TOC Administrator Job Description & Person Spec .pdf
Original filename: TOC Administrator Job Description & Person Spec.pdf
Title: TOC Administrator Job Description & Person Spec
Author: Rachel Millward
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THE OLD CHURCH: Inspiring Arts, Inspiring Community
JOB DESCRIPTION AND PERSON SPECIFICATION
This is a great opportunity for someone with administrative skills, who is interested in the
arts, to play a key role in the development of an arts centre in a refurbished Tudor church
in Stoke Newington, North London. You will work alongside our Director to develop and
shape a young and dynamic organisation.
The Old Church is an inspirational space based in a beautiful 450 year old church in Stoke
Newington. We aim to be a space through which local communities can discover and
create art of any kind together. We put on a variety of events including live music, art
exhibitions and fairs, and theatre / dance. As well as hosting events brought to us by
others, we will be developing more of our own programming across artistic disciplines as
we grow in resource, with a stress on projects which will pro-actively bring together the
diverse local communities to create art of various kinds.
The Old Church raises funds through our artistic events, through running our licensed bar,
and through commercial and private hires. This includes hires for wedding receptions,
which are managed by our partner caterer, Easy Gourmet. We are a not-for-profit
company, run by a Management Committee. Our building is still a consecrated church and
used for services on a Sunday and at other times on an occasional basis by the
congregation of St Mary's (who also use the newer & larger St Mary's church across the
road). The Old Church arts centre is independent and without religious affiliation. We can
use the building on a Sunday with prior agreement of St Mary’s church.
The Old Church is run by a part time Director, Rachel Millward, an experienced arts
professional (ex Director of the Birds Eye View Film Festival celebrating international
women filmmakers), with a volunteer management committee.
As a venue we are wholly dependent on a wider team of events volunteers to manage all
We are delighted that, with the money raised via artistic and commercial hires, we are now
in a position to hire a paid Administrator for the first time. This is thus an exciting
opportunity for the right person to be involved in the development of a new and impactful
organisation from very early stages.
THE ADMINISTRATOR ROLE
Reporting to the Director, the administrator will become the main point of contact for users
and hirers of The Old Church, ensuring that all who use the venue have a happy and
successful experience. Since these are new roles, the precise work and division of labour
will need to evolve: there will be regular discussions with the Director to ensure clarity over
priorities within the time available.
The main duties are as follows. The Administrator will oversee the management of the
building and lead on co-ordination of bookings, liaising with artists, arts organisations, and
private / commercial hirers. The administrator will maintain the venue calendar and assist
with financial administration. In addition they will be responsible for basic updating of our
website and social media channels and co-ordinate our essential volunteer force to
manage all events.
As this is the first time we have hired a professional administrator, clear and effective
systems need setting up, sometimes from scratch, sometimes building on what is already
The core duties are as follows.
- Take overall responsibility for ensuring that the building is clean, tidy, and in shape for
- Oversee the cleaning service, ensure all supplies are in place, and ensure that the
vestry / Green Room and kitchenette are tidy and ready for the next users.
- Ensure heating is set to go on in advance of events, and monitor energy costs
- Liaise with St Mary’s parish office around any repairs / maintenance / access for building
The administrator will maintain both internal and public online calendars for the venue, and
manage diary relationship with our wedding caterers’ and with the office of St Mary’s
Artistic & Community Hires:
- Respond to initial hire enquiries, with input from the Director
- Conduct venue viewing with potential hirers
- Issue hirers with booking forms, followed by venue guidelines and production and
- Create contracts for hirers
- Deal with any further enquiries
- Send Front of House manager and volunteer team a briefing document re upcoming
Wedding Reception Hires:
- Liaise with our partner caterers, Easy Gourmet, as necessary
Private / Corporate Hires:
- Respond to initial enquiries, with input from the Director
- Provide catering quotes where appropriate
- Book freelance event managers to work on events where appropriate
- Stock the bar for forthcoming events, and ensure that there is sufficient float
- Send up to date list of forthcoming events with a bar to the licensing committee on a
- Plan seating and arrangements for some events
- Co-ordindate and brief volunteer teams to run events
- Update event information from marketing questionnaire to the website and Billeto
- Post forthcoming events on social media channels (Twitter, Facebook)
- Maintain poster displays in noticeboards on railings out the front
- Advertise for volunteers via volunteer websites and TOC’s own outlets
- Liaise with committee members to organise volunteer training sessions
- Distribute volunteer guidelines
- Maintain volunteer database with information on training level of all individuals
- Book volunteers for all upcoming events
- Send volunteers briefing documents in advance of events
- Thank volunteers after events and request any feedback
Under supervision of the Director and the Treasurer, the administrator will:
- issue invoices / purchase orders
- maintain (online) book keeping system
- issue payments to contractors e.g. cleaners, bar suppliers
In addition to the core hours there will be occasions at which the Administrator will be
required to work at events in evenings or on weekends. We have a TOIL policy which
ensures that this is kept within reasonable limits.
SKILLS & EXPERIENCE REQUIRED
- proven administrative experience, demonstrating high degree of efficiency and
outstanding organisational skills
- proven ability to co-ordinate events and small teams
- willingness and ability to work independently - this role requires self-motivation,
flexibility and the confidence to work under direction but not constant supervision
- proven ability to set up administrative systems from scratch and to maintain them with
- proven communication skills, both internal - with colleagues, committee and volunteers,
and external - with potential clients, hirers and artists
- experience at managing budgets
- a passion for the arts and for community work
- experience within the arts sector
- familiarity with the local communities who we seek to serve
- based within reasonably easy access of The Old Church, N16
CONDITIONS OF WORK
• Fixed term contract for one year, with a view to becoming permanent as the organisation
• Responsible to: Management Committee
• Line Manager: Director
• Hours of Work: initially 18 hours per week, preferably across three working days, though
we are prepared to discuss precise work patterns with the right candidate
• Some evening and weekend work will be required. Our TOIL policy ensures that this is
kept within reasonable limits.
• Holiday entitlement: 25 days paid holiday per year, pro-rata, excluding bank holidays
• Probation period: 2 months
• Notice period: 1 month in writing either side, 1 week during probation period
• Salary: £22k full time equivalent, £10,700 pro rata for 18 hours per week, total £890 per
Please email firstname.lastname@example.org with your CV and a statement explaining why
you are suitable for this job. Please indicate how your experience, qualifications, personal
qualities and interests meet the requirements for this post.
The Old Church is an equal opportunities employer and welcomes applicants of all ages
and abilities and from all backgrounds.
Deadline: Friday February 27th, 5pm
Interviews: first interviews in the week beginning March 9th.
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