- A job description and person specification which will be used to shortlist your application

Transcription

1 14 th May 2013 Dear Applicant, Re: Administration & Marketing Assistant (Freelance) Thank you for expressing interest in the post of Administration & Marketing Assistant with ArtsEkta Northern Ireland s leading ethnic arts organisation. Enclosed you will find: - A job description and person specification which will be used to shortlist your application As this is a freelance position, applicants are asked to send a covering letter and CV paying particular attention to the criteria listed in the person specification. Please ensure that documents are submitted by 5.00pm on the 31 st May Late submissions will not be considered. Completed submissions should be returned in person, by post or ed to krishan@artsekta.org.uk. ArtsEkta will not be able to acknowledge receipt of submissions, however will inform each applicant whether or not they have been shortlisted. Interviews are expected to take place w/b 10 th June In the event of a large number of applications being received, ArtsEkta Ltd reserve the right to introduce new criteria in addition to those listed in order to effectively shortlist candidates. If you require any assistance with completing your submission please contact us on or krishan@artsekta.org.uk We look forward to receiving your application. Yours sincerely, Nisha Tandon Executive Director

2 COMPANY BACKGROUND ArtsEkta (Ekta means bonding/uniting in the Indian language) is a multi-award winning social enterprise that works to enhance the practice, understanding and appreciation of ethnic arts within an artistic, social and educational context. We are dedicated to strengthening and deepening relationships between different cultures and communities through a series of exciting and inspiring arts-based programmes. ArtsEkta is established for the advancement of education and to promote ethnic arts to people from the north and south of Ireland regardless of age, gender, disability, sexual orientation, nationality, ethnic identity, political or religious opinion. ArtsEkta unites the statutory authorities, community and voluntary organisations and citizens in a common effort to promote integration and inclusion. OUR VISION To help shape an inclusive society which is respectful, embracing and reflective of multiple cultural identities living in Northern Ireland. OUR MISSION To promote and support multi-cultural arts and artists in the community by: Sharing the value of unique cultural experiences and; Raising awareness and acceptance of different cultures through an innovative and creative programme of workshops, educational outreach and festivals. OUR AIMS To challenge perceptions, promote greater dialogue and understanding of diversity within our society; To raise awareness and celebrate the diverse cultures within our society; To build the capacity of minority ethnic artists, enabling their professional; development and supporting the delivery of ArtsEkta s work; To advocate and develop the sectoral position of ArtsEkta; To be a well resourced, structured and sustainable organisation For further information visit //

3 JOB DESCRIPTION Post Reports to Fee Location Administration & Marketing Assistant (Freelance) Operations & Finance Manager 1000 per month Philip House, York Street, Belfast, BT15 1AB Contract Length Rolling monthly contract to March 2014 Hours of Work Purpose 25 hours per week. Reasonable hours outside of this may be required to fulfil the duties of this position. The main purpose of this role is to provide overall administrative support to the organisation and assist with general operations. The post holder will also be responsible for supporting business development and the sales operation. It is expected this role will develop over time, and a review of the job description will take place after three months DUTIES: Administration & Support for Operational Management Assist Director & Project Managers with all matters relations to organisational/project administration as directed; Assist the Finance Manager with all matters relating to the financial administration of the organisation as directed; Take bookings for service delivery and manage the organisations diary electronically ensuring that artists are booked for any workshops/programmes/events timetabled; Ensure effective electronic or paper-based filing systems are in place and maintained in line with all the policies and procedures of the organisation; Ensure effective communication within the organisation; Co-ordinate, attend and minute meetings as requested, including notification to participants through preparation and dissemination of agendas, arrange appropriate hospitality, and prepare and distribute minutes;

4 Maintain and control equipment, materials and stationary supplies; Be responsible for the smooth day-to-day running of the office, including IT and other systems; Represent ArtsEkta in a professional manner at all times. Support for Business Development, Sales & Marketing To support the Director in implementing and monitoring the business plan for Ekta Events ArtsEkta s trading subsidiary; Attract new clients and opportunities including distributing promotional packs, managing web/ updates, managing databases and making sales calls To operate in a client facing role selling programmes of work and creative services to prospective clients, and working to monthly targets; To identify opportunities and maximise sales potential of the trading operation; Assist with the co-ordination and implementation of marketing & communications strategies including; communications/brand development; direct marketing; advertising and social media marketing. To work with the Director to ensure a continual process of innovation, quality assurance and customer care

5 PERSON SPECIFICATION THIS CRITERTIA WILL BE USED TO SHORTLIST YOUR APPLICATION ESSENTIAL CRITERIA Education / Experience Educated to GCSE level or equivalent, including English and Maths Proven minimum of 2 years experience working in an administration and sales role within the last five years Skills / Knowledge / Attitudes Proven experience of working in a clientfacing role, including handling a wide range of enquiries particularly by telephone and Competent in financial administration Proven good IT skills (Microsoft Office/Excel/Access or equivalent, and web content management systems. Excellent organisation and planning skills Proven experience of marketing within the arts and cultural sector DESIRABLE CRITERIA Third level or equivalent qualification in a relevant discipline Proven experience of working with minority ethnic communities, and an understanding of the issues they face An understanding of cultural event management Proven experience of working within a mixed economy organisation i.e. a combined commercial and publicly funded environment Previous knowledge of the work of ArtsEkta including its annual events e.g. Belfast Mela Proven experience of working in the arts, community/voluntary sectors in Northern Ireland Proven experience of SAGE accounting system or similar