Job Description

Summary

Working as part of the Arts & Culture team, this post requires an individual who enjoys a varied role and getting involved in supporting the delivery of activities and events.

The postholder will assist the Arts & Culture Administrator in overseeing operations and delivery of activities, including management of spaces (predominantly St George's Arts Centre), administration & reception functions and promotion & marketing.

This job description is intended as a working document only, giving a guideline to the major tasks to be performed. It is anticipated that the post will develop as working practices change in order to meet the demands of the service, new legislation or policies of the council. It is expected the post holder will contribute to and assist in the development of such changes

Main Responsibilities

Reception Duties

1. Provide reception cover, welcoming visitors and users of the space

2. Collect and maintain appropriate visitor logs, including visitor numbers and collection of feedback as appropriate

3. Undertake daily health & safety checks of the space and report any issues or concerns immediately

4. Ensure the space is open and ready for business, with all appropriate information about activities appropriately displayed

5. Undertaking opening and closing duties

6. Perform health & safety duties as required e.g. evacuating everyone on a fire or other emergency

7. To keep appropriate records such as incident logs and maintenance checks and to keep supervisory staff aware of progress and problems in a timely manner

Administration Duties

8. Provide administrative support including dealing with enquiries about hiring space, providing quotations and making bookings.

9. Raising invoices for upcoming hires and checking prompt payment

10. Processing invoices for services received, ensuring all appropriate documentation such as receipts

11. Maintaining data about visitors, activities and ticket sales, as appropriate

12. Assisting in maintaining accurate budget records for spend and planned spend for events and activities

13. Undertaking stock checks and ensuring prompt ordering of suppliers as required

14. Assisting in the management of casual rotas, ensuring appropriate cover as required, but within specific casual spending budgets

15. Administrating & Curating Open Call Exhibitions

16. Assisting with Exhibition installations and de-installations

17. Providing administrative support around the Creative Gravesham Grants and Commissions programmes.

Marketing and Promotion

18. To assist in marketing and promoting events and activities through a range of channels, including social media and printing

19. Helping to promote the breadth of the offer and increase footfall, participants and audiences

20. Developing and capturing appropriate feedback

21. Monitoring and recording response rates to evaluate value for money and demand

22. To work with the team in creating and sending a weekly/monthly newsletter and mailshots.

23. Administrative support of a growing customer database

To carry out such other duties as may be required of you, commensurate with the grade and level of responsibility, as directed by management.

A commitment and contribution to the Council's Equal Opportunities Policy is an essential requirement of the post.

The post holder will carry out all duties and activities having regard to the provisions of the Health and Safety at Work Act 1974, and in accordance with any instructions from senior members of staff under that Act or any Council or Departmental Codes of Practice or Procedures.

The post holder must ensure that data quality and integrity is maintained, and that data is processed in accordance with council policy, the Data Protection Act, the Freedom of Information Act and other legislation.

The post holder will comply with Statute and Council Policy in all respects.

An awareness and commitment to section 17 which places a statutory duty on police and local authorities to work in partnership to reduce crime and promote community safety. It is also required that community safety is to be a thread running through all functions of the LA.

A commitment to excellent customer service and the values of the Council.

CHARACTERISTIC SPECIFICATION

ESSENTIAL DESIRABLE

SKILLS/ABILITIES (Specific skills and abilities required to undertake the duties).

Excellent written, verbal and interpersonal communication skills required for dealing with staff, colleagues and customers. Excellent team player, with enthusiasm for change and development. Ability to work on own initiative to resolve issues and make decisions Excellent IT skills including Word, Excel and internet

KNOWLEDGE

(Particular knowledge to perform the work effectively, e.g. of specific legislation or regulations).

Knowledge of data management including GDPR

QUALIFICATION TRAINING(Education/vocational qualifications and other training)

GCSE / NVQ level 3 or equivalent Customer Care Qualification

EXPERIENCE (Level and type of previous experience)

Experience in a front line environment and of a range of administrative duties Proven experience dealing with the general public in a busy environment, delivering excellent customer service Unsupervised / lone working e.g. opening & closing Experience of multi-tasking

QUALITIES(Particular qualities necessary to carry out the works, e.g. ability to work under pressure or work co-operatively in a team)

Professional approach to colleagues, team members and members of the public. Ability to adapt quickly to demands and readily accepts changing situations. To work co-operatively as a member of a team Highly organised, pro-active and self motivating. Accuracy and attention to detail

SPECIAL CONDITIONS (e.g. wear a uniform)

willingness to work

unsociable hours or

Flexible working hours as required by the business including unsociable hours, evenings, weekends a

Job Type: Part-time

Pay: 24,417.00-24,794.00 per year

Expected hours: 20.5 per week

Language:

English (preferred)
Work Location: In person

Application deadline: 25/05/2025