We are seeking to appoint an enthusiastic and self-motivated Administrator who possesses good organisational and communication skills to join the team.
You will play a key role in assisting to ensure the smooth and efficient running of our new operational hub on site. As the first point of contact for visitors to the site, it is important that you create a friendly, courteous and welcoming atmosphere.
The successful candidate will be required to undertake a wide range of clerical and administrative duties, supporting the Board and assisting the General Manager in leading the organisation and development of the site.
Confidence in using technology, in particular Microsoft packages, is essential and basic understanding of Social Media and WordPress websites would be beneficial.
Full job description below.
Role title: Administrator
Company: The Crawick Multiverse Trust
Location: New operations hub @ Crawick Multiverse, Sanquhar, D&G
Reporting to: The General Manager
Role description prepared: August 2020
Role start date: ASAP
Closing date for applications: 28th August 2020
It is essential for candidates to:
• Have at least 3 years office/ administrative experience
• Demonstrate a flexible, proactive and organised approach to work
• Be able to use own initiative
• Have an excellent eye for detail as well as strong numeracy and communication skills (written and verbal)
• Be proficient in the use of Microsoft Office suite and experienced with online communications, such as Zoom, Microsoft teams etc.
• Be experienced in creating management information reports & note taking
• Be happy to work well within a small team
• Have an understanding of how to use social media channels
• A basic knowledge of WordPress websites would be beneficial
Living in the local area will be an advantage
Hours of work: 15 hours per week; 3 hours per day/ 5 days per week.
Type of contract: Permanent
Salary and benefits:
The salary will be circa £7500 p.a (18000 FTE) depending on experience. Benefits of employment include full-time equivalent of 28 days’ leave per year (including public holidays) and employer pension contribution of 3% of salary.
This is an exciting opportunity to join the Trust at a “start-up” phase, as we move to a clear vision of the Multiverse’s purpose, with a move from our Sanquhar office to the newly installed offices on the site itself during September.
Crawick Multiverse Trust was established with charitable status in 2008 to manage and develop an extraordinary and innovative land art project created by international land artist and theorist, the late Charles Jencks. The purpose of this major land restoration is to transform a former opencast coalmine into a public amenity for the enjoyment of the local community and audiences from further afield. The 55-acre Crawick Multiverse explores themes of astronomy and cosmology, embedding them into the landscape.
On-site visitor facilities are currently in the making to improve the visitor experience, expand the events programme and establish the Multiverse as an exceptional outdoor venue. A “soft” opening in September will be followed by a formal opening in October 2020.
Hosting on-site performances from all the Arts, talks and outdoor educational opportunities, the Multiverse seeks to become recognised as an accessible space for multidisciplinary collaborations attracting a diverse spectrum of people and organisations.
Outline of role & responsibilities:
Provision of a wide range of support to the General Manager and the Board.
Acting as first point of contact for visitors, managing incoming calls/email and providing excellent customer service.
Using MS Office prepare and produce papers, letters, e-mails, spreadsheets, and presentations. Ensure all work is proofed (by you) to a high standard and that correct grammar and punctuation is in place.
Maintain an efficient mainly computer based filing system, ensuring that maintenance is accurate, and information can be easily accessed. Archive and destroy records in a secure way once they no longer need to be retained. Ensure compliance with GDPR and all statutory guidelines.
Answer and deal with all contacts, including those via social media in a pleasant, efficient and professional manner.
Prepare Board papers (monthly) ; take minutes and distribute information to the 5 Board members.
Liaise with volunteers and suppliers.
Prepare both virtual and actual the meeting room for meetings as required, including provision of technology.
Manage, check, replenish and order supplies for the office on a regular basis.
Ensure the office facilities are kept clean and tidy.
Log annual leave taken by the team.
Update health and safety procedures and other related administration for the office as required.
Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity.
Work closely with the General Manager and support them in their role.
Follow company policies and procedures in relation to Health & Safety. Co-operate with colleagues to ensure that Crawick Multiverse is a safe place to work & visit. Inform your line manager if you have any concerns or questions.
Undertake such other duties as may be required from time to time and are consistent with the responsibilities of the role.
CV and covering letter should be sent to firstname.lastname@example.org