Northlight Art Studios Administrator
Job Description: Part-time 10 hrs per week (5 hours on Wednesdays, 5 hours on Thursdays, approx 9.30am to 2.30pm, plus one hour long meeting per month outside these hours)
Remuneration - £15 per hour. Open contract reviewed every 6 months. (5hrs NL Art Studios, 5hrs NL Art School)
The administrator of Northlight Art Studios will maintain a well organised administrative hub, liaising and coordinating with the studio management and education teams, prompting action and input; supplying relevant information; archiving data; maintaining records and systems.
General duties (some weekly, some occasional) to include:
Open and deal with post.
Check phone/email messages and respond/notify others.
Deal with utilities -gas, electric, water; phone, internet;
Arrange insurance, contract renegotiations and regular payments.
Pay bills, deposits to the PO; administrate direct debits/standing orders.
Pay rent, rates; deal with rates relief applications.
Prepare regular reports on relevant issues for team meetings.
Finance
Administrate petty cash.
Pay bills, deposits to the PO; administrate direct debits/standing orders.
Pay rent, rates; deal with rates relief applications.
Enter data onto management accounts.
Review account balances; identifying rent/income issues; financial planning.
Prepare annual accounts/ liaise with accountant.
Liaise with Treasurer on brief reports for meetings.
Assist Treasurer in producing Annual Report for AGM.
Liaise with Bank and Companies House.
Buildings H&S
First point of contact for landlord.
Coordinate computer, printer, Wifi maintenance; organise larger building/repair quotes.
Facilitate completion of members’ annual H&S record sheets.
Organise annual fire inspection and gas and electrical checks.
Organise and maintain all relevant records and documentation.
Studio membership
Enter and update studio members’ database.
Induct new members.
Process and administrate member’s deposits/standing orders.
Manage keys, key deposits and bonds.
Administrate studio application waiting list.
Attend bi-monthly members and management meetings. Type up, distribute and file minutes.
Art School
Work alongside Education Coordinator and Art School Technician.
Person the office at particular times.
Deal with payrolling and wages payments
Update Education accounts on a monthly basis
Process tutor and student payments and help maintain registers.
Process and deposit cash and cheques and other sundry monies.
Handle telephone enquiries and bookings.
Renew annual liability insurance.
Any other ad hoc administrative jobs required
List of Required skills and person specification
Good IT skills including Excel, Word and Access
Basic budgeting and accounting experience
Good written and verbal communication
Good time management
Good organisational skills
Attention to detail
A cheerful and approachable manner
Ability to work independently and as part of a team
Confidence
Confidentiality
Willingness to learn
Equality and diversity aware
Northlight Art Studios is a co-operative run by its members. In this position as our administrator you would be line managed by the Education Co-ordinator for the Art School part of the job and for all the other areas you would be supported by a co-op member.
If you are interested in applying for the role of Northlight Art Studios Administrator
Please email info@northlightstudio.co.uk with the following:
Name
Address
Phone
Please send your CV and a cover letter explaining how you would meet the job description.
Please send in applications by midnight of Sunday 23rd February
Start date: ASAP