Job Summary

Reporting to and providing administrative support for the Director, the Operations Administrator is responsible for the efficient management of Artes Mundi’s operations in relation to office effectiveness, equipment management, charitable administration and IT, to best support the organization’s mission and strategic goals.

Weekend and evening work is required. 

 

Key Responsibilities

The Operations Administrator is responsible for the following: 

 

OPERATIONS ADMINISTRATOR

  • Provides administrative support to the Director across all areas of Artes Mundi’s operations and policies
  • Assists the Director with the coordination, review and implementation of all HR materials and policies
  • Manages and improves all office systems to ensure efficiency of day-to-day operations
  • Maintains costs/quality of office equipment, computer hardware/software, IT service and maintenance, and office supplies, and ensures computer files are backed-up
  • Sets all meeting schedules, takes minutes and makes all necessary preparation for staff and Board meetings
  • Researches, negotiates, maintains relationships, and administers contracts for office premises, facility related vendors, insurance, IT services, general services and non-program supplies
  • Maintains overview of HR, employee records for pay, benefits, annual leave and absences on behalf of the Director and to report to the Finance Officer
  • Contributes to planning, organization, coordination and delivery of various events including the biennial Prize ceremony and dinner in collaboration with other staff
  • Troubleshoots IT problems with external contractors, staff and maintains up-to-date passwords and licenses
  • Liaises with Artes Mundi staff for organization and implementation of all programs for review and sign-off by the Director

 

OFFICE AND ORGANISATIONAL ADMINISTRATION

  • Performs Board Secretary duties including meeting scheduling and coordination, drafting agendas, taking and distributing minutes, collation of documents, and coordinates documentation for Board meetings and the AGM
  • Works with other Board committees as assigned
  • Assists the Finance Officer in preparation for auditors to file charitable reports and related documents
  • Ensures effective maintenance of all office equipment, IT and leases in relation to external suppliers
  • Assists the Director in all correspondence with the National Museum Cardiff for office accommodation

 

FINANCE

  • Assists the Director in planning and preparation of draft annual budget as well as periodic and special reports, manuals, correspondence and other documentation
  • Supports the Finance Officer as necessary for invoices, payables and receivables, and salaries
  • Supports the Finance Officer on year-end closure, preparation of schedules, supporting documents and draft statements for annual audit
  • Assists relevant staff to prepare written information, financial and statistical data for grant applications and ensures all final reports and schedules are completed

 

SKILLS & ATTRIBUTES

  • Solid knowledge of non-profit administration and application of lawful regulations
  • Strong organizational skills including coordinating projects and meeting deadlines
  • Proven ability to analyze, plan, initiate, and complete projects in a timely manner
  • Ability to assess operational needs, develop solutions and recommendations for improvements and lead implementation
  • Ability to provide sound supervision based on best people practices for coaching, direction, support and feedback
  • Strong interpersonal and verbal communications skills and ability to take action and apply sound judgment and a positive approach to solving problems
  • Strong business writing skills and ability to coordinate written communication reports
  • Highly motivated and organized to work independently and prioritize projects and multiple tasks in order to effectively meet timeline requirements
  • Strong computer literacy including MS Office, spreadsheets, cloud based storage systems and learn other programs as required
  • Occasional evening and weekend work is required

 

STATUS: Part-time; pro-rata: 2 days per week; 15 hours

LOCATION: Artes Mundi office at the National Museum Cardiff

REPORTING TO: Director

SALARY: £18,000 - £22,000 per annum

 

Staff benefits include:

– 25 days holiday per annum plus public holiday (pro-rata basis for part time roles).

– Automatic inclusion in the organisation’s pension scheme

 

Deadline: 10 November 2019, 6pm

Interviews will take place: 26 November 2019

All interviews will take place at Artes Mundi based at National Museum Cardiff, Cathays Park, Cardiff, CF10 3NP

 

Artes Mundi is fully committed to employment equity, diversity and accessibility; we encourage applications from all qualified candidates, including people of all genders, visible minorities and persons with disabilities.

Welsh speakers are particularly encouraged to apply. Please advise the degree to which you are a Welsh speaker.

 

For further questions please contact Melissa Hinkin, Exhibitions Officer at opportunities@artesmundi.org . While we welcome all applications, only those candidates shortlisted for interview will be contacted.

 

To find out more and apply, visit the Artes Mundi website

 

We look forward to receiving your application.

 

Share