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Operations assistant

Leicester
Cosmopolitan Arts CIC
Operations assistant
€40,000 - €60,000 a year
Posted: 9 May
Offer description

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* This role offers the opportunity to transition to a full-time position after 3 months, subject to negotiation. The salary is negotiable based on experience and will be reviewed after the initial 3-month period of employment.

Application Closing Date: 21/02/2025

Interviews to be held: Week commencing 24/01/2025

Location: Office-based at Cosmopolitan Arts Centre, Parkside House, 72 Friday Street, Leicester LE1 3BW

About Us:

Founded in 2011, Cosmopolitan Arts community interest company CIC based in Leicester is dedicated to celebrating cultural diversity through the arts. At the heart of our organisation is a commitment to engaging people from all backgrounds, particularly those who may not usually access the arts. We aim to create high-quality, participatory arts experiences that inspire, challenge perceptions, and create community cohesion across cultural and social boundaries.

Overview:

We are seeking an enthusiastic and organised Operations Assistant to support our day-to-day operations. The ideal candidate will be detail-oriented, proactive, and able to handle multiple tasks efficiently. As the Operations Assistant, you will play a crucial role in ensuring the smooth functioning of our facility and administrative processes.

We are seeking a candidate with a strong command of the English language, capable of producing a wide range of written work styles with clarity and precision. The ideal candidate should be adaptable and able to craft engaging content across different formats.

Responsibilities:

Administration:

* Assist with administrative tasks including filing, data entry, and document management.
* Handle timing and scheduling of sessions, managing room bookings effectively.
* Support bookkeeping activities and assist with invoicing procedures.
* Handle inbound inquiries from clients, visitors, and stakeholders, providing prompt and courteous responses.
* Assist in maintaining a strong social media presence and manage updates on the company website.

Facility Management:

* Support with opening and closing the building, ensuring security protocols are followed.
* Monitor building security systems and address any issues promptly.
* Tidy up after sessions and ensure the facility is clean and organised at all times.
* Assist with setting up and dismantling equipment and materials as needed.

Human Resources:

* Assist with HR functions such as managing employee holidays, sick leave, and employment contracts.
* Take minutes during meetings and assist with organising board meetings and staff training sessions.
* Aid in the hiring process for freelance staff and artists, handling paperwork and logistics.

Event Support:

* Provide support with event management paperwork and logistics.
* Assist on event days with data collection from audiences and general support with the event.

Business Support

* Research business development opportunities and provide insights to support strategic decision-making.
* Support in the creation of materials and resources needed for business development initiatives.

Person Specification

Qualifications:

* Educated to degree level or at least 3 years of experience in an administration/operations role.

Experience and Abilities:

* Ability to manage multiple tasks simultaneously and prioritise workload effectively.
* Proven track record of maintaining a high level of organisation in a fast-paced environment.
* Excellent verbal and written communication skills with the ability to interact effectively with diverse stakeholders.
* Keen attention to detail and proficiency in taking accurate meeting minutes and conveying information clearly.
* Experience performing administrative tasks such as filing, data entry, and document/database management.
* Proficiency in office software, including Microsoft Office Suite (familiarity with Google Drive is desirable).
* Strong customer service skills, with the ability to handle enquiries promptly and professionally.
* Ability to represent the organisation positively to clients, visitors, and stakeholders.
* Ability to work independently and as part of a team, contributing positively to team dynamics and organisational goals.
* Knowledge of Arts Council England Investment Programmes and other funders (desirable).
* Genuine interest in and appreciation for arts and cultural activities.
* Basic knowledge of bookkeeping practices, invoicing, and financial record-keeping.
* Experience managing social media accounts and updating website content via content management systems (CMS).
* Basic knowledge of digital marketing principles and strategies to enhance online presence.
* Maintain a high level of professionalism and confidentiality in handling sensitive information.
* Familiarity with event management processes and procedures, including logistics planning and paperwork management.
* Uphold ethical standards and adhere to company policies and procedures.
* Ability to foster an inclusive environment that values and respects individuals from diverse backgrounds.
* Valid driver’s licence or access to transportation.
* Ability to work flexible hours, including evenings and weekends, as required by the organisation’s operational needs.

If you're passionate about arts and culture and thrive in a dynamic environment, we'd love to hear from you! Please submit your CV and cover letter detailing how you meet the person specification, when you could start, the details of 2 references and why you're interested in joining Cosmopolitan Arts to amanda@cosmopolitanarts.co.uk.


Seniority level

* Entry level


Employment type

* Part-time


Job function

* Management and Manufacturing
* Industries
* Performing Arts
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