Administration Assistant

CCA is looking for an Administration Assistant

PRINCIPAL AIMS OF THE POST

Reporting to the Operations and Events Manager, the post holder will be responsible for supporting the Operations team, the Finance Manager, and the Executive Director with general administrative tasks, private hire contracts, and basic financial support. They will also be responsible for general office duties, ensuring that the CCA office operates efficiently and effectively.

PRINCIPAL DUTIES

This job description describes the principal purpose and main elements of the job at this time. It is a guide to the nature of the main duties as they currently exist but is not intended to be all-inclusive. The post holder is expected to work flexibly and respond positively to changing business needs.

General office duties

• Ensure that the general office environment is clean, safe and secure, liaising with the Operations and Events Manager over any matters of concern.

• Create, develop and maintain efficient administrative systems and procedures.

• Maintain paper and electronic filing systems and ensure that filing is completed accurately and timeously.

• Maintain a finance, HR and building information archive. Ensure that all documentation is stored in a retrievable system and that all non-required information is disposed of securely.

• Ensure office supplies and stationery are kept at optimum stock levels. Place and receive orders for such supplies within the allocated budget.

• Receive incoming mail and process all financial statements and invoices as they arrive.

• Prepare outgoing mail for general posting requirements of office staff (larger mail outs will be dealt with by marketing/box office/programme teams)

• Be the point of contact for maintenance issues concerning all printers and faxes.

• Perform minute taking duties for Operations Meetings, Health and Safety Meetings and Board meetings, plus subcommittee meetings as required

Hires

• Completing financial settlements for each hire, event and production in liaison with the Operations and Events Manager
  
  

• Communicating with clients to ensure agreements are signed in a timely manner
  
  

• Support the Operations and Events Manager in managing the calendar, ensuring it remains up to date.

Human Resources administration

Support the Executive Director in day to day matters relating to staffing as required, including the following:

• To be responsible for all vacancy handling including the following:

• working with the Executive Director to prepare an application pack for the vacancy

• receive and respond to enquiries from potential candidates

• arranging interviews

• processing reference requests

• preparation of employment contracts and job offer letters

• notifying unsuccessful candidates

• arranging and processing Disclosure Scotland applications (if appropriate)
  

• To prepare resources for new starts including the following:

• ensuring suitable ICT equipment is ready and available to use

• ensure induction paperwork is prepared and available to use

• arranging access fobs

• setting up email accounts

• maintain personnel files

• process and monitor holiday and sickness paperwork and keep the holiday tracker and diary updated.

Financial Administration

• Use Xero software

• Receiving and filing invoices, keeping a log or register in a tracking spreadsheet.

• Forwarding bills to accounts inbox for Xero processing by Finance Manager.

• Maintaining a Supplier statements folder for purchases.

• Maintaining Income statements folders for sales, hires and other revenues

• Responsible for issuing petty cash payments, monthly reconciliation and replenishing of the petty cash account
  

  
  

• Responsible for making payments every Thursday, following approval from the Executive Director
  

  
  

• Distributing rental invoices for cultural tenants

• Provide administrative support to the Finance Manager on a weekly basis.

Other

• Ensure confidentiality on all of CCA’s financial and personnel issues

  
  

• Adhere to CCA’s procedures

  
  

• Undertake any other reasonable request, appropriate to the post, made by the Operations and Events Manager

  
  

• To understand and support the aims and objectives of CCA and to ensure these are reflected in the delivery of the role.

PERSON SPECIFICATION: Administration Assistant

See attached job pack.

Key dates:

Closing date for application: 23rd April.

Interview: w/c 28th April.

How to apply:

Please send a covering letter and CV to recruitment@cca-glasgow.com .

Applicants can provide their covering letter via audio file or video. The video/audio should be no more than 2 minutes long.

Equalities monitoring:

When applying, please complete an equalities monitoring form here.

Audio version

You can listen to an audio version of this job advert here.

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