Administrator

  • Full Time Job
  • Glasgow
  • 24/06/2024
  • Full Time Job
  • Glasgow
  • 24/06/2024

Salary: £27,500 Pa
Hours: Full time, with three month probation period.
Location: Glasgow
Reporting to: Project Manager

Closing date: Monday 24 June 2024

Interview date: Tuesday 02 July 2024. In person at CCA, Glasgow or on zoom.

To apply, complete this application form. For your application to be considered, please also complete our inclusion form here.

Cryptic is looking for a motivated and enthusiastic Administrator to join our small, busy arts company based in Glasgow City Centre. We have a core team of six people and employ many freelance artists and contractors throughout the year. Knowledge of the arts sector is not essential. We are looking for a person who has an interest in the arts, is pro-active and enjoys working within a small busy team.

Every day at Cryptic is different – one day you might be organising an artist’s trip to Argentina and the next logging company financial expenditure or helping promote one of our many exciting events throughout the year.  Day to day, you will support the full team and ensure the smooth running of our busy office. This will involve project specific tasks across our three main programmes of work: Cryptic Nights, Cryptic Artists and Sonica.  These three programmes are key to Cryptic’s mission. Cryptic Nights finds and supports new talent; Cryptic Artists supports the artistic development of Scottish/ UK based performers and the biennial Sonica Glasgow festival presents an 11-day programme of international audiovisual art and performance featuring new and established artists.

Established in 1994, Cryptic is Scotland’s internationally renowned home of audiovisual performances and experimentation. Based in Glasgow but with a global reach, Cryptic presents and promotes the most dynamic talents of today and tomorrow as they explore new dimensions in live music, visual and sonic arts and performance, transforming existing spaces, dazzling the senses, stimulating thought and provoking conversation.

In this post, you will also be responsible for the company’s environmental sustainability strategy as the Green Champion, developing a strong knowledge of sustainability in the arts through international and national networks and training opportunities. Prior knowledge of sustainability strategies is not essential.

www.cryptic.org.uk

www.sonic-a.co.uk

If you have any queries please contact us on crypticprojects@gmail.com or on 0141 354 0545.

Application Deadline: Monday 24 June

Interviews: Tuesday 02 July

Job Description

Outline: The Administrator is an integral supportive position within Cryptic reporting to the Project Manager.

About you:

You will be excited by the opportunity to contribute to the success of an international arts organisation as well as the overall development of the creative sector, and develop your own skills further.

Have a passion for music, audio visual and visual arts – you will understand the ways in which it can bring joy, health and wellbeing to so many. Have an interest in sustainability and how the arts can influence and implement positive change.

Cryptic is an equal opportunities employer and we are committed to promoting diverse, equal and inclusive spaces.  We are committed to making our recruitment and employment inclusive and accessible. We believe our work will be stronger with greater diversity and welcome applications from those who will bring balance to our team and help us to continue to develop our working practice. We particularly welcome applications from those who may have experienced racism, and/or who are disabled or neurodiverse, to whom we will offer an interview if you meet the essential criteria for the role.

General office management:

  • First point of contact for all enquiries: email, telephone and in person. This will include setting up meetings, registering for events, room hire etc;
  • Managing the office;
  • Prioritising, drafting and replying to enquiries;
  • Maintaining and developing office filing systems including using dropbox;
  • Maintaining office supplies;
  • IT skills including MAC;
  • Managing mail, postage and stationery supplies;
  • Maintaining the office diary;
  • Manage the office IT systems;
  • Minute taking at meetings when required.

Company administration:

  • Maintain Cryptic schedules, contact lists and key company documents;
  • Budget and organise national and international accommodation and travel arrangements for all company members and visiting guests/artists, produce travel schedules and per diems forms;
  • Compile travel information packs for artists;
  • Welcoming visiting guests/artists and preparing and supplying welcome packs;
  • Assisting with the organisation of artist’s tours;
  • Overseeing the Company’s stores and the Company’s equipment;
  • Assisting with the creation of presentations and research in advance of meetings and presentations;
  • Renewing company memberships and subscriptions;
  • Assisting in the preparation of applications and reports to funders and supporters;
  • Working to support the Artistic Director when required.

Environmental:

  • As Green Champion, update and implement Cryptic’s Environmental Policies and Plans;
  • Recording all company travel through Claim Expenses;
  • Representing Cryptic at events, working groups and networks;
  • Attending regular training and updating core team.

Funding & sponsorship:

  • Assist with the implementation of the fundraising strategy, including research.

