Administrative Assistant at Yorkshire Dance Monday 8th June 2009
Yorkshire Dance are currently recruiting an Administrative Assistant who will be charged with providing a high standard of administrative support to the management and directorate, and plays an essential role in the organisation and implementation of Yorkshire Dances core systems and processes. This post also assists the Front of House team in the operation of the Box Office and contributes to the smoother running of the organisations corporate activities.
Salary £14,000, permanent, full time.
Objectives of the Post:
to ensure that the administrative requirements of the management team are met
to provide excellent administrative support to the organisation
to supervise and maintain centralised administrative systems (e.g. correspondence records, contracting, filing, etc)
to provide cover for the Receptionist function in the absence of the relevant staff
to monitor, purchase and maintain adequate stationery stocks
Key Duties and Responsibilities of the Administrative Assistant:
to deal with general telephone enquiries in the absence of the Receptionist and during busy times or refer the call on to the appropriate member of staff
to deal appropriately with written correspondence at the request of the Management Team and Directorate
to deal with incoming and outgoing mail, e-mail and faxes appropriately and to stated guidelines
to prepare accurate word processed and formatted copy for letters, papers, and other documents as requested
to proof-read documentation and maintain an excellent standard of accuracy for self-generated work as well as that generated by other members of staff
to be responsible for all photocopying and collation of paperwork within Yorkshire Dance
to maintain the centralised filing system (both electronic and paper-based)
to be responsible for the storage and retrieval of both current data and archive material in various formats (i.e. hard copy and computerised) both on the premises and off site
to be responsible for the maintenance of a centralised database of contacts
to be responsible for the continued subscription, circulation and storage of approved journals and publications
to book staff travel and accommodation when necessary
to assist with the recruitment of administration staff and freelance tutors as and when necessary
to assist with room lettings as deemed necessary
to act as liaison with the computer support contractors and support other staff with IT- related queries
to provide assistance in the Box Office as deemed necessary
to produce purchase orders and maintain the central order system
maintain a record of staff timesheets and assist with the centralised monitoring and recording of staff hours
to provide administrative support to the Community & Learning Manager
take minutes at staff meetings, Board meetings and other meetings or committee as deemed necessary by the Management Team
to provide visitors to the organisation with refreshments and catering as necessary in the absence of, or in assistance of, the Receptionist
to assist with the weekly banking procedure as necessary
to run a petty cash tin for small incidental purchases
to assist with the maintenance of records of attendance figures for classes and workshops
to be a key holder and to lock and unlock the building on departure and arrival as required, including the operation of the burglar alarm system
any such related tasks that may be deemed necessary from time to time
For further information or to request an application form please contact Yorkshire Dance on 0113 243 9867.
Closing date for applications: 5pm, Monday 22nd June. Interviews will take place on Monday 29th June.
