Operations Assistant

Cosmopolitan Arts CIC; Leicester; On-site; GBP 20,000 - 30,000; Part time

Job summary

An established community interest company is seeking an enthusiastic Operations Assistant to support day-to-day operations. This role is perfect for detail-oriented individuals who thrive in a dynamic environment. You'll be involved in various administrative tasks, facility management, and event support, ensuring everything runs smoothly. With a commitment to cultural diversity and community engagement, this innovative firm offers the chance to make a meaningful impact while developing your skills. If you have a passion for the arts and enjoy a collaborative atmosphere, this is the opportunity for you!

Qualifications

• Degree level education or 3 years experience in an administrative role.
• Proficiency in Microsoft Office and strong organizational skills.

Responsibilities

• Assist with administrative tasks and manage scheduling effectively.
• Support HR functions and maintain a strong social media presence.

Skills

Verbal communication

Written communication

Organizational skills

Customer service

Attention to detail

Flexibility

Education

Degree level education

3 years experience in administration/operations

Tools

Microsoft Office Suite

Google Drive

Job description

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• This role offers the opportunity to transition to a full-time position after 3 months, subject to negotiation. The salary is negotiable based on experience and will be reviewed after the initial 3-month period of employment.

Application Closing Date: 21/02/2025

Interviews to be held: Week commencing 24/01/2025

Location: Office-based at Cosmopolitan Arts Centre, Parkside House, 72 Friday Street, Leicester LE1 3BW

About Us:

Founded in 2011, Cosmopolitan Arts community interest company CIC based in Leicester is dedicated to celebrating cultural diversity through the arts. At the heart of our organisation is a commitment to engaging people from all backgrounds, particularly those who may not usually access the arts. We aim to create high-quality, participatory arts experiences that inspire, challenge perceptions, and create community cohesion across cultural and social boundaries.

Overview:

We are seeking an enthusiastic and organised Operations Assistant to support our day-to-day operations. The ideal candidate will be detail-oriented, proactive, and able to handle multiple tasks efficiently. As the Operations Assistant, you will play a crucial role in ensuring the smooth functioning of our facility and administrative processes.

We are seeking a candidate with a strong command of the English language, capable of producing a wide range of written work styles with clarity and precision. The ideal candidate should be adaptable and able to craft engaging content across different formats.

Responsibilities:

Administration:

• Assist with administrative tasks including filing, data entry, and document management.
• Handle timing and scheduling of sessions, managing room bookings effectively.
• Support bookkeeping activities and assist with invoicing procedures.
• Handle inbound inquiries from clients, visitors, and stakeholders, providing prompt and courteous responses.
• Assist in maintaining a strong social media presence and manage updates on the company website.

Facility Management:

• Support with opening and closing the building, ensuring security protocols are followed.
• Monitor building security systems and address any issues promptly.
• Tidy up after sessions and ensure the facility is clean and organised at all times.
• Assist with setting up and dismantling equipment and materials as needed.

Human Resources:

• Assist with HR functions such as managing employee holidays, sick leave, and employment contracts.
• Take minutes during meetings and assist with organising board meetings and staff training sessions.
• Aid in the hiring process for freelance staff and artists, handling paperwork and logistics.

Event Support:

• Provide support with event management paperwork and logistics.
• Assist on event days with data collection from audiences and general support with the event.

Business Support

• Research business development opportunities and provide insights to support strategic decision-making.
• Support in the creation of materials and resources needed for business development initiatives.

Person Specification

Qualifications:

• Educated to degree level or at least 3 years of experience in an administration/operations role.

Experience and Abilities:

• Ability to manage multiple tasks simultaneously and prioritise workload effectively.
• Proven track record of maintaining a high level of organisation in a fast-paced environment.
• Excellent verbal and written communication skills with the ability to interact effectively with diverse stakeholders.
• Keen attention to detail and proficiency in taking accurate meeting minutes and conveying information clearly.
• Experience performing administrative tasks such as filing, data entry, and document/database management.
• Proficiency in office software, including Microsoft Office Suite (familiarity with Google Drive is desirable).
• Strong customer service skills, with the ability to handle enquiries promptly and professionally.
• Ability to represent the organisation positively to clients, visitors, and stakeholders.
• Ability to work independently and as part of a team, contributing positively to team dynamics and organisational goals.
• Knowledge of Arts Council England Investment Programmes and other funders (desirable).
• Genuine interest in and appreciation for arts and cultural activities.
• Basic knowledge of bookkeeping practices, invoicing, and financial record-keeping.
• Experience managing social media accounts and updating website content via content management systems (CMS).
• Basic knowledge of digital marketing principles and strategies to enhance online presence.
• Maintain a high level of professionalism and confidentiality in handling sensitive information.
• Familiarity with event management processes and procedures, including logistics planning and paperwork management.
• Uphold ethical standards and adhere to company policies and procedures.
• Ability to foster an inclusive environment that values and respects individuals from diverse backgrounds.
• Valid driver’s licence or access to transportation.
• Ability to work flexible hours, including evenings and weekends, as required by the organisation’s operational needs.

If you're passionate about arts and culture and thrive in a dynamic environment, we'd love to hear from you! Please submit your CV and cover letter detailing how you meet the person specification, when you could start, the details of 2 references and why you're interested in joining Cosmopolitan Arts to [e-mail].

Seniority level

• Entry level

Employment type

• Part-time

Job function

• Management and Manufacturing
• Industries
• Performing Arts