Events and Administrative Assistant Sheffield, England
Job description
Events and Administrative Assistant
Wage Rate
£ 11.55 per hour
Working Pattern
23 hours over 4 days
Contract Type
Permanent
Responsible To
Events & Admin Manager
Brief Description
The Foundry Sheffield is a registered charity (CIO) which took over the management of the historic City Centre Victoria Hall Methodist Church in the heart of Sheffield in 2015. Our core values are:
-Providing a safe space with good, accessible facilities;
-Demonstrating a bias for the poor, disadvantaged and those who feel marginalised;
-Modelling positive and respectful relationships with our partners, leaseholders, licensees, stakeholders and clients;
-Providing a high standard of hospitality and welcome.
Working for The Foundry, you will be given full training to enable you to learn and develop new skills whilst working safely. We are a supportive team, who want to enable our employees to flourish in the workplace.
The primary purpose of this role is to support the team with the efficient running of the organisation, acting as the first point of contact at the reception desk or via phone and email to all external stakeholders. The events and administrative assistant will perform administrative tasks such as invoicing customers, updating financial accounting software and taking minutes during meetings, alongside supporting the events team to ensure a satisfied customer from start to finish. The right candidate will be someone who is highly organised and can also demonstrate compassion and empathy to our service users. There will be an element of lone working in this role.
Please note that this role is subject to a satisfactory basic DBS check.
Main Duties and Responsibilities:
1. Financial Administration
Responsible for accurately invoicing customers in a timely manner, keeping the accounting software up to date, collating monthly payroll figures, reporting grant spend, and balancing QuickBooks. Supports the management team in the production of financial reports to present to trustees. Manages petty cash tin to enable reimbursement of volunteer travel expenses.
2. Customer Care
Representing the Foundry at the initial point of contact, through welcoming individuals into the building and answering phone and email enquiries. Liaising with and raising customer proposals, providing good service and communication between The Foundry and each individual customer. Maintaining a good relationship with tenants and regular building users and communicating information appropriately, liaising with church groups to ensure the continued good relationships.
3. Event Organisation
Working alongside the events team and customers to tailor each event to the customers specification; coordinating different stakeholders and activities to result in a successful event which runs to health and safety standards. Completing stock checks and ordering supplies. Liaising with the building team and contractors to ensure minimal disruption to any bookings.
4. Fire Marshall
Whilst on site you will be sometimes be the designated fire safety officer.
5. Administrative Duties
Coordinating the capturing and collating of data including event attendance, footfall, venue hire and associated reports. Attending sub-committees and trustee meetings to minute accurately. Distribution of meeting documents, minutes and any other information.
Maintaining and updating the bookings systems.
6. Marketing and Social Media
Supporting the team to implement the marketing strategies according to the marketing plan, assisting with content and responsible for updating the organisations social media channels, maintaining the website and creating a bi-monthly newsletter. Contributing to the creation of marketing signage and materials for windows and tv displays.
7. Any other duties and responsibilities
Ad hoc tasks as identified by the line manager as are within your capabilities and level of responsibility. We are a small team who cover aspects of other roles during periods of leave.
How to apply
For an application pack, please contact Rose Durant; [email protected] or contact the office on 0114 3492644. For an informal discussion, please contact Rachel on 0114 2721749.
Please note we will only accept applications via our application process and not via Indeed.
Closing date 15th April 2023. Interviews scheduled w/c 17th April and 24th April.
Whilst every effort has been made to outline all the main duties and responsibilities of the post, a document such as this does not permit every item to be specified in detail. The post holder may also, from time to time, be asked to undertake other reasonable duties commensurate with the grading of the post.
In addition to undertaking the duties as outlined above, the post holder will be expected to fully adhere to the following:
1. Equality
Act in accordance with the organisation’s Equality Policy, which is designed to prevent discrimination of any kind, and ensure equality of opportunity is a key principle that is continually embraced.
2. Safeguarding
Work to the current Foundry Safeguarding policy to ensure safe working practices and promote a safe working environment for all
3. Operational
Ensure that all duties are carried out in line with the organisations health and safety, operational, performance management, personnel, data protection and financial regulations policies and procedures.
4. Corporate Image
Always adopt a professional image and reflect the values of Victoria Hall with its users, events and tenants
5. Confidentiality
Maintain absolute confidentiality with regard to the organisation’s information and procedures, in particular following guidelines set for information governance and general data protection regulations.
Job Types: Part-time, Permanent
Part-time hours: 23 per week
Salary: £11.55 per hour
Benefits:
- Flexitime
- Transport links
Schedule:
- Flexitime
- Monday to Friday
- Weekend availability
Work Location: In person
Application deadline: 15/04/2023
