HEARTH CENTRE ADMINISTRATOR

Job description for part-time post

The Hearth Arts Centre and Cafe is situated in Horsley Village, NE15 0NT

 

This is a permanent, part-time position of 15 hours per week, worked over three days per week in the office on site. The role covers responsibility for handling all administrative tasks relating to The Hearth.

You will work alongside the Board of Trustees, resident artists, Hearth Cafe and cleaner/caretaker to ensure the smooth running of the centre and its related activities.

 

We are seeking a friendly and organised administrator who is flexible and hardworking, has an interest in the arts and has a proven track record of working in a responsible Administration post.

The right candidate will have experience of working with IT and has competency in Microsoft Office, Excel, Sage and Social Media. You will enjoy working alongside other people, be able to work independently and have strong organisational capabilities.

 

OBJECTIVES:   

 

Administer the efficient & effective running of the Hearth this will require processing all correspondence, manage good filing processes

 

Liaise effectively with

  • All Trustees

  • Caretaker and Cleaning Services

  • The various “Users Groups” of The Hearth – artists, café staff, visitors, hall hirers, volunteers

 

To positively project the image of The Hearth

 

 

RESPONSIBILITIES:

 

These will include (but not exclusively)

 

  • Respond appropriately to correspondence, phone calls and visitors to The Hearth
     

  • Ensure an efficient and effective filing system in order to ensure timely management and retrieval of documents in order to deliver the Hearth’s business effectively
     

  • Raise invoices and collect payment from hall users at the time of their booking in line with agreed procedures. Oversee website PayPal ticket sales
     

  • Managing all bookings and payments for community Hall, confirm effective access and the security of the Hall.
     

  • Oversee cleaning and identify any required repairs and maintenance of the building.
     

  • Be the first point of contact with all Tenants and Hall hirers. Arrange and chair meetings with tenants as needed.
     

  • Support the planning of Events including Music Gigs, History talks, Special events etc.
     

  • Support artists in planning Art Fairs, including booking stallholders, advertising, risk assessments, and managing volunteers.
     

  • Reporting any relevant issues arising to the Board of Trustees, including writing & circulating a formal monthly Administrator’s report.
     

  • Update the Hearth’s website on a regular basis ensuring best promotion for events and workshops etc. Post on other websites i.e., tourists, local, art based etc. with regard to future events, workshops, and ensure all details are up to date
     

  • Write and send out regular newsletters to The Hearth’s mailing list
     

  • Picking out relevant, eye catching images for all visuals uses in newsletters and social media etc.
     

  • Promote all Hearth Events, including posting promotions for forthcoming events on Facebook, Instagram, twitter etc.  Manage tickets
     

  • Send listings of forthcoming events to local news sources/networks
     

  • Create posters, promotional materials and flyers etc

 

SKILLS/CHARACTERISTICS REQUIRED:  

 

  • Excellent Secretarial and Administration skills

  • Good level of IT competency – Microsoft Office, Excel, Sage and Social Media

  • Wix website management (or similar)

  • Well Organised and an ability to manage own time

  • Initiative and ability to work unsupervised

  • Problem solving

  • Ability to work with a wide range of people

  • Ability to think independently

  • Ability to prioritise

  • Good communication skills

  • Positive attitude

 

This unique role will require some flexibility i.e., at certain times such as Open Arts Fair weekends (twice a year) some additional hours may be required

Standard working hours will be 5 hours per day for 3 days each week. Rate of pay will be £10.56 per hour.

Terms of employment: flexible, the Hearth is willing to consider self-employed or employed status

 

APPLICATION PROCESS

 

Please electronically submit your CV and a covering letter to Jane Gibson, Chair of Trustees, no later than Thursday 6th May 2021. Email in confidence to    office@thehearth.co.uk

 

In your covering letter, please explain your suitability for the role, why you are keen on the position and your current, or most recent, salary.

Please include details of two referees. We will not contact your referees without your permission.

 

We look forward to hearing from you.