Office Administrator

Outside In is looking for a part-time Office Administrator to support the smooth running of the office and to provide administrative support to the Training Programme Manager.

If you have at least one year’s experience in a similar administrative role and would enjoy being the first point of contact for phone and email enquiries about the charity we would like to hear from you.

This is a part-time, three day a week role (22.5 hours) with the expectation that the Office Administrator will work in the Brighton office for two days a week with one day working remotely. Normal travel costs to the office will not be reimbursed but travel to other locations i.e. storage unit, exhibitions etc will be reimbursed.

We are open to receiving applications from candidates who would like to work flexible hours across the week, but due to the office-based nature of this role the Office Administrator should live within a commutable distance from Brighton and Hove.

Duties and Responsibilities

General Administration (2 days a week)

• Acting as first point of contact for Outside In by dealing with phone and email enquiries from artists and suppliers, responding where appropriate and signposting to other members of the team where necessary
• Managing the Capsule CRM, taking overall responsibility for updating the CRM and tagging contacts
• Minute taking in meetings as required, and transcribing AAG meeting minutes (quarterly)
• Collecting the post on a weekly basis (Brighton) and notifying relevant team members
• Arranging postage of Outside In books and keeping the inventory updated
• Managing data collection using Illuminate, Survey Monkey and Julie’s Bicycle to fulfil ACE reporting obligations (full training will be provided)
• Supporting the Operations Manager with general finance administration (Xero) – uploading invoices, receipts etc
• Supporting artists with their online galleries when required including resetting passwords and checking comments.

Step Up Administration (1 day a week)

Support the Training Programme Manager with administration around Step Up which will include:

• Technical support at online events
• Working with the Training Programme Manager to create Step Up communications
• Subtitling Step Up and other Outside In online recordings as required
• Undertaking local research around galleries/museums that are hosting Step Up courses to find and contact local artist groups or community groups, supported studios etc.

Person Specification

Essential skills

• At least one year’s administrative experience in a similar role
• Excellent organisation and administrative skills
• Strong written and verbal communication skills
• Excellent attention to detail
• Ability to work flexibly and meet deadlines
• Ability to work independently
• An enthusiastic and supportive team player
• Confident user of Microsoft Office
• Experience of using CRMs, and an interest in CRM management
• Proven commitment to inclusion and diversity

Desirable skills

• Experience of working with people with a range of support needs and an understanding of different access requirements
• A keen interest in the arts
• Experience of using Xero
• An understanding of the reporting requirements for Arts Council England

Seniority level

Entry level

Employment type

Part-time

Job function

Administrative

Industries

Artists and Writers