ArtsEd Extra Administrator

Department : ArtsEd Extra
Reports to: Manager of ArtsEd Extra and Outreach
Working Pattern : Full Time (5 days including Saturday)
Hours : Tuesday to Friday 9am-5pm (flexible) and Saturday 8am-2pm
Salary: £22,500-£24,500
Application Deadline:  28/07/2023
Job Description: Download PDF

Summary of the role

The Extra Administrator is required to provide administrative support to staff, students and parents for the smooth operation of the weekend and holiday courses.

Key Responsibilities:

  • Promoting and safeguarding the welfare of children and young people.
  • Liaising with the Manager of ArtsEd Extra in relation to paperwork required for courses and course planning
  • Supporting and assisting in implementing all ArtsEd Extra courses.
  • Booking private lessons for Saturday students.
  • Answering and responding to enquiries whether via email, online or over the telephone in a timely, friendly and efficient manner.
  • Assisting in staff recruitment for all ArtsEd Extra courses in liaison with Manager of ArtsEd Extra and HR and collating new starters paperwork as required by HR.
  • Notifying HR of staffing changes and ensuring that HR requirements are met in relation to contracts and vetting checks and within safer recruitment and safeguarding policy and procedure.
  • Processing invoices & ensuring timesheets are correct and forwarded to the Finance department.
  • Supporting the Manager of ArtsEd Extra in monitoring budgets.
  • Logging and processing payments for courses.
  • Taking tours for prospective course attendees and their parents / carers / guardians.
  • Scheduling appointments & updating calendars.
  • Creating course spreadsheets.
  • Completing risk assessments for courses and events.
  • Co-ordinating & collating data in relation to ArtsEd Extra students.
  • Liaising with parents regarding external opportunities such as castings.
  • Facilitating with room bookings for Extra courses and liaising with other departments to avoid clashes.

Person Specification

Skills and abilities:

  • Excellent I.T Skills
  • Excellent communication skills (verbal and written)
  • Empathy & ability to engage with young people.
  • Excellent organisational and planning skills
  • Confident working independently with little supervision
  • Capable of building working relationships and networks with people from a range backgrounds and cultures
  • Resilient and positive attitude
  • Strong customer focus, committed to ensuring delivery of excellent service standards.
  • Ability to operate at all levels of the organisation and be an ambassador for ArtsEd.
  • Willing to undertake Safeguarding and First Aid Training

Personal Competencies:

  • Motivation to work with children and young people.
  • Ability to form and maintain appropriate relationships and personal boundaries with children and young people.
  • Emotional resilience.
  • Positive attitude to use of authority and maintaining discipline.
  • A strong commitment to educating young people.
  • The all-round ability to discharge all professional duties properly.
  • Ability to work as part of a small team and communicate effectively.