This role is a part-time (14 hours per week) employee position. The Administration Assistant - Data & Finance provides the Orchestras Live team with central administrative and data management support.
The role sits within the Finance and Operations delivery team.
1. Main duties
Under the direction of the General Manager:
- Support the administrative and financial process (see specific responsibilities) that underpin the smooth running of Orchestras Live’s programme of activity and operations.
Under the direction of the Production, Data & Insight Analyst:
- Support the effective collection, entry, storage and retrieval of data to enable the organisation to demonstrate its impact and value to a side range of stakeholders.
2. Specific responsibilities
Administrative and Financial processes
Using Orchestras Live’s software programmes (Office365, SharePoint and GoodCRM), collect, input and maintain high quality data relating to Orchestras Live activity, including
Financial processes:
- Provide the General Manager with information required for the timely issue of invoices for annual Partnership Investments and partner Management Fees
- Maintain the tab on the General Manager’s invoicing spreadsheet relating to anticipated partnership investment income and management fees, and calculate rates for annual partnership investments.
- Process payments of OL support, maintain detailed financial records.
Administrative processes:
- Administration forms: creating, sending and processing responses from event notifications and partnership agreements, pre-event information including crediting requirements, post-event claim and evaluation forms.
- Monitor the receipt of information from partners to ensure timely responses and compliance with OL financial conditionsLiaise with OL’s Producer team to obtain information required for annual partnership agreements and partnership investment communications
- Ensure all activity data held by OL is consistent, up to date at all times and readily available to access by the wider team. Maintain ‘how-to’ guides for admin processes and software.
Impact and Insight
In consultation with the Production, Data & Insight Analyst, implement administrative processes relating to the planning and monitoring of Orchestras Live activity, including:
- Maintain and edit templates for data storage, including records in GoodCRM.
- Assist the Production, Data & Insight Analyst in implementing areas of the Business Plan strategy relating to impact and insight, developing and implementing procedures for the efficient collection, entry, storage and processing of OL’s data, including internal monitoring data from the production team.
3. General responsibilities
- Support the planning and delivery of occasional online and in-person sector events, including providing administrative support where required.
- Play a part in the general development of Orchestras Live as a member of the staff team.
- Any other general administrative tasks as required.
TERMS AND CONDITIONS
- The position is 40% full-time equivalent (14 hours per week excluding breaks).
- Confirmation of the position is subject to a 3-month probationary period.
- Flexible working options are available: home-based, office (we have office space for hot-desking in London and Leeds) or hybrid. We will agree with the post-holder attendance at a minimum number of Team meetings either in Leeds or London (travel expenses paid for home workers).
- Orchestras Live pays Real Living Wage rates as recommended by the Living Wage Foundation. The salary will be a minimum of £9,498.66 per annum (40% of a full-time equivalent salary of £23,746.65), adjusted to the London Living Wage rate if the successful applicant lives in London.
- The annual leave will be 25 days plus Bank Holidays/Extra Statutory Days, pro rata.
- Orchestras Live’s workplace pension provider is the Local Government Pension Scheme run by the Essex Pension Fund.
- Notice can be served by either party, giving one month’s written notice of intent.
- Applicants must already have the right to work in the UK.