Finance:

  • General finance assisting the Finance Manager, Project Manager and Producer;
  • Researching and placing orders;
  • Petty cash.

Other:

  • Attending opening nights;
  • Contributing to the overall development of Cryptic;
  • Keeping up to date with developments in the arts;
  • Assisting in developing and implementing the Cryptic’s IDEA (Inclusion, Diversity, Equalities and Access) policy and any other policies or plans that Cryptic may introduce in the future;
  • Undertaking any other duties as agreed are appropriate to the post.

This job description is a guide to the nature of the work required of the Administrator.  It is not comprehensive or restrictive and may be reviewed with the post holder as required.

We are looking for someone who can demonstrate the following Essential Criteria:

  • Keen interest in arts administration, with at least one year’s experience in a similar environment;
  • Excellent organisational skills and attention to detail;
  • Familiarity with MS Office and an ability to learn new software;
  • IT skills including Word, Excel, Keynote/PowerPoint, Outlook, MAC Mail and DropBox;
  • Enjoys and understands the value of communication and has a high level of both written and verbal communication;
  • Initiative and ability to work independently and in a small team;
  • Interest in the environment and sustainability;
  • Sound numerical and financial ability;
  • Ability to multi-task, set priorities, manage your own time and workload and meet deadlines in a fast-paced environment;
  • Can problem solve;
  • Experience of booking travel and a willingness to travel if required;
  • Eager to progress their career in the arts;
  • Commitment to equal opportunities and access to the arts for all;
  • Passion for the arts;
  • Some knowledge of Scottish and/or international arts and culture, especially in music and audio visual, though this is not essential.

Terms and Conditions

  • Salary: £27,500 Pa
  • Pension: Auto enrolment into a pension scheme. Employee contribution 5% of salary and Cryptic contribute 3%.
  • Contract: Full time which will be offered on a three-month probation period after which a review will take place.
  • Hours: 9.30am to 6.00pm Monday to Friday. Given the nature of this post some evening and weekend working will be required.
  • Place of Work: Ideally based in the Cryptic office at CCA. Cryptic is committed to flexible working with the aim of meeting both its and employees’ needs including home working or working in another location, some of the time; Compressed hours and core hours with flexible start and finish times. This post is not suitable for job share.
  • Holiday: Cryptic’s holiday year runs from 1 January to 31 December. The basic annual holiday entitlement with pay is 20 days per year in addition to 11 designated public holidays.  Annually an extra one day’s holiday is accrued per full year of employment, up to a maximum of 5 days. As a bonus you are also given your birthday off and the days between Christmas and New Year.
  • Overtime: No overtime is payable but will be given as Time off in Lieu with the agreement of your Line Manager in advance.
  • Data Protection: If you apply for a job at Cryptic, we will need to collect certain personal data and special category data as part of your application. By providing information within your application, you are consenting to its use for the purpose of processing your application and assessing your suitability to the position applied for. If your application is unsuccessful, our policy is to delete/destroy the application six months after the closing date. If we feel that your details would be useful to keep for a longer period, should an appropriate position arise in the future, we will seek your permission to maintain these records for longer than six months.
  • Notification: Whilst it is normally our policy to notify applicants as to the outcome of their application as soon as possible after the closing date, it is not always possible to do so. If you have not heard from us within four weeks of the closing date, please assume that your application has not been successful.

Access

Cryptic will work with candidates to ensure their access needs are met during the interview process and will ensure access requirements are not a factor in decision making. We want to ensure that our application processes are clear and accessible to everyone. If you have any access requirements that you would like us to know about or an Access Rider you would like to share, please include these in your application.

We have a number of ways we can support you to make your application including:
• Guidance to applicants on the application process.
• Access support is available for D/deaf and Disabled applicants, tailored to individual requests. Support includes Sign Language Interpreters for meetings and scribing support for applicants with dyslexia. Information is available in alternative formats on request including large print, Braille, Easy Read, audio.

We will work with you to understand your specific needs and will be supportive in discussing these with you at any stage of the application process. If you require the application form or job description in a different format,  please contact Fiona Haggerty at crypticprojects@cryptic.org.uk.

We are a Disability Confident Employer.

Equal Opportunities Monitoring

We are striving to understand more about who applies to work with us. As part of the application process we invite you to complete our anonymous equal opportunities monitoring form, which will not be shared with anyone involved in the recruitment process.  It will also provide information to ensure that we meet our interview commitments.

We look forward to receiving your application and thank you for your interest in Cryptic.

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