Administrator

Closing date: 5pm, Wednesday 2 October 2024

Interviews: Week commencing 14 October 2024

Salary: £24,000 per annum

Contract: Full-time permanent position

Are you a highly organised individual with a knack for finance and a passion for supporting a dynamic office environment?

The Contemporary Art Society currently has a membership of 78 museums across the UK: from Plymouth in the South to Orkney in the north, from Swansea in the West to Norwich in the East. These museums welcome more than 21 million visitors a year collectively.

This general administration role is key in ensuring that all financial paperwork is accurately recorded and organised, while also assisting the Office Manager with the smooth operation of the office. The role involves supporting our outsourced finance function (JS2) and serving as the initial point of contact for their queries.The post holder reports to and provides support for the Deputy Director.

This position is five days/ week. Usual working hours are 9.30-5.30. Occasional evening work may be required.  

Key responsibilities

Finance

• To collate financial information on a weekly basis to be sent to JS2, including invoices and income details, ensuring all information is correctly coded and authorised by budget holders
• To receive debtors reports and ensure debtors are chased and recovered.
• To ensure managers have provided details of sales invoices to be raised and these are provided to JS2 in accordance with the agreed timetable.
• To ensure monthly charge card statements are logged, coded, authorised, and all receipts provided 
• To file financial information 
• To deal with general banking enquiries.
• To maintain sterling & foreign currency petty cash spreadsheet, reconcile weekly and ensure top-ups are made as needed.
• Direct debits – set up new Patron direct debits, maintain paperwork and inform the Development team of any direct debits received.  Cancel direct debits when necessary.
• Paypal – code any PayPal income received and transfer balance across to the main bank account.

General duties

• To provide general office support, covering for the Office Manager in their absence, including opening post, answering incoming calls and receiving visitors
• To provide support to the Deputy Director as appropriate, including matters related to the management and servicing of the Board. 
• Any other duties appropriate to the post as assigned by the Deputy Director or Director.

Knowledge, skills and experience

• A high level of organisational ability, with perfect attention to detail
• Experience of managing a database
• Good team working skills
• Excellent time management skills and the ability to multi-task and manage competing priorities
• Interest in finance and strong financial literacy.

Desirable experience:

• Experience working within a small team 
• Commitment to the aims and ethos of the Contemporary Art 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.