Office Assistant – Call for Application

Post: Part-Time – 3 days (24 hours per week)
Deadline for Applications: Monday 25th May
Interviews will be held on Friday 5th June.

Main Areas of Responsibility

The Office Assistant is the first point of contact for participants and for visitors to Edinburgh Sculpture Workshop and as such will help to make their experience here an enjoyable and rewarding one.
The Office Assistant will be responsible for reception duties and the day to day administration of the office and will also work with the Office Manager to support the implementation of the marketing plan.

The Office Assistant will support the staff team in the delivery of the organisation’s public programmes and provide administrative support to the senior management team.

Main Duties

Reception

– As first point of contact for all visitors and users and groups, dealing with phone, email and in-person enquiries.
– Taking bookings for space hire and programme activities.
– Taking and recording payments by card and cash, issuing receipts or acknowledgements.
– Maintaining and updating information in the public spaces.
– Managing deliveries and post.
– Greeting education participants and introducing them to ESW.

Administrative Duties

Responsible for day to day administration of the office which involves:

– Monitoring and purchasing of office supplies.
– Maintenance of contact lists.
– Maintenance of ESW’s digital and document archive.
– Maintaining, updating and producing forms and information leaflets.
– Updating the staff and events calendars.
– Occasional minuting of meetings.
– Providing training and inductions in photocopier for users and visiting artists.

Membership

Administrative support for ESW’s membership scheme and providing information on a regular basis to ESW’s members which involves:

– Membership renewals administration.
– Preparing and distributing Members’ Packs.
– Maintenance and updating of members’ database and e-mailing lists.
– Compiling and distributing the weekly e-newsletter.

Marketing

Providing support for the marketing strategy for the organisation which involves:

– Maintaining attendance records and visitor information.
– Implementing and collating a range of evaluation documentation.
– Maintenance of ESW’s Access database.
– Compilation of information for website and marketing & PR campaigns.
– Formatting and issuing monthly news email to target groups.
– Formatting and producing marketing material such as posters and e-flyers.
– Uploading information to ESW’s website.
– Updating Twitter, social media and other online networks.

Finance

– Maintaining financial systems and procedures and customer records.
– Reconciling daily income.
– Managing petty cash.

Events

The Office Assistant will provide administrative support for ESW’s public programmes and assist at public events including some which happen out of office hours.

– Managing reception for events and activities at ESW.
– Representing ESW at outside events and meetings.
– Monitoring and recording attendances.
– Assisting other events hosted or supported by ESW.

Person Specification – skills and experience essential for the role:

Qualifications in Maths and English to Grade C or higher as a minimum requirement, or 1 to 2 years work experience in a similar role.

The post holder will need to be comfortable working in a busy environment and able to manage competing demands.

We are looking for an individual who is organised, numerate, with good verbal and written communication skills.
Punctuality is important.
The post holder must be comfortable working with Microsoft office packages including WORD, Outlook and Excel.
The post holder must be able to demonstrate their ability to work on their own initiative, and also work well as part of a team.
Must be willing to undergo training as and when required.

Desirable

An interest in contemporary sculpture.
Knowledge of access and photoshop.
Fluency in languages other than English.

Salary: Full-time rate – £17,000 per annum (£10,200 pro rata)
Annual Leave Entitlement: 35 days (21 days pro rata)
Days to be worked are Mondays to Wednesdays or Thursdays to Saturdays.

Application Process

To apply please submit your CV and a letter of no more than two A4 pages outlining how your skills and experience meet the job description.

Applications must be emailed to admin@edinburghsculpture.org.
If you have any questions about the post or the application process please email Lynn Cowan – admin@edinburghsculpture.org.