About the role
We’re seeking a brilliantly organised and skilled Office Manager, capable of multitasking and working efficiently to support the work of our network of staff, freelancers and volunteers. You will be responsible for leading Villages in Action’s administrative functions across our 3 strands of work.
This role will suit someone with proven experience of administration and bookkeeping with an interest in the arts and not-for-profit sectors.
Responsibilities include, but are not limited to:
* Ensuring the smooth running of the office by supporting the wider Villages in Action team through day to day administration of our programme of activity
* Acting as the first point of contact, providing friendly advice and support both in person, on the phone and online as required with audiences, community groups, businesses and others
* Coordinating event related administration including contracts, invoices and compliance documentation
* Coordinating and minute-taking for staff and board meetings
* Maintaining digital archiving systems
* Ensuring health & safety requirements are met and all insurance cover is up to date
* IT administration: keeping software licences and maintenance contracts up to date
* Finance administration: Processing accounts payable and accounts receivable transactions, processing monthly payroll and pension, reconciling bank statements, ensuring compliance with accounting principles and regulations and producing financial management reports
About you
The successful candidate will demonstrate the following skills, attributes and personal qualities.
Essential
* Highly organised with the ability to work independently and prioritise workload within a fast-moving environment
* Excellent attention to detail, with exceptional organisational and interpersonal skills
* A confident and competent IT user
* A confident communicator with strong people skills, a warm, polite and friendly manner and experience of dealing with a range of people and stakeholders
* High standard of numerical skills, with a sound comprehension of bookkeeping, accounting payable/receivable principles and cashflow monitoring
* Commitment to principles of equality, diversity and inclusion
* Excellent written and verbal communication skills
* A proactive attitude to learning new systems
* Have a natural ‘can do’ attitude and dedication to collaborative working
Desirable
* Have previous experience working as an Office Manager, ideally in a creative community environment
* Knowledge and understanding of event management and performance
* Fluency in G Suite, Microsoft, Quickbooks (or equivalent)
Probation: The appointment is subject to a six-month probationary period.
Pension: Personal Pension with an employer contribution Member of the NEST Pension Scheme
Holidays: Annual leave entitlement of 20 days per annum pro rata (8.4 days), rising by one day per annum to a maximum of 25 in any one holiday year. The holiday leave year runs from 1 April 31 March. We reserve the right to nominate up to four days holiday per year to be taken over the Christmas period, and will notify you accordingly.
About us
Villages in Action is a not-for-profit organisation which enlivens and empowers communities in Devon (East Devon, Mid Devon, South Hams, Teignbridge and West Devon) through engagement with the arts. Our network of locally rooted co-curators imagine and shape new creative projects with us, inspired by what their communities want and need.
We are a network of volunteers, community venues and producers committed to improving access to culture by hosting exciting live creative events and activities in our rural, coastal and market towns. By supporting people to organise their own cultural activity, ViA aims to enhance the quality of life for our communities. At its heart, this model is about making work together, and making work happen together. Participatory activities, artist residencies and creative skills opportunities run alongside invitations to host and see visiting performances. Our aim is that, over time, this culturally-driven action-network will grow meaningful social & cultural capital within rural communities.
ViA is a registered charity and governed by a board of unpaid trustees, currently receiving funds from Arts Council England, East Devon District Council and other trusts and foundations.
Job Types: Part-time, Fixed term contract
Contract length: 12 months
Pay: £10,500.00 per year
Expected hours: 16 per week
Benefits:
* Casual dress
* On-site parking
* Sick pay
Work Location: In person
Application deadline: 10/10/2024
Reference ID: OfficeManager
Expected start date: 13/11/2024
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