The Recognised Awards and Administrative Officer will administer and advance CDMT’s Recognised Awards scheme for pre-vocational dance, drama and performing arts Schools and Teachers as well as provide efficient and effective office and project support to all members of staff.
Purpose of the post
To administer and advance CDMT’s Recognised Awards scheme and provide efficient and effective administrative and project support to all members of CDMT staff.
This post would suit someone interested in furthering a career in administration in the arts.
The post holder will be expected to make a substantial contribution to the efficient administration of the CDMT.
Excellent written and verbal communication skills, a confident, assured and personable telephone manner, a high standard of literacy and numeracy and a professional approach to work are essential to this post.
PRINCIPAL RESPONSIBILITIES
- To contribute to the work of the CDMT by:
Recognised Awards scheme
- Administering applications and renewals for the CDMT’s Recognised Awards scheme
- Maintaining hard copy and electronic filing systems
- Liaising with CDMT’s technology providers in relation to the Recognised Awards’ online application and renewal system
- Advancing the growth of the CDMT’s Recognised Awards scheme through mail shots, social media, presentations etc.
Organisation
- Supporting officers in arranging meetings, projects, seminars and special events
- Booking travel and accommodation for CDMT and assessing officers as required
- Liaising with CDMT’s technology and telephonic providers as necessary, in relation to general office systems
- Opening and closing the office
Information
- Sorting, distributing and posting incoming correspondence and outgoing mail
- Maintaining and updating mailing lists and contact details on databases
- Collating and sorting information using data collection software and generating reports from collected data
- Answering general queries as part of CDMT’s information service
- Updating information on websites and social media as required
- Attending meetings and taking minutes as required
- Checking reports and preparing them onto templates
Financial
- Paying money into CDMT’s bank accounts
- Assisting the Finance Officer in regard to the administration of the Recognised Awards scheme
Initiatives
- Assisting with the administration, organisation and execution of various initiatives such as the CDMT’s Annual Dance, Drama and Musical Theatre Careers Conference and Showcase Performance.
General
- Photocopying, printing and distribution of materials
- Monitoring and ordering stationary, office materials and supplies
- Liaising with maintenance and support companies, towards efficient operation of the office
- Answering the telephone and greeting visitors to the office
- Purchasing and servicing refreshments for visitors to the office
- Assisting in maintaining the office environment
- Undertaking any other duties that may reasonably be requested.
PERSON SPECIFICATION
- Experience, knowledge and skills required
- Previous work experience within an office environment
- Excellent written and verbal communication skills
- A high standard of literacy and numeracy
- A confident, assured and personable telephone manner
- Computer literacy and familiarity with Microsoft Office and Outlook • Well organised, accurate with a concern for detail
- An ability to prioritise and to be proactive
- Excellent interpersonal skills and a commitment to supporting and working with others
- An ability to work as part of a team
- An ability to work calmly under pressure and to maintain a sense of balance
- A commitment to equal opportunities
- A proven interest in dance, drama, musical theatre and/or the performing arts
- Familiarity with Eventbrite and SurveyMonkey software would be an advantage.
TERMS OF EMPLOYMENT
The terms below do not form part of a contract and are for information only.
On appointment the successful applicant will be issued with a contract setting out the full terms of employment.
- Initial 12-months contract with potential for progression
- 37.5 hours per week
- Normal office hours are Monday to Friday from 9.30am – 5.00pm
- 22 days annual vacation, (dates by agreement with the Director) plus statutory holidays
- Two months period of notice on either side subject to the successful completion of a four-month probationary period
- CDMT operates a pension scheme
- CDMT is an equal opportunities employer.