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Job description

THE EMPLOYER IS: ARTS CARE The Finance and Admin Assistant will provide day to day business support to Arts Care’s Finance and Admin Team. The post holder will carry out routine administrative tasks, support basic financial processing, maintain accurate records within the CRM and assist with meeting and event logistics. This is an entry level role, suitable for a candidate starting their career. Full training and supervision will be provided.

Responsibilities

• Support the Finance and Admin function by completing routine administrative tasks as directed.
• Provide a professional reception service, greet visitors, answer calls and manage a shared inbox where required.
• Set up meetings, book rooms and equipment, coordinate diaries and prepare simple agendas and papers when asked.
• Process supplier invoices for payment under supervision, follow agreed procedures and file supporting documentation.
• Maintain orderly filing systems, both electronic and paper, apply consistent file naming and version control.
• Keep office supplies stocked, raise simple orders for stationery and equipment, receive and check deliveries.
• Enter, update and check data in the CRM and shared spreadsheets, ensure information is accurate, complete and up to date.
• Assist with room set up for meetings, workshops and events, arrange basic catering and refreshments, tidy spaces after use.
• Communicate courteously with staff, partners, stakeholders and members of the public by phone, email and in person.
• Handle confidential information appropriately and work in line with data protection, safeguarding and health and safety procedures.
• Produce simple documents, forms and standard letters using Microsoft Office or Google Workspace.
• Take part in regular check ins, follow instructions, meet agreed deadlines and escalate issues promptly.

Skills and Qualifications

Essential Skills

• Clear written and verbal communication with a helpful, professional manner.
• Strong organisation skills, able to plan tasks, prioritise and meet deadlines.
• High attention to detail and accuracy when entering data and checking records.
• Basic numeracy and confidence working with figures for invoice processing.
• Competent IT user, including email, calendars, word processing and spreadsheets.
• Ability to learn new systems quickly, including a CRM and finance procedures.
• Discretion and respect for confidentiality, especially when handling personal or financial data.
• Practical approach to setting up rooms and moving light furniture or supplies safely.
• Commitment to Arts Care’s values and to equality, diversity, inclusion and safeguarding.

Desirable Skills

• Experience in a busy office environment, paid or voluntary.
• Familiarity with a CRM or databases, and basic data quality checks.
• Experience processing invoices, coding costs or supporting purchase ledger tasks.
• Confidence using spreadsheets for simple lists, trackers or basic formulas.
• Knowledge of finance or admin software such as Xero, Sage, QuickBooks or similar.
• Experience coordinating meetings or small events, including simple catering arrangements.
• Awareness of GDPR and information governance in a not for profit setting.
• Knowledge of the arts, health or community sector in Northern Ireland.

Further Information

The Employer is: ARTS CARE JobStart Opportunity - Working Hours Information - Standard Hours: up to 25 hours per week. - Flexible/Reduced Hours: May be available upon approval by a Work Coach. - Additional Hours: The employer may offer extra hours depending on availability. This should be discussed directly with the employer before starting employment. The job advert may end before the closing date if requested by the employer.

Application Information

JOBSTART IS OPEN TO WORKING AGE BENEFIT CLAIMANTS WHO ARE DEEMED ELIGIBLE BY A WORK COACH. If you are on Universal Credit, please contact your Work Coach via your Journal. If you are in receipt of any other working age benefit, please contact your local Jobs & Benefits Office on 0800 001 5782.