deadlines and targets.

Attention to detail and commitment to achieving high standards.

Motivated and able to work within a team as well as being able to work independently, using own initiative to problem solve.

Creative, confident and flexible with a positive attitude.

An interest in theatre, arts and community inclusion.

A commitment to equality, inclusion and diversity.

**Job Types**: Part-time, Permanent
Part-time hours: 18.5 per week

**Salary**: £10.90 per hour

Expected hours: 18.5 per week

**Benefits**:

- Company pension

Schedule:

- Holidays
- Monday to Friday
- No weekends

Ability to commute/relocate:

- Bilston, WV14 6AA: reliably commute or plan to relocate before starting work (required)

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: In person