DAISI seeks an ADMIN. CO-ORDINATOR
Full time @ £14,981 p.a. Based in Exeter
DAISI (Devon Arts in Schools Initiative) is looking for an experienced self starter to provide general administrative, IT and bookkeeping support to the DAISI team.
DAISI is the arts education partnership organisation for Devon and Torbay,
working with artists, arts and cultural organisations, teachers and young people to strengthen the relationship between the arts and education sectors.
Applications to DAISI by Friday 18th July 2007
Interviews will be on Monday 28th July 2008 in Exeter
DAISI strives to be an equal opportunities employer
Registered Charity no. 1071762
Company Limited by Guarantee no. 3562299
JOB DESCRIPTION
Job Title: Admin. Co-ordinator
Reports To: Director, DAISI
Direct Reports: None
Location: Exeter (Great Moor House, Sowton)
Primary Purpose of Role
To provide a professional administrative, IT and bookkeeping support service to the DAISI team, taking responsibility for initiating, implementing and maintaining systems and processes as necessary for the smooth running of the organisation and maintaining accurate and up-to-date records and data as required.
Key Responsibilities
1. Organise, attend and support the team at a variety of events, ensuring that up-todate information and documentation is available and that the organisation is presented accurately and positively.
2. Liaise with the Director to provide a service to the DAISI Board. This includes:
- • Ensuring that the Trustees’ file is kept up-to-date
- • Sending out the agendas and board papers in good time
- • Attending and taking the minutes at Board meetings, the AGM and Away Day
- • Assisting the Treasurer to make sure all Charity Commission and Companies House requirements are maintained
3. Provide a telephone answering service for the Director and team members by:
- • Responding to calls swiftly and courteously
- • Fielding calls efficiently i.e. using own initiative to answer queries whenever possible and delegating queries to other team members appropriately
- • Maintaining the office message book
4. Send out registration information in response to enquiries from potential DAISI artists as necessary. Follow up new artist registrations with references and ensure valid Criminal Records Bureau (CRB) disclosure; process CRB
applications and file when received.
5. Assist the Director to ensure the DAISI website is kept up to date at all times.
6. Assist the Education Projects Co-ordinator with the administrative arrangements relating to school projects, including written agreements. Ensure artists and schools return written agreements promptly: follow up where necessary.
7. Assist the Director and DAISI Project Manager(s) with the administrative
arrangements relating to special and strategic projects and training events.
8. Gather and analyse feedback from schools, teachers and artists, and enter statistics on the database. Communicate the results to the team and file appropriately.
9. Provide the DAISI Bookkeeping service, keeping accurate computerised
accounting records for DAISI, including:
- • Maintaining accounts records (BACS, standing orders etc.)
- • Maintaining the accounts payable ledger
- • Maintaining the accounts receivable ledger
- • Invoices in and out
- • Counting and reconciling petty cash
- • Assisting the Director and Finance Manager at financial year end
10. Manage the DAISI database: maintaining, updating and developing relevant mailing lists. Ensure that data input is accurate at all times, liaising with the Director and DAISI team as required to secure up to date information, contact histories and categorisation. Maintain Data Protection requirements.
11. Organise and carry out regular mail outs (e.g. newsletters, letters to schools, project mail outs, e bulletins etc.), ensuring that information is accurate, complete and mailed / emailed in good time. Follow up and collate replies as required.
12. Provide an office administration service, including:
- • Ordering adequate supplies of stationery and DAISI produced reports
- • Maintaining office equipment
- • Ensuring adequate postage supply
- • Managing the Print Originals e.g. travel expense forms, evaluation forms, maps/directions etc
- • Keeping the office tidy and organised and maintaining the office filing system
- • Keeping both IT & paper archive systems up-to-date
- • Maintaining the IT audit of software, serial numbers etc and ensuring a full backup is done regularly
