JOB DESCRIPTION AND TERMS AND CONDITIONS
Post:
Part Time Administrator
Responsible to:
Finance Administrator
Location:
Edinburgh Printmakers, 23 Union St. Edinburgh, EH1 3LR
Working hours:
30 hour week Tuesday-Friday. Normal hours 10.00 – 18.00, but evening and weekend work
may be required.
Salary Scale:
£13,923 pro rata based on 37.5 hours per week
Terms:
12 month fixed term contract
Overtime:
No overtime is paid
Probation period:
Employment is subject to a probationary period of three months. During the probationary
period, performance, conduct and attendance will be closely monitored and any aspects
requiring improvement will be identified and, wherever possible, steps taken to rectify them. If
during, or at the end of, the probationary period, it becomes clear that an employee is not
going to be suitable then notice of early termination of employment will be given. In this case
1 weeks’ notice will be given in writing.
Annual leave:
The employee’s annual holiday entitlement calculated on a pro rata basis. This equates to 13
working days in addition to 13 Scottish public holidays per year.
Appraisals:
After an initial briefing, the post holder will produce a scheduled work plan and thereafter
report to regular monthly meetings with the Finance Administrator to review targets and
progress. A formal appraisal review will be held during the probationary period and
subsequently on an annual basis
Smoking:
EP is a non-smoking environment
1.0 Principle Aims of the Post
1.1 The post holder will ensure the effective operation of the company through general administration, supporting
financial administration and customer care in relation to all verbal and written communication with Staff, Board,
Members of the Organisation, Course attendees and visitors, artists and the general public.
1.2 The post holder will work closely with the Director, Finance Administrator, Gallery Assistant and the Print Studio
Director to develop and maintain existing and new operational systems to facilitate the day to day requirements
and financial & administrative procedures that support the exhibitions, sales, print studio and education
programmes. Excellent IT skills and experience of database management are essential.
1.3 The post holder will work with the Director to support the Governance of the Company, preparing reports, taking
minutes at meetings and co-ordinating Board level communication.
1.4 The post holder will ensure transparent and accountable methods of quantitative and qualitative reporting and
data capture to provide methods by which the targets and the aspirations of EP can be measured and set. This
information is used to prepare reports to the Board and external stakeholders.
2.0 Areas of responsibility and duties
The following are to be carried out in accordance with the organisation’s procedures and Health & Safety and Equal
Opportunities Policies:
Edinburgh Printmakers is a charity registered in Scotland, Registered Company No. 044723,
Scottish Charity Reg No. SC009015, Vat Reg No. 271639642, Registered Office 23 Union
Street, Edinburgh EH1 3LR, Scotland.
2.1 General Administration
To be responsible for management and development of effective and efficient administrative systems within the
organisation and to liaise with external organisations to ensure effective service and continued good relations:
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Prepare reports in conjunction with the Director as required by the Board, Creative Scotland, City of Edinburgh
Council and any other funding bodies.
Attend and minute meetings of the Board and appropriate sub-committees.
Prepare papers and minutes of meetings for the Boards approval.
Maintain Board records, membership records, governance agreements, service and goods contracts and minutes.
Update, maintain and process education bookings and procedures, ensuring effective lines of communication are
maintained with customers and delegated to relevant departments.
Ensure that effective communication systems are in place for internal information exchange with all departments.
Ensure office filing and archival systems are up to date and accessible.
Collate and maintain records of all organisational monitoring and evaluations as provided by sub departments,
including records of studio membership and usage, exhibition attendees, group visits, sales figures, visitor and
participant evaluations, studio users evaluations, records of press visibility, contract print monitoring, mailing
list/customer development, and any other data that you may be called upon to collect for inclusion in reporting
documents.
Competitively source, order and maintain office stock and kitchen supplies (within a given budget).
Ensure attention is given to maintaining a well organised office environment for the benefit of all staff and customers.
Support key staff to ensure the effective planning and realisation of the studio education programme and activities.
Prepare, distribute and file necessary papers and minutes of staff meetings.
Administer Gift Aid processing with HMRC, maintaining accurate records of gift aid forms and claims.
2.2 Customer Care
To be responsible for dealing with the public and studio members to ensure effective service and continued good
relations:
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Assist with public evacuation of the building in an emergency.
Ensure directly or through delegation that basic refreshments for members and staff are maintained during opening
hours.
Provide front of house and till cover when necessary during staff annual leave and sickness.
2.3 Finance
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Purchase Invoice Processing
Prepare and Process all sales invoices
Process all staff expenses
Any ad-hoc work as required by the business needs
2.4 Building
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Work with the Finance Administrator to maintain and procure building and equipment maintenance contracts.
Source and employ contractors for all building, facility maintenance or service contractors.
Maintain and update Health & Safety records and procedures.
Work with the Finance Administrator to maintain and update Health & Safety contracts (Fire, Burglar alarms etc).
Manage building cleaning contracts.
Ensure directly or through delegation as appropriate that the Office, Reception, Kitchen and Gallery areas are clean
and tidy at all times.
2.5 Other
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Work flexibly on evenings and weekends where required for time off in lieu.
Other duties as required, falling within the remit of the post or as a substitute for the above.
Edinburgh Printmakers is a charity registered in Scotland, Registered Company No. 044723,
Scottish Charity Reg No. SC009015, Vat Reg No. 271639642, Registered Office 23 Union
Street, Edinburgh EH1 3LR, Scotland.
3.0 Person Specification
3.1 Skills
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Good at working in a team, independently and co-operatively
Excellent written, verbal and presentation communication skills.
Excellent attention to detail, including accurate data entry.
IT literate with excellent skills in Microsoft Office Suite
Hard working, able to multi-task, to work effectively under pressure and meet deadlines.
Excellent organisational, administrative and office management skills, including ability to establish new procedures.
Positive, adaptable attitude, able to find effective, creative solutions through problem solving.
Able to work on own initiative to respond to enquiries and solve problems
Excellent database management skills
3.2 Essential Knowledge/Experience
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Understanding of data analysis and evaluation to meet business needs.
Microsoft Office Suite in particular Excel
Experience of records and database management
Experience of procurement of goods and services and managing contractors and suppliers, in particular for office
supplies and building maintenance.
3.3 Desirable Knowledge/Experience
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Previous Book keeping experience
Experience of using Sage 50 Accounts Professional
3.4 Competencies
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Trustworthy, conscientious, adaptable and innovative.
Highly motivated to achieve results, committed to the goals of the organisation as well as personal professional
development.
Forward thinking, positive and optimistic in outlook.
Social awareness, empathetic to others feelings and perspectives.
Customer Service Orientation, anticipating, recognising and meetings customer needs.
Able to Manage Different Communication Styles for Different Recipients.
Social skills, able to influence through effective persuasion.
Able to negotiate and resolve situations of conflict or handling difficult customers.
3.5 Education and training
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3.6
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GCSE or equivalent English and Maths B or above
Degree level or overseas equivalent
Personal Qualities and Circumstances Essential to Undertake the Role
A smart appearance is an essential requirement of the job.
Friendly and approachable, flexible manner.
Calm nature under pressure.
Availability to work out-with core hours.
Interest in the arts
Edinburgh Printmakers is a charity registered in Scotland, Registered Company No. 044723,
Scottish Charity Reg No. SC009015, Vat Reg No. 271639642, Registered Office 23 Union
Street, Edinburgh EH1 3LR, Scotland.