Supporting the Centre Director in ensuring the smooth day to day running of the Centre, dealing with enquiries, managing all the class administration and Membership sign ups and renewals. Cover for Centre Director if on annual leave or ill.

General Admin

• Answer and deal with telephone, e-mail and face to face enquiries from customers, volunteers, staff, tutors and trustees.
• Ensure contact information and all lists are kept up to date and relevant.
• Weekly, complete the Herts Fullstop requisitions and ensure tutors, cleaner and office receive their supplies.
• Keep the Centre’s forms adequately stocked eg credit card payment forms, café stock checklist, parking permit, visitors log etc.
• Obtain parking permits each August from EHDC and distribute, keeping a log.
• Ensure the bins are out for collection as per the rota.
• Maintain keys, key cupboard and ensure sufficient spares kept for the Centre.

Volunteers

• Coordinate the Stewards rota to ensure that there is always cover when the Centre is open.
• Update the stewards with news, changes to procedure, new events etc.
• Organise parties for volunteers.

Classes

• Oversee class bookings, payment of fees maximizing capacity and managing demand..
• Ensure class folders are up to date and tutors provided with relevant information for class members, including registers and confidential medical consent forms.
• Forward relevant information from tutors to students/parents/carers (ie. minimum age of class members for children’s classes and materials needed for adult classes).
• Maintain waiting lists.
• Maintain class member records.
• Respond to enquiries from prospective class members.

Finance

• Cash the till each Monday and reconcile the takings.  Update the spreadsheet, pay cash/cheques into the bank and file receipts.
• Invoice gallery exhibitors and other hirers as required and ensure we receive payment. Ensure prompt settlement of invoices by cheque in preparation for signature.  Ensure we receive payments we have invoiced for.
• Monitor bank statements for incoming payments from members and payment of our invoices.
• Take payments by cash, cheque and card in person and over the phone.
• Ensure Gift Aid spreadsheet is up to date and sent to Treasurer each February.

Cafe

• Ensure cafe is fully stocked (supplies and forms).

HR

• Assist the Centre Director with the HR admin for volunteers when they join and leave.
• Handle strictly confidential information.
• Co-ordinate work experience students from local schools and colleges.

Health & Safety

• Ensure first aid training is up to date and arrange re-training before certificates expire.
• Check first aid boxes monthly.
• Coordinate annual PAT and fire extinguisher checks and file certificates.
• Co-ordinate repairs and maintenance of the Centre.

Members

• Contact members for annual renewal fee each month.  Ensure records are up to date. Log all new members.

• A strong affinity with the aims of the charity
• Administration Skills
• ideally in the voluntary sector
• Excellent people management skills – friendly, approachable, supportive
• Organised, self motivated, adaptable
• Confident IT skills

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• All round admin experience
• Experience of charity or commercial art organisations
• Understanding of local community organisations, Councils
• Strong local relationships

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