We're recruiting an Administration Assistant

Penarth Pier Pavilion is a fully restored art deco building and an iconic symbol of the local area.  It is a multi-functional space which can be enjoyed by the entire community. We offer an exciting programme of exhibitions, live music, theatre, cinema screenings, local events, workshops and meetings.  The building is also available for hire for personal and corporate functions and as a stunning wedding venue. There is an on-site bar available for functions and an independently run café serving locally sourced food and drink.

Penarth Pier Pavilion is run by Penarth Arts and Crafts Limited (PACL), a registered charity established in 1998.

We are now seeking to recruit an Administration Assistant to support the Pavilion Manager in the smooth and cost-effective running of the Pier Pavilion.

The Admin Assistant will report directly to the Pavilion Manager and will be part of a small team of paid staff and volunteers.

The Admin Assistant will have responsibility for administration and day to day finance and will also co-ordinate the activities of a team of volunteers to ensure the reception offers excellent customer service. 

The hours of work are Monday, Tuesday and Thursday 10.00 – 14.00.  Total hours 12 per week.

The hourly rate of pay is £11.50 per hour.   

A role profile is below.

Applications should be sent in confidence to Marta Ghermandi, Pavilion Manager at  marta@penarthpavilion.co.uk. Your application should include a current CV, a supporting statement showing how you meet the criteria for the role and the names and of 2 referees including current or previous employer.  

The application period is 9th – 22nd September.  Closing date is 22nd September @ 12 noon

Shortlisting will take place on 23rd September

Interviews will take place on 27th September

Essential criteria

Evidence of:-

  • Managing finance systems including SAGE

  • Implementing and improving administrative procedures

  • IT skills, including excel, publishing, social media.

  • Working unsupervised using own initiative

  • Team working

  • Excellent customer service

Role profile –Administration Assistant

 Job purpose

To provide administrative support for the Pavilion Manager with responsibility for managing day to day finances. 

Responsibilities

  • Establish administrative procedures to optimise efficiency.

  • Ensure all Pavilion staff/volunteers understand the administrative procedures and are kept updated on any changes.

  • Process purchase invoices 

  • Raise sales invoices 

  • Manage Credit Control and account receivable 

  • Undertake banking

  • Produce income sheets on a weekly basis and keep records of all financial transactions for reconciliation  

  • Manage petty cash and keep records of expenses 

  • Maintain central record of all events income and expenditure, and produce reports as required by the Board of Trustees 

  • Prepare papers and take minutes for monthly Trustee meetings

  • Provide support to marketing and up-keep of the website

  • Oversee the reception, co-ordinating the activities of a team of volunteers

  • Provide excellent customer service 

  • Undertake other duties as requested by the Pavilion Manager