Our Blog

Job Title:                Office Administrator

Reports to:             Board of Directors

Responsible for:     Co-ordination and administration of all activities of Armagh Rhymers

Main purpose of job:
The Armagh Rhymers Educational & Cultural Organisation are recruiting an Office Administrator to manage the day to day administration associated with the group.

This contract is funded by the Arts Council of Northern Ireland under their Annual Funding Programme and is dependent on grant funds. The initial contract is for one year, subject to three month probationary period.

Location:           Old Hospital Building, Armagh

Contract:           Fixed Term up to 1year                                                            

Hours:               20 per week, mainly between the hours of 9a.m. – 1 p.m

Salary:               £15 per hour

For job application pack email info@armaghrhymers.com

The closing date for submission of Cover Letter & CV for the above post is:

1.00pm on Friday, 7^th September 2018

 

Application Pack

 

Thank you for requesting an application pack for the post of:

 

Office Administrator

The Armagh Rhymers Educational & Cultural Organisation

 

Please find enclosed:

 

• Job description
• Candidate specification
• General Information
• Monitoring Form

 

 

Please return CV and cover letter to info@armaghrhymers.com  or by post to –

 

Board of Directors (Job Application)

Armagh Rhymers Educational & Cultural Organisation

Old Hospital Building

39a Abbey Street

ARMAGH  BT61  7DY

 

 

The closing date for submission of Cover Letter & CV for the above post is:

1.00pm on Friday, 7^th September 2018

Please note:

References will be required if you are shortlisted for the above post.

 

 

 

 

 

 

 

 

 

Job Description

Job Title:                Office Administrator

Reporting to:         The Board of Directors

Information:          The Armagh Rhymers are one of the most celebrated traditional music and theatre ensembles on the island of Ireland. Founded in 1978, we have delighted audiences in schools, festivals throughout Ireland and around the world.

As a relatively small arts charity it is essential that the Office Administrator is committed to effective team work and is willing and eager to participate in all aspects of Armagh Rhymer’s work.

This contract is funded by the Arts Council of Northern Ireland under their Annual Funding Programme and is dependent on grant funds.

                                                                                                                  

Purpose:       The Armagh Rhymers Educational & Cultural Organisation are recruiting a Office Administrator to manage the day to day administration associated with the group.

This contract is funded by the Arts Council of Northern Ireland under their Annual Funding Programme and is dependent on grant funds. The initial contract is for one year, subject to three month probationary period.

Key Responsibilities:

Planning, Preparation and Co-ordination

1. Successful candidate will staff the office daily and respond to all email and telephone correspondence to ensure the smooth and effective running of the organisation
2. Managing office on-line and desk diary for bookings and availability
3. Liaising with stakeholders in relation to projects e.g. schools, venues, festivals, museums and international partner organisations
4. Liaising and co-ordinating with part-time Project Development Officer
5. Liaising closely with members of the group on all of the above

Liaising with the Board of Directors

1. Preparing relevant reports for Board meetings.
2. Providing input to Board of Directors meetings and other Board meetings [eg minutes/agenda] as requested.

Fundraising, Grant & Funding Management

1. Working with the Project Development Officer, ensure projects are completed as described and ensuring that all funding conditions are met.
2. Ensuring grants, fees and other payments are received from funders and partner organisations etc and are properly accounted for.
3. Accurate record keeping e.g. event details; artist invoices; participant evaluation; event feedback etc.

Operational

1. Managing company banking/accounts
2. Overseeing invoicing and lodgements in compliance with Armagh Rhymer’s agreed Financial Procedures.
3. Paying performers/ suppliers via on-line banking system in compliance with Armagh Rhymer’s agreed Financial Procedures.
4. Be involved in the ongoing implementation of Armagh Rhymer’s Policies and Procedures including Safeguarding, Health and Safety etc.

Marketing and Publicity

1. Contributing to the effective marketing of Armagh Rhymers and its workshops and events.
2. Promoting Armagh Rhymer activities through social media e.g. Facebook, Instagram.
3. Build and maintain contact with schools and other partners.

General Duties

1. Undertaking any other duties as may reasonably be required to ensure the efficient and effective functioning of The Armagh Rhymers Educational & Cultural Organisation.
2. Undertaking any mandatory training and any other relevant training as required.

 

 

Job Specification

ARTS ADMINISTRATOR

Criteria	Essential	Desirable
Qualifications/Attainments	·      5 GCSEs / or equivalent including English & Maths
Relevant Knowledge and Experience	·      Up to 2-5 years relevant administration experience. ·      Experience of working and providing a smooth efficient service to a range of stakeholders ·      Experience of working to deadlines ·      Evidence of  independently developing new partnerships and generating new opportunities	·       Experience of website and social media administration. ·       Evidence of active engagement with the traditional arts or cultural or heritage sector ·       Knowledge of GDPR
Skills and Competencies	·      Excellent planning and organisational skills ·      Excellent Admin skills including attention to detail and record keeping ·      Excellent interpersonal and communication skills, happy and confident working with and supporting a team and Board of Directors ·      Proven effective time management ·      Strong technical skills i.e. professional experience with full Microsoft package. ·      Results focused with ability to work on own initiative ·      Experience of managing/monitoring on-linebanking, lodgements/tracking income and expenditure/preparing accounts for auditors ·       Evidence of an ability to use Sage or equivalent financial accounts software	·       Evidence of working in the Arts/Cultural or Heritage sector.
Circumstances		·    Valid driving licence ·    Ability to travel as required ·    Flexibility to work outside office hours if required

 

 

GENERAL INFORMATION

 

This contract is funded by the Arts Council of Northern Ireland under their Annual Funding Programme and is dependent on grant funds.

Contract:    Fixed Term up to 1 year with a probationary period of three months                                                                    

Salary:         £15 per hour

Location:     The Rhymers Office

                         Old Hospital Building, 39a Abbey Street, ARMAGH BT61 7DY

Hours:           20 hours per week normally between 09:00am and 1:00pm.

 

Probationary period:

There is a probationary period of 3 months which may be terminated at a month’s notice by either party.

 

Variation to the Terms

The Armagh Rhymers reserves the right to vary the terms of this arrangement subject to prior notification being given and after appropriate consultation has taken place.