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Administration assistant

Administration assistant

remoteHybrid
ExpiresExpires: 28/06/2024
Operations / Facilities / Admin
Fixed term contract
Junior
£20,000 to £30,000 per year

Closing date for applications: 5pm, Friday 28th June 2024

Salary: £25,000 per annum

Contract: Fixed term contract to 31st March 2026, (with the potential to extend). Full time (37.5 hours per week)

 

Join the UK’s largest young people’s music charity, working in a varied and busy role within a collaborative, supportive environment.

We’re seeking an Administration Assistant to work alongside the Office Manager to provide Grants, Office and Finance admin support across the organisation to ensure the smooth running of Youth Music’s operations. The successful candidate will be a proactive individual, able to look ahead and plan for what’s coming up. You’ll also have strong IT and communication skills, experience managing multiple tasks and deadlines, with an eye for detail and an interest to work in the charity sector. You must have at least one year’s continuous experience working in a similar role.

Your administrative skills and experience will help us work towards our organisational outcomes; to equalise access and outcomes for children and young people, empower projects and professionals to survive and thrive, and inspire change amongst the creative ecosystem.

 

Key responsibilities

Office & finance administration

  • Working alongside the Office Manager to ensure the smooth running of the office. 
  • Responding to general enquiries.
  • Co-ordinating the weekly staff office duties rota.
  • Co-ordinating the internal meeting room booking schedule. 
  • Support the Office Manager to coordinate the prompt and accurate weekly grants and invoice authorisation and payments process.
  • Working alongside the Office Manager in the review of supplier’s contracts.
  • Preparing the monthly petty cash and credit card reconciliation for authorisation.
  • Depositing cheques and cash donations as soon as they are received and recording transactions. 
  • Overseeing the Finance inbox, monitoring enquiries and invoices. 
  • Ensuring all finance records are filed accurately and systematically. 
  • Provide HR administrative support. 
  • Providing administrative support across all teams as and when required. 

Grants administration

  • Coordinate grants programme shortlisting and assessment panel meetings including:
    • Setting up room bookings and online meeting links.
    • Inviting internal colleagues and external panellists. 
    • Preparing and circulating papers.
    • Room set up, greeting visitors, and arranging drinks and refreshments.
    • Minuting meetings.
  • Schedule the Grants and Learning Team enquiry rota, events and 1:1s for prospective applicants.
  • Collate photos, music and other digital assets from funded partner reports for use on our communications channels.
  • Provide administrative support for our youth participation activities. 
  • Supporting our work with Funding Advisors, including scheduling training, checking availability, and tracking invoices.

General

  • Carrying out all such additional duties as are reasonably commensurate with the role.
  • This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the post-holder will perform.

 

Knowledge, skills and experience

Essential

  • At least one year’s continuous experience working in a similar role.
  • Strong administration skills.
  • Strong communication and interpersonal skills.
  • Proactive approach to completing tasks and problem solving.
  • High level of proficiency using Microsoft Office, including Excel and Outlook.
  • Strong finance skills.
  • Experience of using cloud-based invoice processing/database systems.
  • Knowledge of and commitment to inclusion, diversity, equality and accessibility.

Desirable

  • Experience in a charity, agency, youth or music organisation.
  • Experience in writing meeting minutes.
  • An understanding of the principles of data protection.
  • Awareness of financial fraud risk management.
  • Knowledge of grant making.
  • Knowledge of using Salesforce and other databases. 
  • Understanding of the music education and / or music industries landscape.
  • Passion for music and interest in its benefits for individuals and society.

We welcome and encourage applications from candidates who are under-represented in the creative industries.

Please make sure that you state in your application that you found this role via Creative Access.

Fields of study

  • Music

Level of experience

  • Junior

Salary range

  • £20,000 to £30,000 per year