The Operations and Administration Assistant will work closely with the Operations Manager to ensure the smooth running of Liverpool Biennial’s day-to-day operations, as well as the effective functioning of the organisation at large, which will require collaboratively working with colleagues across all departments including Development, Marketing, Finance and Programme.

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Reports to: Operations Manager

Responsible for: Trainees, Interns

Main Duties

  • Ensure office facilities and operations run smoothly, supporting the Operations Manager to proactively address building maintenance and office health and safety
  • Ensure that the staff are aware of how to report equipment maintenance needs
  • Liaise with the landlords to ensure Liverpool Biennial team members access to facilities across Baltic Creative as needed
  • Ensure effective communication with suppliers including the ordering, installation and maintenance of the alarm system, IT equipment, furniture, keys, telephones, stationery, and other equipment required for the smooth running of the office.
  • Act as first point of contact for external contractors, including IT providers, cleaners, waste management
  • Support the Operations Manager with environmental reporting to Arts Council England (Julie’s Bicycle) and to the Board of Trustees
  • Represent the Operations department at Liverpool Biennial’s Environment & Sustainability Working Group, and implementing sustainability initiatives in office operations
  • Assist the Operations Manager and Head of Finance with financial administration, raising purchase orders and processing expenses in line with Liverpool Biennial’s financial procedures.
  • Assist the Operations Manager with the administration of internal meetings, liaising with colleagues across the organisation to set agendas and circulate minutes
  • Assist the Operations Manager and HR Support Manager with filing and administrative systems
  • Assist with basic IT requirements including safety testing, provision of equipment and basic hardware and software issues
  • Support the Development team with the delivery of fundraising and patron events, including communications, guest lists, biographies and RSVP processes.
  • Assist the Development team with collating information for funding applications and reports
  • Support the Operations Manager and the Development team with the implementation of Liverpool Biennial’s CRM system, including updating the database and completing data cleanses, in line with UK GDPR and Liverpool Biennial’s policies and procedures
  • Support the Programme team with logistics and travel arrangements for the international co-curator and artists undertaking research trips, fostering an approachable environment for colleagues, artists and partners
  • Ensure that the post is delivered and collected regularly
  • Ensure that the communal areas are maintained clean and tidy and manage the provision of sundries in the kitchen
  • Act with discretion and maintain confidentiality in all matters

Teamwork and Equalities

  • Attend training and professional development opportunities as required.
  • Work within the context of Liverpool Biennial’s Equity, Diversity and Inclusion policy, Code of Conduct, Sustainability policy and other policies at all times
  • Other duties as required, commensurate with the nature and responsibility level of the role.
  • The core staff team at Liverpool Biennial is small and there is a shared understanding and expectation that all employees will take a hands-on role, working together to undertake and share additional tasks which may be necessary to enable us to deliver on projects and objectives on time

 

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