Tribe of DorisJOB DESCRIPTION

POST: Finance and Administration Worker

SALARY: £16,781 to £20,138 pro rata plus pension 25 days holiday pro-rata

HOURS: Minimum of 21 hours per week, across 3 /4 days, to include occasional evenings and weekends

LINE MANAGER: Organisation Manager/Finance Manager

OrganisationTribe of Doris is a not-for-profit organisation, funded through ticket sales from its Maloka Festival and various grant streams including Arts Council; Big Lottery and Bristol City Council. The post is currently based at the ToD Offices in Stokes Croft but the post holder may be required to work at external events like Makola! in Leicestershire on a short-term basis.

Purpose of JobA flexible and experienced Finance and Admin worker is required to join our dynamic and creative team. Working with the Organisation Manager (OM), Festival Director and Diverse Artists Network Development Worker you will provide administrative support and ensure the smooth running of the office . You will also assist the OM in maintaining ToD financial systems.

Principal Duties

1. Key entry point of communication for the organisation - forwarding messages to appropriate members of the team

2. Entering and processing information on our computerised finance system using Xero and Excel

3. Assisting the Organisational Manager in the production of Monthly Financial Reports for Board Meetings and keeping Board records and minutes within statutory requirements

4. Assisting the Organisational Manager (in the first instance) to draw up budgets and other financial information.

5. Providing a Sales Ledger Function for Tribe of Doris Retail/Sales

6. Providing a Purchase Ledger Function for Tribe of Doris Purchases

7. Maintaining a Credit Control function for Tribe of Doris Customers/Service users

8. Maintaining, recording and reconciling the Petty Cash Account/Paypal and Current accounts

9. Banking cheques/ cash & recording payments as needed

10. Maintaining Personnel records for staff to include holiday/sick/toil tracking and handling to expenses claims

11. General office administration including dealing with incoming/outgoing emails; post and telephone calls filing; maintenance of staff diary/meeting dates; holiday dates etc

12. Administering staff; Intern; volunteer and “Working Ticket” staff recruitment, from advertising; the co-ordination of interviews to the issuing of contracts and policy documents

13. Providing administrative support for Maloka! Director; coordinating festival area managers meetings; checking quotes for hired goods and services; issuing contracts; distributing festival information

14. Entry and updating Maloka! ticketing system for festival entry; meals; car parking and more, using Event Tree.

15. Maintaining up to date records for Maloka! accommodation bookings; stall bookings; catering bookings; Tribal Feast and other events as needed

16. Creating and updating information packs e.g. Maloka! festival goers essential information

17. Dealing with sales administration and dispatch for online merchandise sales

18. Providing administrative support to Diverse Artists Network Development Worker as needed including DAN membership subscriptions maintaining up to date records of members

19. Assisting with administration and organisation of DAN networking events/ social gatherings

20. Providing administrative support for the organisation of ToD local community events;

21. Updating ToD website in Wordpress as needed

22. Administering online surveys and evaluation reports

23. Taking of notes and minutes of meetings as required

General1. Attending team and planning meetings2. Having an overview of the organisational, communities, teachers, participants etc

needs and experiences and providing feedback and support as needed.3. Contributing to the marketing and social media plans

4. Acting as Ambassador and spokesperson for the organisation5. Attending conferences and meetings on behalf of the organisation

6. Being first point of contact for teachers/artists applying to work with the organisation7. Promotion and marketing of the organisation and events where ever possible

8. Providing written project proposals and reports as required 9. Manage timeline and deadlines to ensure work is produced in organisation wide

workflow10. Clear and in depth understanding of organisation’s mission and vision

11. Duties must be carried out in compliance with Tribe of Doris’s Equal Opportunities Policy; Confidentiality policy; H & S policy

12. Work carried out must accord with current legislation and/or regulations.

13. All employees have a responsibility for their own safety and must not endanger that of colleagues/visitors in the workplace.

14. You must also be willing to undertake other duties appropriate to a post of this nature.

Person Specification

Essential

● Able to organise own workload and work independently when necessary

● Good IT skills, including familiarity with Any accounting Package; Xero; Quickbooks,

Sage; Excel and Word, and experience of using e-mail systems

● Excellent written and spoken English

● Knowledge of Google Docs;

● Experience of handling money and/or keeping financial records

● Able to work accurately, consistently and neatly to a generally high standard

● Ability to work with clients from all parts of the community

● Calm, flexible approach

● Able to work well as part of a team

● Able to prioritise and meet deadlines where necessary

● Good communication and organisational skills and the ability to deal with a varied

workload

● Cultural Sensitivity and Communication Skills

Desirable

● Experience of living or working in a multicultural area

● Air table; Asana; Toggl; Mailchimp; Survey Monkey

● Knowledge of one of the following languages: French, Portuguese, Spanish, Arabic,

Punjabi, Urdu, Hindi, Somali, Chinese