Job Description

×

Send Job Posting To A Friend

From:

Subject:

Your Name

Your Email:

Friend's*:

Include a message:

Verification:  

---

Studio Supervision

• Ensure the studio and its workflow runs smoothly at all times including studio schedule population and management
• Maintain our timesheet system, weekly staff time management reminders
• Deal with telephone and email enquiries and welcoming visitors to the studio, handle the post - both incoming and outgoing
• Manage studio diaries, booking meetings, studio calendar, staff holidays and any business travel arrangements
• Check emails of staff that are away, making sure their work is handled in their absence
• Manage studio supplies such as stationery and equipment, maintaining the condition of the office, arranging for any necessary repairs and/or replacement of equipment
• Manage filing systems, including developing, creating and maintaining office administration systems, both electronic and hard copy and developing and overseeing shared diary and planning systems, the central filing system, archives and the library
• Oversee and undertake backup's of the company’s files and computers each week and maintain and record off site copies.
• Maintain annual leave and sickness records
• Where appropriate, arrange team activities and trips

Project Supervision
Where appropriate:

• Liaise with clients, including site visits and understand our clients’ objectives, undertake quoting and estimating for some new projects
• Formulate, negotiate and agree time frames, budgets, and project milestones and then ensure they are met, along with establishing clear lines of communication for each project
• Brief and commission our suppliers, including management and negotiation of our RFQs to suppliers
• Contribute to the improvement of project management systems
• Track the progress of each project by creating and updating status reports and project expenses and update company directors on projects and their progress
• Troubleshoot any problems which may arise to ensure a swift and good-natured resolution
• Chase client feedback, client assets and supplier work/updates
• Undertake project research and production support

Communications/Public Relations/Marketing

• With the management team, help raise the profile of Mindfield by developing and implementing PR resources
• With the management team, create (including occasional copywriting & proof-reading) and if necessary chase content for regular newsletters, blog and other publicity material
• Ensure that all sections of the website are kept up to date with current content
• Assist with other PR tasks and with the organization of Mindfield invitations and events
• With the management team help with the development and implementation of Mindfield’s CRM contact database
• With the management team, help with development and implementation of other marketing resources

Finance

• Undertake weekly finance data entry and bank reconciliation
• Where appropriate, issue and manage both client invoicing and supplier’s invoices
• Handle petty cash and expenses

Required Skills or Experience

Essential

• You have studio supervision experience, ideally with skills in project or account management, giving you a thorough understanding of the technical and practical issues relating to the job
• You exhibit meticulous attention to detail in everything from proof-reading to scheduling
• You can think on your feet and react quickly, using initiative to find creative solutions as projects and priorities change around you
• You have the ability to prioritize, plan, multitask and organize enabling you to balance competing requirements whilst remaining accurate and efficient
• You have excellent communication skills - both verbal and written with perfect grammar and an easy tone and, an ability to interpret information
• You are highly IT literate, you do not find learning new software or platforms a problem, and are willing to undertake training to fill gaps in your knowledge
• You are positive, amiable and personable, which shows in your 'can do' attitude and the sense of fun that you bring to your daily work
• You are socially and emotionally intelligent, being able to communicate at all levels and can build strong relationships with staff, clients and suppliers

Desirable

• You have experience of QuickBooks accounting software and financial data entry
• You possess a demonstrable interest in history, culture and the natural world
• You believe in life-long learning and love learning more about the world around you