Office Administrator - 20-25 hrs per week – FT equivalent from £24,000

To ensure the smooth run­ning of the Trust group and be the cen­tral point of contact

17:00 15/03/23
20-25 hrs per week – FT equivalent £24K
Contact Name
Rachel Kelly
For full details and how to apply please visit this link:

This job description is a guide to the nature of the work. It is not wholly comprehensive or restrictive and may be reviewed as required; other responsibilities may be added depending on experience and need. • Meetings administration; includes managing committee/board/AGM meeting diaries, preparing paperwork, attending the AGM and board meetings, taking minutes at the AGM and board meeting (board meetings and AGM take place in the evening) • insurance, risk assessments, Trust policy amendments, procedures and compliance – with guidance from the finance manager • Ensuring all trustees, staff and volunteers are aware of and follow the Data GDPR & IT policy, the Health & Safety policy procurement policy and risk assessment guidance. • Volunteer main point of contact and responsible for ensuring the volunteers are up to date on their training and Trust policies and procedures • Creating the volunteer rotas for the gallery shop (the rotas for the volunteers for other areas of the Trust sit with the relevant project managers) • Supporting the team with events and workshops (helping set up room for events/workshops and turning on room heating etc.) • Handle all exhibition specific administration. This can include tasks such as labelling, price lists and numbering, printing of handouts, event licences, private view planning, order bar supplies), with guidance from the arts officer and curator • Stock management/labelling/reports for the gallery shop, with guidance from the arts officer and curator • Manage the till/reconciliation/reports for the gallery shop and train and assist the shop volunteers • Website management – ensure the three Trust websites and the Visit Moretonhampstead website are current and up to date. Content will be supplied by the arts officer for Greenhill, the development manager for Trust, project manager for Wellmoor. You may also be involved in relaunching the Visit Moretonhampstead website • overseeing the schedule of maintenance - painting/alarms/lift/fire/bins/cleaning etc– as provided by the finance manager, and building this to create an operations and maintenance file. • Monitoring the tenancy leases (office/art studios/youth club) of the Green Hill building; the negotiation and renewal of said leases sits with the finance officer but the office administrator is the first point of call for tenant’s building issues etc. • Manage the photocopier and stationery purchasing/budget • Manage the meeting room and equipment bookings and ensuring the room is ready and hirers are aware of their responsibilities and how to unlock and lock etc. and to be the Trust’s main point of contact regarding access to the building