Office Manager

Salary: £28,000pa
Hours: 37 hours per week
Reporting to: Director of Resources and Operations
Location: Severn Arts office, Worcester

Severn Arts is an ambitious, evolving cultural charity and we are seeking an efficient, organised, proactive and highly adaptable Office Manager.

This post comes at an exciting time in the organisation’s development and will contribute to a busy team at Severn Arts. We are seeking an experienced professional with meticulous attention to detail and strong multi-tasking and organisational capabilities.

The Office Manager is responsible for providing the full range of workplace management, including line management of our business support team, administrative and executive support for the CEO and senior leadership team.

Please note we are a safer recruitment organisation and therefore cannot accept CV’s. To be considered for this role you must complete an application form. This together with a full candidate pack can be downloaded from our website: https://www.severnarts.org.uk/office-manager

Duties and responsibilities

Office management

• Ensure the smooth running of the daily functions of the Severn Arts office.
• Liaising with suppliers and contractors to ensure the office is an efficient, safe and clean environment for people to work.
• Line manage a team of three business support staff.
• Oversee the daily operation of the music tuition management system, ensuring that adjustments and updates are made in a timely and efficient manner and that parents, students, teachers and schools have access to accurate and up to date information.
• Lead on the processing of music tuition charges relating to direct parental billing of music tuition and instrument hire, including direct customer liaison where required.
• Support the Finance Manager to ensure that the relevant adjustments are made in the music tuition management system to accurately prepare invoices and credits.
• Manage office supplies, budgets and contracts, to include insurances, lease and all building-related matters.
• Lead on implementing and maintaining procedures/office administrative systems.
• To act as the company’s GDPR officer and maintain databases and information using electronic and other systems as appropriate in compliance with the Data Protection Act.
• Organise meetings.
• Manage and monitor incoming correspondence, either dealing with or ensuring it is passed to the relevant person or team to be dealt with in a timely manner.
• Ensure that all complaints and queries are dealt with promptly and according to the relevant policies and procedures.
• Prepare letters, presentations and reports.

HR administration

• Managing recruitment administration, ensuring both line managers and candidates are kept up to date and follow the appropriate processes.
• Supporting the people and resources staff where necessary and developing efficient processes where required.
• Managing personnel files and ensuring they are kept up to date.

Executive support for CEO & directors

• Support senior managers with diary management and travel arrangements as required.
• Taking and typing up minutes and actions from meetings and working groups/committees.
• Supporting the development of key business processes and projects to ensure the smooth running of the organisation.

Severn Arts aims to become an organisation in which people of different backgrounds and cultures strive towards the same goals as equals. We welcome applications from all individuals. We are committed to promoting equality of opportunity and due respect for all employees and service users and encourage diversity of thought. We expect the duties described in this job description to be carried out in a professional manner, reflecting our equality, diversity and inclusion policies and procedures.

We particularly encourage applications from disabled people and people from black, Asian and minority ethnic backgrounds, as these groups are currently under-represented in the cultural sector.

Interviews will take place on Tuesday 2 May 2023.

Job Types: Full-time, Permanent

Salary: £25,000.00-£30,000.00 per year

Benefits:

• Company events
• Company pension
• On-site parking
• Sick pay

Schedule:

• Monday to Friday

Work Location: One location

Application deadline: 24/04/2023