We're hiring! Studio Administrator (Client, Project and Administrative Support)

                                                                                                              

Studio Administrator (Client, Project and Administrative Support)

Job Description and Background Information

Introduction and Background

This is an exciting opportunity with Scotland’s premier social enterprise branding, design and digital agency.  The office is Glasgow based but work is across Scotland and beyond.   At a time of growth, we have created a varied and flexible support post that will help our business to run smoothly and efficiently, release the assets and skills of the team and take the organisation to the next level of effectiveness.  We are looking for someone who has attention to detail, is great with people, enjoys the effectiveness of good administration, can deal with digital project management systems comfortably, has a strong work ethic and a sensitivity to the third sector.  

We are the first and largest social enterprise creative agency in Scotland.  To date we have been working with the 3rd sector, charities, social enterprises and mission driven businesses to develop their brands, marketing strategies, websites and campaigns.

We are forward thinking and, after 12 years of successful growth and a strong portfolio of work, we are in a period of careful growth into the future. 

For further information, see www.bold-studio.co.uk

The Organisational context

BOLD is a fully integrated creative agency that uses an innovative approach to brand development and communications in the third sector.  We work closely with our clients to create beautiful, engaging and appropriate brands that are articulated using traditional design, digital and offline techniques to provide a tool kit of assets that builds confidence within the organisation and support enterprise growth.

We believe all organisations, large and small, start-up or established, should have access to original and beautiful creative solutions. See our portfolio at www.bold-studio.co.uk.

BOLD is a trading division of Community Enterprise and the branding, marketing and web development service enhances and complements the core work of the organisation. Community Enterprise itself has been working with third sector organisations and both emerging and established social enterprises in Scotland for over 35 years.  We offer highly professional consultancy services, with qualified specialists, including community research, business planning, evaluations, training, research and fund-raising.

Community Enterprise is a social enterprise itself.  100% of our profits are re-invested in supporting the further growth and development of voluntary and community organisations.  See www.communityenterprise.co.uk for further information.

Job Description

Job Title Studio Administrator (Client, Project and Administrative Support)

Job Purpose               

  1. To provide administrative and client management support in a busy design studio with a diverse portfolio of work.
  2. To support the Creative Lead with managing clients.
  3. To manage the needs of clients who host their websites with us.
  4. To undertake a wide range of office and admin tasks alongside Community Enterprise’s core Executive team to keep BOLD’s workflow running smoothly.

 Work Place values

  • Be Creative
  • Be Focussed
  • Be Bold

Accountable to The Bold Creative Lead and Principal Officer

Nature of post  This post is part time though hours are negotiable. We operate a Hybrid Working Policy, and the post holder must be in the office at least 50% of the time when other team members are in the studio.

Main Duties    

Project and Client Management

  1. Client liaison as part of each piece of work from initial contact to final delivery, ensuring tasks are delivered on time and on budget. Working with the Creative Lead to ensure efficient scheduling of work in the studio and ensuring leads are recorded and followed up, and deadlines are met.
  2. Record leads quickly and keeping the team appraised of deadlines.
  3. Using Podio and other online project management tools and supporting the team to ensure consistent use of those systems.
  4. Liaising with our Systems and Administrative Manager to produce monthly financial summaries and raise invoices when work is complete.
  5. Liaison with clients, building strong relationships and ensuring issues are addressed quickly.
  6. Helping manage branding workshops. This can range from managing meetings to ensuring materials are in place, providing hospitality and a warm welcome, and writing detailed notes.

Website Support

  1. Managing a small portfolio of websites, helping clients to make simple changes and commissioning more complex changes and updates where required. Ensuring clients are happy and billed appropriately.

Social Enterprise Map Administration

  1. Liaising with sector support providers to ensure their profile is live and up to date
  2. Administering the site and ensuring it is working well

General Admin Tasks

  1. Fielding enquiries to the Creative Lead
  2. Undertaking all basic admin tasks and ensuring the studio runs efficiently
  3. Working with the Community Enterprise Executive team to ensure all work is compliant with GDPR and other legislation and good practice etc.
  4. Checking and proofreading tenders and other documents.
  5. Issuing evaluation surveys after work is complete and at future intervals
  6. Providing support to the social media tasks undertaken by the wider team.
  7. All other tasks which are commensurate with the spirit of this varied role.

Person Specification

We are more interested in real skills, aptitude, values, and how you would fit with the organisation than paper qualifications. Though we will consider them, of course, real experience of administration, client liaison, good writing, comfort with finances, and sensitivity to the sector in which we work are more important to us. This is not a grant-funded post and needs someone who understands the business imperative that sales are crucial to our sustainability. 

The following is important;

  • The willingness to undertake a variety of tasks at different levels as part of a team - someone who is happy to “muck in”
  • Someone who will notice and take the initiative when things need to be done.
  • Excellent communication and people skills, and a personality that partners and customers warm to and that engenders respect and confidence
  • Comfortable with IT systems and an aptitude to pick up new technologies quickly
  • Positive and hard-working with a proven track record of efficient administration.
  • A good writer with attention to detail and comfortable with proofreading
  • Being confident and self-motivated with a positive, solutions-oriented mindset.
  • Understanding/experience of the third sector and ethical enterprises would be advantageous but not vital.
  • Budgeting and a head for numbers is important, though there will be support for finance tasks
  • Excellent verbal and written communication skills.
  • Highly organised and able to multi-task effectively,
  • Self-starter with the ability to work well independently and as part of a cohesive team.
  • Ability to work across a diverse team of different people in an organisation with a wide portfolio of work.

 

Job Details

Hours  The post is for circa 25 hours per week (3.5 days), with the chance that this will grow as the business grows. We ideally need to have a presence every day, so this would be ideally worked from 9 to 3, to be confirmed with the successful candidate.

We may be willing to consider full time if there is a particularly strong candidate but our preference is for 25 hours.

Remuneration £18,900 per annum for circa 3.5 days (FTE £27,000). 

Location Based in BOLD’s Glasgow studio but visiting Community Enterprise’s base in West Lothian and visiting clients.

Line Management The post holder will be line managed by the Creative Lead within the policies and procedures of Community Enterprise Ltd

Employed by Community Enterprise Ltd

How to Apply

Please complete the attached application form

Email to maria@communityenterprise.co.uk

Closing date: 30th June

Interview date: Please give your availability in the first two weeks of July.

Further information

If you’d like to discuss the work of BOLD, don't hesitate to get in touch with Doug Summers, Creative Lead, at doug@bold-studio.co.uk

Application Form

Equal Opportunities

Community Enterprise Vision