Creative Carbon Scotland is seeking a technically minded and suitably experienced individual to help with everyday administration as well as financial systems.
Details of the Administration and Finance Officer role
Hours: part-time (30 hours per week)
Salary: £25,000 pro rata (i.e. £20,000 for a 30-hour week)
Fixed term role: July 2020 to 31st March 2021 (with a view to extend depending on funding)
Deadline for applications: 5pm, Monday 22nd June 2020
Complete the form below to apply
About this new role
Creative Carbon Scotland believes that the arts and culture have an essential role to play in achieving the transformational change to a sustainable future. With the Scottish Government’s strengthened ambition to make Scotland a world leader in addressing the climate emergency and a cultural sector keen and equipped to play its part, we are busier than ever and our growing, committed and friendly team is working on ambitious projects in both the climate change and cultural spheres. Therefore, we are seeking a technically minded and suitably experienced individual to join us to help with everyday administration as well as financial systems to ensure that we are working effectively at this demanding but exciting time.
1. Ensuring that our office and remote-working services enable the charity to operate effectively (40%) by:
a) ensuring that our Microsoft Office Sharepoint, Teams, document management, communications and other IT systems are up to date and working at the highest level
b) developing, maintaining and improving office systems, including our contacts database, and ensuring that we comply with GDPR
c) ensuring that equipment and resources are fit for purpose, fully functional and comply with relevant health and safety standards
d) liaising with the Facilities team in our host organisation and supporting team members in effective and safe home-working
2. Maintaining financial systems and other records (20%), including:
a) processing invoices and payments working with the bookkeeper
b) managing online and paper finance files
c) monitoring expenditure and income relating to our IT subscriptions and reporting regularly on these
d) ensuring compliance with funders’ requirements including regular reporting
3. Providing administrative support for all staff as appropriate, including organising CCS meetings (including quarterly Board meetings), travel, events and projects, both face-to-face and virtual, and involving a range of participants from local to national and international (10%)
4. Ensuring internal communication is effective (10%), including:
a) organising and minuting weekly team meetings
b) managing our effective use of Microsoft Teams
c) managing incoming contact via the corporate email and phone
5. Ensuring that all CCS staff understand how to use office equipment, tools and resources, including software, and provide support and training as required (5%)
6. Providing administrative support in the recruitment and induction of freelance and employed staff (5%)
7. Supporting the communications work of CCS (5%)
8. Other duties as required, including ensuring that our Equalities, Diversity and Inclusion Action Plan is considered and acted upon in all the above areas. (5%)
We will use evidence of these skills and experience in your application to select candidates for interview, so please make sure that you fit the requirements and demonstrate this in your answers to the questions on the application form.
NB: due to the fixed-term nature of the role and Creative Carbon Scotland’s circumstances, this opportunity is only open to those who already have the right to work in the UK.
- A high level of organisational, administrative and customer service skills
- Experience of office and/or home-working management and administration, including practices to reduce the environmental impact of these
- Excellent knowledge and understanding of best practice in data protection and information security, human resources, and equalities, diversity and inclusion
- Excellent IT skills including in-depth knowledge of Microsoft Office suite (including SharePoint and Microsoft Teams), virtual and remote working software and tools, wi-fi connectivity solutions and printer/scanner interface
- Good knowledge of using social media for business purposes
- Excellent interpersonal, oral and written communication skills
- A high level of transferable skills, including attention to detail and problem-solving, time management, confidentiality and discretion
- Flexible and proactive with the ability to prioritise effectively
- Flair and imagination
- Experience of providing guidance, both spoken and written, in new administrative procedures, use of IT equipment and software
How to apply
Please read carefully and then follow the instructions in the application form [HERE]. The form will ask you to make clear why you are interested in this role and to demonstratehow your experience and skills match those outlined above.
As part of your application, please complete our Equalities Monitoring Survey. The application form will ask you to confirm that you have done so. NB: This is anonymous and the information provided will not affect your application in any way.
If you would like to discuss the role or have any questions, please contact Alexis Woolley.
The closing date for applications is 5pm on Monday 22nd June 2020.
Interviews will be held remotely on Monday 29th June (and Tuesday 30th June, if necessary).
Creative Carbon Scotland is a partnership of arts organisations working to put culture at the heart of a sustainable Scotland. We believe cultural and creative organisations have a significant influencing power to help shape a sustainable Scotland for the 21st century.
In 2011 we worked with partners Festivals Edinburgh, the Federation of Scottish Threatre and Scottish Contemporary Art Network to support over thirty arts organisations to operate more sustainably.
We are now building on these achievements and working with over 70 cultural organisations across Scotland in various key areas including carbon management, behavioural change and advocacy for sustainable practice in the arts.
Our work with cultural organisations is the first step towards a wider change. Cultural organisations can influence public behaviour and attitudes about climate change through:
Changing their own behaviour;
Communicating with their audiences;
Engaging the public’s emotions, values and ideas.
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