Julie's Bicycle
Julie’s Bicycle (JB) is seeking outstanding candidates for a new Administrative Coordinator role in our pioneering non-profit that mobilises the arts and culture to take action on the climate crisis. The role is the first point of contact for JB, the go-to team member on general admin queries and supports our Director, Alison Tickell.
ROLE SUMMARY
Job title: Administrative Coordinator
Contract: Full-time permanent contract
Location: Hybrid working: office base is at Somerset House, London (*)
Salary: £26,000 p/a
Reporting to:Operations Manager
Start date: ASAP (depending on your notice period)
Normal hours: Working hours are 9.30am -5.30pm, Monday –Friday (requests for flexible working hours will be considered)
● Annual leave is 25 days plus standard bank holiday
● Cultural entitlement of £250 per annum to spend on arts/ cultural events
● All employees are able to claim 1 hour a week for personal wellbeing
● Pension scheme enrolment and 6% employer contributions (reviewed annually)
(*)Access to office space in London is always available to staff who can’t or don’t want to work from home.
ABOUT JULIE’S BICYCLE
Julie’s Bicycle is a pioneering non-profit organisation mobilising the arts and culture to take action on the climate crisis. Founded by the music industry in 2007 and now working across the arts and culture, JB has partnered with over 2000 organisations in the UK and internationally. Combining cultural and environmental expertise, JB delivers high impact programmes to meet the climate and ecological crisis head-on.Our work includes research, training, consultancy, and policy development. We provide the creative community with the full range of tools, knowledge, and inspiration to act. We run a rich programme of events, projects, advocacy, and campaigns.Through this work we support a wide variety of organisations in arts and culture to embed environmental sustainability into their values and practice. This is an exciting time to join a rapidly expanding team of 16 staff and additional external associates who, together, represent a unique mix of arts, culture, environmental, digital and operational expertise.
THE OPPORTUNITY
Julie’s Bicycle is looking for an exceptional person with ambition, love of the arts and culture and interest in environmental sustainability to join a thriving team at the heart of the cultural response to climate change. Our Administrative Coordinator will be proactive, highly organised and personable, with great all-round administrative skills. They will provide skilled day-to-day support to a busy and inspiring team, scheduling and administration support to our Director, and finance and general support to our Operations Manager. This role is central to the smooth-running of the organisation: you’ll join an enthusiastic and motivated Ops team and be involved in developing, implementing and maintaining our administrative processes.
We encourage people from any background to apply for this post. We are committed to creating a workforce which is representative of our society, and to bringing together those with a variety of skills and experiences to help shape what we do and how we work. We are particularly keen to hear from people of colour and those who self-identify as disabled.
KEY RESPONSIBILITIES
General administration
● Act as the first point of contact for general enquiries to JB: screen emails, phone calls and post: direct and distribute these to other team members or respond directly.
● Act as the ‘go to’ person for general administrative queries for the team: maintaining a supportive and helpful approach at all times.
● Proactively support the development and maintenance of office processes and systems.
● Manage the process for external event speaker enquiries to JB team members.
● Support recruitment administration and bringing on board new team members.
● Make venue, travel and accommodation arrangements for the team.
● Occasionally schedule meetings for the Managing Director or other team members.
● Undertake research and small projects for the Operations Manager as time allows.
● Respond flexibly and swiftly to changing administrative priorities.Assistance to the Director (Alison Tickell)
● Support the Director to manage her diary, including when needed, arranging internal and external meetings for the Director and content preparation.
● Monitor the Directors’ calendar and flag any clashes / busy days / annual leave.
● Develop an understanding of the Director’s priorities in order to proactively help manage the Director’s diary in a supportive way.
● On occasion take notes in meetings for the Director.
● Efficiently track all the Director’s speaker event invitations ensuring they are scheduled in the Director’s calendar, JB planner and Events & Advocacy tracker.
● Follow up on behalf of the Director to obtain details & support logistics for speaker events or recorded presentations for events.
● Prepare the Directors expense forms.
● Prepare presentations for the Director on Powerpoint for speaker engagements & meetings as needed.
● Other administration for the Director as required: subject to time available.
Financial administration
The Operations Manager is the lead on financial processing, working with our Finance Manager. This role will support and work closely with the Operations Manager to undertake simple financial processing including:
● Manage the accounts payable email inbox.
● Support expenditure tracking by tagging and uploading incoming expenditure invoices.
● Manage petty cash.
● Support credit card transaction processing.
● Liaise with team members on day to day finance queries.
● Request approvals for staff expenses from line managers.
● Backup trackers on a monthly basis.
● Other financial administration as required.
Office, IT and equipment
● Support the management ofJB’s office: ensure that the office is a comfortable working environment and equipment is maintained, and act as the first point of contact for Somerset House staff and for office related issues.
●Support on the logistics of blended office / at home working.
● MaintainJB’s cloud filing system.
● Provide basic digital and IT support to the team. Liaise with our external IT support provider when needed.
Other
●Other administrative tasks as time allows.
EXPERIENCE AND SKILLS
MUST HAVES
● Experience of being the first point of contact for a team or organisation, including fielding enquiries and queries, as a representative of an organisation
● Experience working as an Office Coordinator, Administrator, Administrative Assistant or similar role
● Experience of diary management
● Experience of developing and maintaining administrative systems or processes
● Confidence working with standard IT software e.g. microsoft office or g-suite
● Familiarity with IT equipment and applications and virtual meeting software e.g. ZoomPlus
● Outstanding organisational and time management skills
● Excellent attention to detail and accuracy
● Discretion and confidentiality
● Ability to prioritise, take the initiative, and work to deadlines
● Self motivated and able to work as part of a team
● Excellent interpersonal and communication skills
● Enjoyment of working in a fast-paced environment and ability to respond flexibly to changing priorities: a ‘can do’ attitude
● Active interest in the environment or the arts or curiosity to learn more about these areas
NICE TO HAVES
● Experience working in administration in either the cultural or environmental sector
● Experience working in a charity or Non-Governmental Organisation (NGO)
● Experience of working on staff recruitment processes
● Experience of financial administration
● Experience of virtual production for basic online events
● Experience of coordinating small projects
We know that sometimes the ‘perfect candidate’ doesn’t exist, and that people can be put off applying for a job if they don’t fit all the requirements. If you’re excited about working for us and have most of the skills or experience we’re looking for, please go ahead and apply, and also tell us what else you would bring to the team. You could be just what we need!
HOW TO APPLY
If you’d like to apply, please complete the application form and equal opportunities monitoring form you’ll find on our website. Send these to [email protected] by midnight on Thursday 28th April.
To apply for this job please visit juliesbicycle.com.