VACANCY: ADMINISTRATOR / BOOKKEEPER
27 Jan 2017 - 6 Feb 2017
Venue: Highlanes Gallery
Admission: FREE

Vacancy: Administrator/Bookkeeper Highlanes Gallery is seeking a dynamic and experienced individual to work as an Administrator/ Bookkeeper.

Reporting to the Director the post-holder will have responsibility for gallery administration and finance.

Job Title: Administrator/ Bookkeeper Location: Highlanes Gallery Schedule of post: Tuesday – Friday. Normal working hours are 9.30am to 5.30pm, Tuesday, Wednesday, Thursday and Friday.

The post-holder will be required to be flexible as there may be a requirement to work outside the normal hours including evenings. Salary Scale: To be paid at an hourly rate of €12 per hour Annual Leave: Entitlement is 16 days P/A plus Christmas Day and Good Friday.

This is a permanent full-time position, following a nine-month probation period. Highlanes Gallery is an equal opportunities employer Closing Date: Monday 6 February at 5.00pm Candidates should submit full Curriculum Vitae to include the names and contact details of 2 referees together with a cover letter.

Applications will be accepted by hard copy to Aoife Ruane, Director to the gallery address below, or by email to aruane@highlanes.ie

Shortlisted Applicants: Applicants shortlisted for interview will be contacted on Wednesday 8 February for interview which will take place on Monday 13 February. Interview Date: Monday 13 February, 2017 (this is for shortlisted applicants only) Highlanes Gallery, St. Laurence Street, Drogheda, Co. Louth, Ireland T. 041-9803311 W. www.highlanes.ie  

 

Administrator/ Bookkeeper Job Description: Reporting to the Director this position's primary responsibility is ensuring organisational effectiveness by providing leadership for the organisation's administration and finance functions. With the director, the position also contributes to the development and implementation of organisational strategies, policies and practices. The experienced individual will oversee the running of the day-to-day administration and finance of Highlanes Gallery. This multi-tasking role requires excellent juggling skills and a diplomatic, confidential and professional manner. You will also need to be extremely enthusiastic, pro-active and focused, with excellent communication skills and a strong attention to detail.

 

Principal Accountabilities/ Finance:

• Purchase supplies and equipment as authorised.

• Monitor office supply levels and record as necessary

• Tag and monitor fixed assets

• Pay supplier invoices in a timely manner

• Take all reasonable discounts on supplier invoices

• Pay any debt as it comes due for payment

• Issue invoices to customers & clients

• Manage the financial relationship with the gallery’s café leaseholder

• Manage the financial relationship with external funders including the Arts Council for annual and special grants

• Collect sales vat from customers and remit them to the Revenue

• Ensure that receivables are collected promptly

• Record cash receipts and make bank deposits

• Conduct a monthly reconciliation of the bank account

• Conduct periodic reconciliations of all accounts to ensure their accuracy

• Maintain the petty cash fund

• Provide information to the external accountant who creates the company’s financial statements

• Calculate variances from the budget and report significant issues to the Director

• Monitor spending against budget and recommend action as appropriate

• Maintain an orderly accounting filing system

• Maintain the chart of accounts

• Maintain the annual budget & a range of sub budgets

• Comply with Revenue reporting requirements

• Process Payroll in a timely manner Administration:

• Provide clerical and administrative support to the Director and Board as requested including but not limited to:

• Office Management

• PA support to the Director, and Board as required

• Typing for the Director, and Board as required, including the preparation of letters/presentations/ artist and client contracts/proposals & reports financial and otherwise

• Work within a busy environment with the ability to take and pass on messages • Handle in-coming and out-going post, and follow up communications regarding same

• Maintain effective file management system for the main gallery functions, for the director and board

• Manage content on Highlanes Gallery website and social media platforms

• Maintain of online mailing lists, and coordination of communication to all mailing list subscribers.

• Keep databases, statistics and other records up to date, coordinating mailshots, hard copy and ezines.

• Manage regular correspondence with existing Patrons, Benefactors and Friends, and Highlanes Gallery’s external Sponsors.

• Coordinate with the Director special events for Patrons, Benefactors and Friends, and Corporate Clients.

• Assist the Director with preparation of annual and seasonal funding, grant applications and proposals, and ensure the delivery of these proposals to relevant bodies, on time.

• Arrange travel for the Director and Visiting Artists/Curators

• Organise & service meetings including producing agenda & recording of the minutes of meetings, and meeting room set-up

• The post-holder will be required to be a key-holder and will be required to action gallery opening and closing duties.

The candidate should have the following skills and experience:

• Proven bookkeeping experience

• Solid understanding of basic bookkeeping and accounting payable/receivable principles

• Proven ability to calculate, post and manage accounting figures and financial records

• Data entry skills along with a knack for numbers

• Hands-on experience with spread sheets and sage software

• Proficiency in English and in MS Office

• High degree of accuracy and attention to detail

• Experience of working as an Administrator/ Bookkeeper, ideally in a similar or related industry and knowledge of current best practice are essential for this role

• Have worked or have good knowledge and interest in the arts and the visual arts

• Excellent Organisational and Communication Skills (both verbal and written) implementing best practices

• Relationship management - good interpersonal skills, dedicated to developing and maintaining strong relationships

• Self-management – ability to organise and deliver own workload to agreed timescales, takes responsibility for agreeing level of service and quality standards

• To work effectively under pressure

• A demonstrated commitment to high professional ethical standards and a diverse workplace

• Ability to challenge and debate issues of importance to the organisation

• Interest in playing a significant role in long-term planning, including initiatives geared toward administrative and financial excellence

 

This job description is not definitive or exhaustive but is provided to give the post- holder an indication of the range of activities, duties and responsibilities concerned with the employment, and may be subject to review and revision at any time at the discretion of the Gallery if, in the interest and efficiency of the service, it should be deemed necessary. A spirit of internal and external co-operation, collaboration and communication is an important part of the identity of Highlanes Gallery and staff at all levels are expected to maintain this spirit as a professional priority in their work.

Highlanes Gallery, St. Laurence Street, Drogheda, Co. Louth, Ireland T. 041-9803311 W. www.highlanes.ie                             

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