Opportunities & Events

People Speak Up Administrator PA

Location: Llanelli | Start Date: april 2024

Summary:

Administrator / PA to the Artistic and Business Director. Deadline: 10am 1st March 2024 

Content:

Hours of work: 15 hours a week – 3 hours a day Monday to Friday.

Times are flexible but must be between our core hours of 9am and 5pm.   

Salary: £23,500 pro rata

Contract: Fixed term 1 April – 30 September 2024 with possible extension subject to funding.

Primary place of work: Ffwrnes Fach, Park Street, Llanelli SA15 3YE

 

About People Speak Up

People Speak Up (PSU) is a social, arts, health, mental-health, and well-being community organisation that connects people and creates healthier and resilient communities through storytelling, spoken word, creative writing, volunteering, training, and participatory arts. 

We are a registered charity (1193117) based at the Ffwrnes Fach, Llanelli’s Arts, Health and Well-being Hub in Llanelli town centre and working across South Wales.

We are funded by the Arts Council of Wales, trusts and foundations and through commissions by health boards and local authorities.

People Speak Up was founded by Artistic and Business Director Eleanor Shaw in 2017 and is growing rapidly so we are expanding the team with the introduction of this new position for a fixed term in line with our confirmed funding.

Read about PSU and our current projects www.peoplespeakup.co.uk

Watch a short video about who we are and what we do https://bit.ly/AboutPSU

 

The role

We are looking for a highly organised individual that will be instrumental in the smooth running of the organisation.

You will report to, and work closely with Eleanor Shaw, PSU Founder and Artistic and Business Director.

You will

·         be able to work quickly and accurately to ensure systems run well, day to day administration is taken care of and office systems are in place and robust as we grow the organisation,

·         be a welcoming face in the office helping staff, freelancers and visitors with enquires,

·         manage our general email address inbox, answering and directing enquires,

·         support the Artistic and Business Director to manage her inbox as required,

·         be the primary contact for suppliers; IT support, Wi-Fi and phone systems, building maintenance, and work with them to find solutions to any problems that arise,

·         ensure the office is suitably equipped and presented for staff to hot desk,

·         be responsible for keeping the OneDrive and paper filing systems tidy,

·         keep the shared calendar up to date,

·         support the Marketing Manager collating copy for the seasonal brochure, and to keep the website up to date,

·         create new systems as required to share or record information,

·         arrange DBS checks for staff, freelancers and volunteers,

·         record holiday and sickness days,

·         obtain and record monitoring information from the delivery team to collate ready to report back to funders,

·         count, and pay cash donations into the bank account,

·         record and reconcile petty cash expenditure and add these and expenses to Quickbooks accounting system, (training will be provided)

·         arrange meetings and take minutes,

·         proof letters, documents and funding applications.

 

We’re a small team so we all support each other, especially when we have a big community event, so we may ask you to do other things from time to time, within reason, such as helping to set up for events or helping our visitors to obtain refreshments.

This is a new role that we hope will develop over time as we grow as an organisation.

About you

The ability to plan well, be organised, work well independently and communicate well with others is essential.

You will have at least 2 years of experience working in an administration, office manager, finance assistant, PA position or similar.

You will have strong numeracy and literacy skills with a high attention to detail.

You will be computer literate, able to support staff with the use of Microsoft 365 – Outlook, OneDrive, Word, Excel.

You might have experience using online accounting systems to input transactions using Quickbooks or a similar accounting package but if not training can be provided.

You will have an interest in the arts, mental health and/or community work.

You will be sensitive to ensuring your communication with the staff, freelance and volunteer team, and participants is accessible, inclusive and supportive.

We are striving to become a bilingual company and support the Welsh Government’s target of a million Welsh speakers by 2050. The ability to speak and write basic Welsh would be desirable. Being actively engaged in improving your Welsh is essential.

If you are a fluent Welsh speaker and able to write correspondence in Welsh and English, even better.

You will help us to promote our status as a charity and ways to support us and be an ambassador for our work.

To apply

Please send your CV and covering letter giving examples to explain how you meet the specifications of the role, to Eleanor Shaw eshaw@peoplespeakup.co.uk

Applications can be submitted in English or Welsh

 

Deadline for applications: 10am on Friday 1 March 2024

Short listed candidates will be contacted on Monday 4 March to arrange an interview.

Interviews will take place on Thursday 7 March at the Ffwrnes Fach, Llanelli.

 

People Speak Up wants to meet the aims and commitments set out in our equality policy. This includes not discriminating under the Equality Act 2010, and building an accurate picture of the make-up of applicants to help us to encourage equality and diversity in our recruitment process.

We ask you to help us to do this by completing this anonymous equality and diversity monitoring form. Completing the form is voluntary and the information provided will be kept confidential and only be used for monitoring purposes.

https://forms.gle/a4ZNhPhkrvbadR6e7