Executive and Communications Support: Job Description and Person Specification

Job Description

Key tasks

General administration

• 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
• Support the Executive and Artistic Directors and other staff with data collection for monitoring, evaluation and reporting purposes
• Provide cover for the Welcome Desk Support staff meal breaks and other Welcome Desk cover on an ad hoc basis as required
• Support the co-ordination of the Welcome Desk cover rota
• Support set-up and catering for external hires and events
• Ensure stocks of stationery and staff refreshments are maintained

Marketing & Communications administration

• Help administer our ticketing system, Monad, working with the programming team to set-up events and classes for sale. Also occasionally work front of house to support ticket sales
• Be responsible for 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, creating and posting engaging, relevant, accurate and timely content reflecting the organisation’s tone of voice and brand
• Support the Marketing & Communications team with the monitoring and maintenance of South East Dance’s digital platforms, including collating social media insights and website statistics
• Attend weekly Marketing & Communications team meetings

Fundraising and financial administration 

• Acknowledge and record individual donations and send the list of donations to the Executive Director at the beginning of each month
• Enter purchase invoices and receipts on the expenditure record and forward them the correct budget holder for checking and authorisation
• Support the Finance Manager with the administration of petty cash if required

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, ensuring that refreshments are provided and remote access is available when required
• Take the minutes at Board and Finance & Audit committee meetings
• Write up meeting minutes and send to the Executive Director for review
• Provide other support with governance administration as required

HR Support

• Coordinate recruitment campaigns and processes in conjunction with line managers
• Support 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 and 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

Executive and Communications Support role 
How to Apply
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