13. Any other duties that may be reasonably required of the Admin. Co-ordinator by the Director.
Person Specification for DAISI Admin. Co-ordinator
| ESSENTIAL | DESIRABLE |
| Relevant administrative experience in a dynamic environment | Experience within the arts, charitable or voluntary sectors |
| Evidence of academic qualifications (including English) | Competence in managing a Contact Management System |
| Familiarity with information systems and databases and proven competence in relevant IT applications including word processing, spreadsheets, PowerPoint and email (preferably Microsoft Office) | Good working knowledge of computerised accounting software, preferably Quickbooks |
| Competence in collating, analysing and writing up data accurately and clearly | A recognised Accounting Technician or Bookkeeping qualification |
| Track record of proactively monitoring and improving office systems and processes | Experience of working with the internet, including websites |
| Competence in multi-tasking and ability to use own initiative | An understanding of the importance of evaluation and the need to provide exact data as performance indicators |
| Ability to prioritise own work and manage time effectively | Genuine interest in and enthusiasm for the arts and for the arts in education |
| Ability to work under pressure and achieve tight deadlines | Experience of writing minutes of meetings |
| Excellent written, verbal and interpersonal skills appropriate for communicating effectively with a wide range of people | A clean driving licence and access to a reliable car insured for business use |
| Ability to work supportively and cooperatively within a small team | |
| Willingness to travel within Devon when required | |
| Flexibility in order to attend occasional evening and weekend events | |
| Positive ‘can do’ attitude, honest, discrete and trustworthy |
How to Apply: DAISI Admin. Co-ordinator
Your application should be in two parts, and no more than 3 sides of A4 in total.
Part 1 Your CV: please create this with reference to the Person Specification.
Part 2 A covering letter saying why you are interested in the post and what
you would bring to it.
Please send your application to DAISI by 10am on Friday 18th July 2008, stating where you saw the job advertised.
By post: DAISI, Great Moor House, Bittern Road, Sowton, Exeter, EX2 7NL
By email: daisi@daisi.org.uk
Further Information
DAISI aims to develop the creativity of young people by enriching their experience of the arts and works closely with teachers, governors and artists to strengthen the relationship between the arts and education sectors.
DAISI supports and encourages creativity through the arts with the whole school community. It arranges arts education projects for schools in Devon and Torbay. It is a small, friendly, well-respected organisation which has access to a large network of quality artists. It also provides training, support, information and arts opportunities for both teachers and artists.
Current projects include: Inspiration Aspiration Partnership, a Devon County Council Extended Schools funded project exploring how artists, cultural organisations and schools can work together to engage with the Government’s Change for Children agenda: Every Child Matters; Art to Start, a Big Lottery Playful Ideas funded project in 8 Devon Early Years settings researching child centred approaches to creative opportunities for the 0-5 age group ; A partnership with Animated Exeter, making Animated Exeter artists available to schools for residencies prior to the festival; Devon Youth Theatre and 3D A Chance to Dance (which includes Devon Youth Dance Company – see http://danceground.net for an interview with Devon Youth Dance Company, linked to the National Youth Dance Festival in London, July 2008). In addition we are currently working in partnership with a number of partners, including schools, to plan one-off workshops, arts weeks and longer term projects. DAISI’s objectives for 2008/09 also include the implementation of our new Marketing Plan, the development of a new DAISI website being already underway.
The DAISI team comprises the Director, Liz Hill, Education Projects Co-ordinator, Margo Greenwood, Project Manager, Ruth Cohen and our current Admin. Co-ordinator, Emmy Astbury. This recruitment is to fill Emmy’s post, as she returns to her homeland in Sweden, and to increase our current capacity through a new, temporary Project Manager post, in response to our growing body of work. We are a small team who can adapt to the dynamic and fast paced arts and education landscape. There are 15 DAISI Trustees and 3 Advisers, all experienced and active members of the arts education community, and DAISI has a network of 199 registered artists from across the full range of art forms. Between April 1st 2007 and March 31st 2008 a total of 425 DAISI project days took place, which translates as over 7,700 children and young people days of DAISI activity across many art forms and settings.
DAISI is an Arts Council England, South West, Regularly Funded Organisation (RFO) and also receives funding from Devon County Council.
