Office Manager | CVAN East Midlands

We are recruiting an Office Manager to work in our York office for 3 days (or 22.5 hours) per week, during Mondays – Fridays (days negotiable). You will be working for the art and culture magazine, Aesthetica, as well as all related projects, including the Aesthetica Short Film Festival, Art Prize, Future Now Symposium and Creative Writing Award.

Reporting to the directors, the successful candidate will oversee the administrative activities that facilitate the smooth running of the office, organising people, information and other resources. You’ll ensure that office equipment is maintained to the appropriate quality and quantity, relevant records are up to date and all administrative processes work effectively.

Responsibilities

Use a range of software, including online filing systems, email, spreadsheets and databases, to ensure the efficient running of the office.
Raise invoices, chase late payments and manage the day-to-day processing of financial accounts.
Process sales and organise shipping.
Respond to customer enquiries across several email accounts.
Using email mail-merge software to communicate with customers.
Manage the Awards and submitters communications.
Be the point of contact for internal communications facilitating efficient teamwork and liaise between staff and directors.
Delegate work to staff and manage their workload and output.
Become a point of contact for freelance staff.
Organise travel and accommodation for guests.
Manage guest lists and goody bags for events.
Develop and implement new administrative systems, with the aim of improving the team’s accuracy and efficiency.
Assist with training and development of skills for new and existing staff.