Administrator/secretarial - united kingdom, swanage, dorset

part time administrator job description

purbeck art weeks festival (paw) is a registered charitable arts organisation, which holds an arts festival once a year in late may/early june. the festival celebrates the arts in all its various forms. through concerts, exhibitions, talks and workshops, it seeks to inspire and support visual and performing artists to achieve their potential, involving people from across the community and encouraging everyone to participate and to enjoy a wide range of the arts.

beyond the annual festival, paw provides a network for its artist members and offers year-round arts activities, some exclusively for members and some especially for our growing body of festival friends. there may also be other community outreach activities to support and encourage engagement with the arts across the breadth of purbeck.

paw is managed by around 5-8 trustees who meet quarterly. members meetings are also quarterly with the agm in january. in addition there are three sub groups – the publicity group, an occasional visual artists forum (vaf) and an events committee that meets when necessary.

paw is supported by friends, membership and local sponsorship.

over the years paw has grown in size, and we have now reached the point where we need a part time administrator to help us manage our annual festival, and provide year-round support to our membership and activities.

tasks include:

• acting as our first point of contact (via email, fb, phone)

• secretary to the board of trustees (4 x quarterly meetings) incl. minute taking at quarterly meetings, preparing and distributing the agenda, managing paw’s dropbox files.

• attending and supporting members quarterly meetings eg booking and setting up hall, taking and distributing minutes.

• attending quarterly publicity group meetings, taking minutes and supporting their activities as needed (eg collecting printing, collating material, managing files)

• managing our mailing lists, keeping them updated, sending out mailchimps on behalf of trustees.

• coordinating bursary applications (occasional)

• making bookings for events venues and liaising with those venues

• following up and invoicing our brochure/programme advertisers.

you will report to the paw chair – but on a day to day basis you will need to liaise with the relevant trustee.

requirements

• proven social media (fb, twitter, instagram) and web skills

• good communication skills – verbal and written

• good organisational skills

• good data management skills

• good it skills

• good time management skills

• able to work on your own and as part of a team

• enthusiasm for the arts and working with people

• experience of accounting/book-keeping desirable

time input

around 50 days spread over the year.

the bulk of the work takes place over 6 months between january 1st – june 31st. the rest is on a flexible as needed basis. planning for paw 2023 will start with the first quarterly trustee meeting in october – and will end with post festival wash up meetings for trustee and members in july.

this could amount to around 3-4 days a month between october – march, around 5 -7 days a month between march – june, and around 3 days a month between june – october.

for clarification 1 day = 8 hours including a break.

the job may suit someone who would like to work largely from home.

application process

the deadline for applications is friday september 23rd

your application should include:

- a statement about why you would like the job

- why you think you are suitable for the job

- a current cv

please send your application to info@purbeckartweeksfestival.co.uk

we will invite a short list of candidates for interview as soon as possible after the closing date. you are likely to be interviewed by at least two trustees.

the successful candidate will be expected to start work around mid october in time to attend our quarterly trustee meetings. this is the ideal time to meet trustees and members, and to get to know what we do and what is being planned for 2023.

for more details about paw festival and the job description (under about paw) please go to www.purbeckartweeksfestival.co.uk

More jobs