Administration & Communications Assistant: Job Description and Person Specification

Job Description  

 

Job Title: Administration and Communications Assistant

Responsible to: Executive Director  

Hours: Full time – 37.5 hours per week.  Regular working hours are 10.30am-6.30pm but some evening and weekend work will be necessary (no overtime is payable but time off in lieu may be taken in agreement with line manager).  

Contract: Permanent

Holiday  Entitlement: 22 days per annum plus Bank Holidays

Notice period: 1 month

Probationary  Period: 2 months

Place of work:  The Dance Space, 2 Market Square, Circus Street, Brighton, BN2 9AS

Salary: Currently £21,255, rising in line with Brighton Living Wage from 1 April 2024

Key tasks

General administration

• Ensure stocks of refreshments and stationery are maintained

• Ensure the smooth running of South East Dance’s office: liaise with Arts Data Systems Ltd on IT and phone issues, answer queries, ensure the office environment is tidy and safe  

• Organise staff meetings and other staff events  

• Provide reception cover for the Receptionists’ meal breaks and other cover on an ad hoc basis as required

• Organise the Reception cover rota

• Support set-up and catering for external hires and events
 

Communications administration

• Help administer our ticketing system, Monad, working with the programming team to set-up all events for sale. Also occasionally work front of house to support ticket sales

• Support the Head of Communications with the monitoring and maintenance of South East Dance’s social media platforms with engaging, relevant and timely content reflecting the organisation’s tone of voice and brand

• Assist with the day-to-day maintenance and updating of South East Dance’s website.  

• Assist with the in-house production of content for the website and our social channels and to help schedule and co-ordinate external content producers as required

• Monitor social media insights and website statistics, creating reports on digital reach of content

• Attend weekly Comms team meetings

 

Financial administration  

• Assist the Finance Manager in the operation of the South East Dance accounts email  

• Enter purchase invoices and receipts on the expenditure record and forward them the correct budget holder for checking and authorisation

• Support the reconciliation of staff credit card statements

• Acknowledge and record weekly individual donations and report to the Head of Fundraising & Development on trends

 

Governance administration

• Support the Executive Director to ensure all Board related documents and forms are correctly signed and filed  

• Organise Board, Finance & Audit and Remuneration committee meetings and any other meetings of the Trustees

• Organise meeting rooms, refreshments and remote access for meetings

• Attend Board, Finance & Audit and Remuneration committee meetings and take minutes

• Write up meeting minutes

 

HR Support

• Coordinate recruitment campaigns and the recruitment process in conjunction with line managers

• Record toil, sickness, absences and annual leave for staff

• Support the inductions for new staff in conjunction with line managers

 

Other

• Represent SED, its values and its work at all times  

• Work within all legislation and company policy including Equality, Diversity & Inclusion, Safeguarding, Health & Safety and Environmental  

• Be a Fire Warden and First Aider (training will be provided)

• Contribute actively to the overall activity of South East Dance, providing general assistance to colleagues as required

• Undertake any other tasks allocated by the Executive and Artistic Directors and Head of Communications

 

Person Specification 

 

Experience and skills

Essential

• Excellent computer/online skills with a high level of competence in Word, Excel, Outlook

• Excellent organisation skills

• Good writing skills with excellent attention to detail and ability to proof-read accurately    

• Good numerical understanding and ability to interpret basic data

• Experience or knowledge of using social media in a professional/promotional capacity, including basic content creation e.g. creating reels  

• Commitment to equality, diversity and inclusion  

• Able to work under own initiative and as part of a team  

• Competency at balancing a range of different demands and the ability to prioritise and meet deadlines

• A calm and well-organised approach and ability to work well under pressure in a busy environment

• Excellent inter-personal skills and the ability to relate to a wide range of people in a professional manner  

• Able and willing to work some evenings and weekends  

• Willingness to apply for a DBS (Disclosure and Barring) certificate
 

Desirable

• 12 months+ previous experience in a similar role

• Minute/note taking skills

• Understanding of Google Analytics and accessing insights on social media

• Experience of website editing and updating, using a CMS (Content Management System)

• Experience of working in an arts environment  

• Experience of computerised ticketing systems  

• Experience of handling confidential and sensitive information

• Experience in basic first aid and fire safety procedures  

• Experience of working in an arts or similar venue

• Design and video-editing skills

How to Apply
About South East Dance
About The Dance Space
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