Roles and Responsibilities:
Office management:
- Being the first point of contact managing phone, email and online enquiries for both Liverpool and Bristol
- Ordering supplies
- Update calendar and HR software to ensure key meetings, staff holidays are accurate.
Sales and Bookings:
- To be responsible for the administration and management of bookings and sales from beginning to end
- To review the booking and customer relationship management systems
- Provide prompt and efficient customer service
- Promote the company’s services.
Executive Support:
- To support the executive function of the organisation as needed
- Assist executive team in HR administration as needed.
Databases and Monitoring:
- To manage and update Movema’s databases including; mailing lists, artists, DBS checks etc
- Maintaining the Monitoring & Evaluation system, creating quarterly and annual reports for the board, funders, annual report, and public dissemination.
Administration processes:
- Take responsibility for Movema’s administration processes
- Manage internal processes and update staff handbook.
Governance:
- Support the administration of Movema’s Governance responsibilities, ensuring policies are filed/ archived correctly and policy tracking system is updated
- Ensure online and paper files are GDPR compliant and aligned with Movema’s Data Protection Policy
- Support scheduling and take minutes of the Board meetings and other meetings
- Ensure that all records and documents relating to the Trustees are kept up to date
- Assist the Executive team with governance tasks such as filing the Annual Return with Companies House and the Charity Commission.
Other:
- Project and event support as needed, supporting the project manager especially with post-event administrative tasks
- Manage the schedule of Health & Safety, Safeguarding & First aid training for staff & support compliance across the organisation.
Person Specification
Essential Criteria:
- Excellent administrative skills with at least 3 years’ experience within the field of administration
- Excellent time management and organisational skills
- Outstanding written and verbal communication skills
- Experience with dealing with people on the phone and via email
- A commitment to Equal Opportunities and diversity in the workplace
- Advanced proficiency in all aspects of Microsoft Office Suite, Google drive and Dropbox
- Must be willing to work on a Mac computer and develop skills quickly to fulfil role
- Demonstrable the ability to work and remain calm in a sometimes-pressurised environment
- Someone who thrives in a team environment but can also work independently and prioritise their workload in a changing environment
- Proven experience of showing initiative
- Accuracy and attention to detail
- A positive and flexible approach.
Desirable, but not essential:
- Demonstrable interest in world cultures, arts and social equality
- Previously work in Charitable organisation.
Equality, Diversity, and Inclusion:
Movema celebrates diversity and we welcome applications from all backgrounds to develop a diverse team to serve and reflects the communities we engage. We particularly encourage applications from;
Individuals who identify as being/from the: African, South Asian, East Asian and/or Southeast Asian diaspora; Global majority – this includes but is not exclusive to people of Middle Eastern, Arab, Latinx, Jewish, Romany and Irish Traveller heritage; LGBTQIA+ community
And people who; are from working-class backgrounds and/or have Lived Experience of racism and/or other barriers that have impacted their ability to achieve their career potential.