Administrative Officer

Job Summary To provide administrative support in relation to the Arts Centre. To manage, supervise and allocate duties to part-time staff and casual panel in order to deliver a professional Front of House service, ensure a positive visitor experience and achieve a high standard of customer satisfaction.

Key Tasks 1. To lead, motivate and appraise those staff reporting directly to the post holder within agreed timescales and promote the development of staff to ensure the coordination of all work programmes to Line Managers and Casual Assistants meet and achieve the objectives of Council. 2. To provide administration support to the service through the processing of invoices and accounts, maintenance of spread sheets, documents, reports, presentations, the security and lodgement of weekly receipts, and checking and preparation of financial and other reports to designated officers. 3. To devise duty rotas, schedules, allocate duties, authorise timesheets, process leave sheets and give direction for the work of designated staff, volunteers and other contracted personnel and companies to deliver services within the budgets set. 4. To carry out risk assessments as necessary and regular fire drills and ensure health and safety requirements are adhered to at all times. This work includes testing of emergency lighting and fire alarm call points in accordance with required standards. 5. To identify any repairs needed, report any defects to the buildings, fixtures, fittings and equipment in the course of work, liaising with appropriate staff/contractors, as necessary. 6. To be responsible for administrating civic bookings in Down Arts Centre, responding to general enquiries from the public and other user groups and providing information on facilities as required. 7. To ensure security and public order of the Arts Centre or a special events Council. 8. When required, to assist with the setting up of events and activities for visitors, ensuring that high standards of customer care, visitor interaction and cleanliness are maintained so as to maximise the visitor enjoyment of the facilities. 9. To act as duty officer, taking full charge of the Arts Centre building and staff, or other venues/sites when appropriate, including out-of-hours and weekend work and emergency response. 10. To assist in the preparation of financial estimates for the Arts Service and administration of budgetary information. 11. To assist with the preparation and implementation of the Arts Service Business Plan. 12. To act as key holder and respond to emergency calls when required, assisting with the Arts emergency response as outlined in the Council’s emergency plan. 13. To ensure that Corporate Policies and procedures are adhered to at all times.

No job description can cover every issue that may arise within the post at various times and the post holder is expected to carry out other duties from time to time which are broadly consistent with those in this Job Description. Education / Qualifications Grade C or above in at least 4 GCSEs* or equivalent qualification one of which must be GCSE English Language or equivalent and one of which must be a GCSE in a numerate subject or equivalent. AND 1 years’ experience of assisting with the coordination, implementation and delivery of a programme of large-scale events. OR In lieu of qualifications 2 years’ experience of assisting with the co-ordination, implementation and delivery of a programme of large-scale events. Experience A minimum of 6 months experience of processing accounts and cash handling A minimum of 6 months experience of Reception duties and dealing with the Public. A minimum of 6 months experience in deploying staff, furniture, equipment and facilities for events. A minimum of 6 months experience of being a key holder. A minimum of 6 months experience of basic building maintenance activities eg. Flushing, reporting general maintenance issues and emergency lighting checks. Other Requirements Hold a full current driving licence and access to transport, or access to transport to meet the requirements of the post. Ability to work outside of normal office hours, including evenings, weekends and public/bank holidays. There will be a need to respond to security call outs. Salary: £30,296 - £33,024 per annum