People Dancing are looking for an enthusiastic and organised individual to support the administration of our office and projects.
Based in Leicester’s Cultural Quarter at the LCB Depot, you will be joining a small team of 10 staff, working closely with the General Manager with a focus on financial administration, customer service and office administration. This would be an excellent opportunity for a highly motivated individual with an interest in arts administration.
Responsibilities and accountabilities:
Organisational administration
- Provide a telephone reception service, responding to enquires and requests for
information and forwarding incoming calls and messages to other staff as appropriate
- Manage enquiries to and responses from the organisation’s general email address(s)
- Operate the post in and out systems, and take responsibility for deliveries and collections
- Service internal and external meetings; organise meeting rooms and conference calls,
distributing papers, making travel and accommodation arrangements for staff etc.
- Maintain office supplies and facilities; oversee service and maintenance agreements for
office equipment and liaise with IT support suppliers as appropriate
- Operate organisational filing and storage systems, ensuring they are up to date and
accurate, fit for purpose and compliant with organisational policies
- Maintain office diary and other systems that support effective internal communications
- Produce and distribute notes/minutes from monthly Team Meetings
- Provide administrative support for events and activities, attending events as required
- Support the General Manager and other staff with the administration of the organisation
and its operation as required.
Customer services
- Respond to and service requests for information by users and customers e.g. Disclosure
and Barring Service packs, membership information, book sales etc. and assist generally
with the distribution of information from the organisation
- Receive and process applications for online learning programmes, keeping accurate
records of sign-ups, issuing of passwords to users and responding to enquires from
learners about accessing and using the system
- Assist with processing bookings for events, courses etc and membership joining, and
renewals as required
- Maintain accurate customer data records in line with organisational procedures, including
inputting data on behalf of other team members when needed
- Process customer payments and maintain records in line with organisational systems.
Financial administration
- Carry out day-to-day financial administration, using the organisation’s accounting
systems (software and paper files; training provided) including recording purchase orders
and payments made; recording payments received, issuing sales invoices & receipts
- Manage the petty cash system and produce a monthly reconciliation report
- Undertake banking of cheques and cash
- Maintain company credit card records, in association with card-holders
- Prepare quarterly sales reconciliation reports for online learning programmes and other
products/services as required
- Pursue late payments from customers
- With the General Manager, provide information and system reports to assist with the
preparation of monthly management accounts and other financial reporting as required.
Organisational development (common to all staff at People Dancing)
- Contribute to the efficiency and effectiveness of current information and communication
technology systems and the development and implementation of new ones, as
appropriate
- Occasional attendance at People Dancing external events
- Participate in the organisation’s Staff Development and Appraisal schemes
- Implement where required the organisation’s Health and Safety policies
- Carry out duties with an understanding of, and commitment to, the organisation’s Equal
Opportunities policy and strategies
- Undertake whatever other duties may be necessary to help achieve the purpose of this
post and the mission of the organisation.
For further information please see downloadable job description below.