Personal Assistant & Business Support Administrator – apply now
SPID Theatre is looking for a committed Personal Assistant & Business Support Administrator. This role will report to the Head of Youth and Community Programs. This role is based in Treverton Towers Centre (W10 6BG) until SPID's refurbishment is completed and SPID moves back to Kensal House W10
Hours and pay
Tuesdays and Thursday 11-7
Saturdays 10.30-6.30
Wed or Fridays 11-7
28hpw (plus unpaid lunch hour) at Treverton Tower W10 @ £12.70ph = £355.60pw
Job description
Personal Assistance
Working closely with senior managerial or directorial staff to provide administrative support, usually on a one-to-one basis.
Helping Head of Youth to make the best use of their time by dealing with secretarial and administrative tasks. Understanding the organisation’s aims and objectives.
Acting with discretion and confidentiality
Arranging travel, visas and accommodation and, occasionally, travelling with the manager to take notes or dictation at meetings or to provide general assistance during presentations;
Screening phone calls, enquiries and requests, and handling them when appropriate
Business Support
Suggest and implement improvements and new ways of working
Assist in the execution of the Data Protection Practice
Oversee staff hours
Induct new staff and freelancers for the company
Create and oversee training schedule, book training according to the needs of the staff
Assist with project planning and coordination
Create policies and official SPID documents, approved by the Head of Youth and the Artistic Director
Coordinate the recruitment process, hiring freelancers and staff
Assist with recruitment drives by posting job ads, monitoring responses, shortlisting candidates, arranging interview slots and preparing paperwork
Oversee recruiting volunteers as required
Follow up the DBS check records amongst the staff
Familiarity with Gdrive and Excel and willingness to go the extra mile as needed to as deadlines and challenges demand
Office Management
Maintain stationary supplies, refreshments, ordering equipment etc…Welcome visitors to space
Making sure the office running smoothly
Communication
Manage google inboxes and reply to correspondence
Answer telephone, email and in person enquiries regarding projects
Act as a main point of contact for youth groups, parents, partners, facilitators, participants, press etc Have an understanding of the overall SPID team and community space and direct enquiries appropriately Attend a weekly fixed meeting with line manager to ensure project is on track
Marketing
Assist the marketing and outreach manager with project marketing as required Assist with social media and writing blog posts as required
Uploading content to YouTube and other online platforms
Workshops & Showcases
Source and purchase materials such as stationery, snacks, materials needed for shows etc…Setting up the workshop materials before and packing down after the workshops
Setting up sound equipment and projector when required
Assist with event managing performances and showcases at the end of each project block Assist with Oral History interviews
Project Documentation
Assists with research and organisation of historical content
Create contracts for new staff and freelancers based on templates
Create weekly project schedules and keep contact lists updated
Maintain archiving of all project documentation and photos/videos/oral history recordings
Update and file oral history agreements and photo/filming permissions
Assist Marketing and Outreach Manager in collating feedback on all projects and continually improve these systems
Ensure correct filing of major documents such as Memorandums and Formal Agreements with partner organisations
Take notes and create minutes for meetings as required
To apply
Write a CV and a cover letter (no longer than two sides of A4) addressed to "SPID Team" explaining why you are interested in this role and how your experience and skills match the person specification. Add to your Cover Letter two contact references (name, relation, email and mobile number).
Return the CV, the cover letter and DIVERSITY MONITORING FORM all in PDF format by email to [email protected] mentioning on the subject of the email "Personal Assistant & Business Support Administrator"