Administrator Needed Now !
Unfortunately, after smoothly running the GFW office for 18 months, our current administrator, Katrina, is moving away and we need to find a suitable replacement as quickly as possible.
The GFW board have updated the administrator role and person descripton, which you can read below, and/or download the PDF.
The administrator role is not limited to GFW members, although it may be an advantage for a current or past member already familiar with GFW who knows the ropes. Please have a read through and circulate to anyone you think may have the skills and be interested in performing this key role in keeping GFW running smoothly.
Applicants should send an email, covering their interest and abilities, with a recent summary of experience / CV to gfwoffice@gfw.scot
Job Description: GFW Administrator – January 2018
Glasgow Folk-music Workshop is seeking a self-employed administrator to support its programme of music classes and events in Glasgow.
The GFW Administrator is the key point of contact for learners and tutors and must be friendly and organized. The primary purpose of the role is to manage the membership of GFW, (ensuring student and class records are up to date and recorded in the membership database) to administer tutor invoices (confirm accuracy and process monthly payments) and handle day to day enquiries through ownership of the GFW office email address. Other duties will include taking minutes of meetings and the distribution of papers relating to such.
The job is based at Glasgow Kelvin College, Dennistoun, Glasgow. Evening and weekend work will be required, specifically in relation to enrolment nights of each term and occasional weekend events.
The role is offered on a freelance basis, with the successful candidate being responsible for their own tax, pension and national insurance contributions.
The closing time / date for applications is 17:00 on Friday, 26th January.
(Applications may be submitted electronically).
Interviews for selected candidates will take place the following week commencing Monday, 29th January, 2018. References may be requested following interview.
It is expected that the successful candidate will be in position for the new term beginning Monday 5th February, 2018.
For further information about this position and the GFW, please visit www.gfw.scot or email gfwoffice@gfw.scot
Job Title: GFW Administrator, Freelance (self-employed)
Responsible to: Glasgow Folk-music Workshop Board
Key Relationships: GFW Board, GFW Treasurer, GFW Tutors & members
Responsible for: General day to day duties of office and class administration
Hours: 15 per week on average.
However, we anticipate that the administrator may be required to work up to 21 hours per week during very busy times, with only a half day or two being required during college holidays. The Administrator will be required to work on Monday and Wednesday evenings during term time, until 8.30pm, and also at occasional weekend events. (“Term time” for the GFW is approximately September to December and February to June). The successful candidate must be able to work flexibly!
Rate: £11.50 per hour
Key tasks / job activities
1 Administration of classes, workshops, concerts, tutor attendance and events Production of registers for class tutors each term and updates as required.
2 Maintain accurate computer database of student enrolment and for event mailings.
3 With assigned Board members, oversee the week to week running of the GFW Office.
4 Answering enquiries from the public on a wide range of issues. Ensure effective channels of communication between tutors, students and staff.
5 Day to day financial administration as directed by the Treasurer. Collection and banking of fees, and other monies. Payment of invoices. Collating financial records for annual input to accountant.
6 Assist with planning of events throughout the year, receiving and recording enrolments.
7 Input to (but not update) GFW website and social media as required in conjunction with the senior tutors and key board members
8 Taking of minutes at Board and other meetings as required with timeous production and distribution of minutes and meeting papers.
9 Distribution of emails, opportunities, events info from other organizations to appropriate groups (Board members/GFW Members) as appropriate.
10 Onsite interface with Glasgow Kelvin College.
11 Create and develop administrative procedures within the framework of GFW/Glasgow Kelvin College procedures in conjunction with assigned Board members. Contribute ideas for business efficiency. Document admin processes as they develop.
Person Specification
Working mainly from the Glasgow Kelvin College and occasionally at home, the Administrator must be an enthusiastic and organized person who is willing to work flexibly. Hours will vary over the course of the academic year, and the post holder must be able to accommodate these fluctuations.
Skills and Experience
The successful candidate must:
Essential
Have previous experience as an administrator or as a personal assistant.
Have an up-to-date knowledge and experience of modern office practice.
Have strong organizational skills, general administration and file keeping, with the ability to pay attention to detail.
Have experience working with volunteers and committees.
Have excellent computer skills (Microsoft PCs). Mainly working with spreadsheet-based data, the GFW uses LibreOffice for spreadsheet/database software and Thunderbird for email management. The candidate must be aware of computing processes such as file storage, backups and recovery from backups. (Knowledge of Office software, especially Spreadsheet, Document / Mailing tools, and any other Email client will be advantageous).
Have strong communication skills (written, oral, social media – Facebook, Twitter and Pinterest).
Have the ability to work to deadlines – possess strong time management skills.
Have an awareness of Data Protection Issues.
Have the ability to work with the public and handle problems calmly and effectively.
Be able to develop good relationships with external and internal stakeholders.
Desirable
Have an interest or knowledge of Folk and Traditional music.
Have experience of working with community organizations, either professionally or as a volunteer.
Have a driving license.