Office Administrator

Job Description: Office Administrator, Baby People Ltd Hours per week: 9:00am – 3:30pm, 5 days per week (exact hours are negotiable)Hourly wage: £20 - 22k pro rata paLocation: Baby People Studios, 3 Forman St, Derby DE1 1JQBaby People is a music development agency, based in Derby with over 20 years experience working with young people to realise their creative potential. We work with local and regional artists who are established in their field to give young people quality experiences in the arts, enabling them to explore their creativity and achieve qualifications.Role Summary: As a member of the team, you will support in the daily running of the organisation. You will be expected to quickly pick up the existing systems used by the company and use these effectively, to accurately; document, action and communicate day to day business. Your line manager will be the Chief of Operation's (maternity cover) until their return back to work. Before commencing the job you will need to have a DBS check and complete some online training.

The role is initially temporary to help support the office team while the Chief of Operations is on Maternity leave which is being taken from May until April 2025. Then subject to work levels may continue into a permanent position.

You will have key responsibilities in the following areas:Attendance: Checking which students are in attendance; taking accurately and timely records; communicating attendance to the relevant clients and parental/carer contacts to a daily deadline; following up on unexpected absences; ensuring that the tutors complete the relevant session documentation in a timely manner.

Curriculum support: Supporting tutors in accessing and distributing session resources to students; ensure that any new course information for the academic year has the appropriate resource packs and that tutors are aware of these; pass on any queries regarding resources and the curriculum to your line manager.

Bookings: To support other members of the team in booking artists for forthcoming outreach and in-studio work; ensuring that booked artists have the appropriate information to successfully lead the event they are booked for; where necessary, liaising with clients to get additional information to support a successful delivery.

Technology: Check that the equipment within the rooms and the outreach kits plus their accessories are kept in working condition. Ensure that essential spreadsheets are kept up-to-date and provide regular updates to your line manager.

Daily Operations: You may be required to lock and unlock the building and answer the office phone. Other daily tasks may need your attention as they arise such as; scheduling meetings, taking minutes during some meetings and managing building maintenance.

Essential skills and experience:

• Minimum of 2 years experience working in an administration, management or project assistant role
• Experience working flexibly and independently within a small team
• ICT literate (preferred experience of Microsoft office suite, Rotacloud, SIMS, iPads, cloud based drives, one drive etc)
• Confident communicating with clients and the general public over the phone and via email.
• An ability to work well under pressure
• Excellent oral and written communication skills
• Great attention to detail
• Tact, discretion and respect for confidentiality
• Competent in managing your own workload, using your initiative and meeting deadlines

Job Types: Full-time, Part-time, Contract
Contract length: 12 months

Salary: £20,000.00-£22,000.00 per year

Benefits:

• Casual dress
• On-site parking

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 19/04/2024
Expected start date: 17/05/2021