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Office Administrator Modern Apprentice

Website Sixth Sense Training

Hours: Full-Time, Monday – Friday 9 am-5 pm

Salary: £19,760 per annum

Are you looking for an exciting opportunity where you can develop your skills within a fun and friendly working environment?

The Fruitmarket Gallery is looking for a friendly and confident individual to join their team as an ‘Office Administrator Assistant Modern Apprentice’ based in the city centre of Edinburgh. This is a wonderful opportunity for someone who desires to kickstart their career and develop their skills in administration.

This role provides administrative support to their office and staff and the successful candidate must be willing to support the team in any way possible.

Responsibilities:

  • Answer the phone and respond to telephone enquiries politely and appropriately.
  • Deal with the incoming mail – sort and distribute it to staff.
  • Deal with outgoing mail – take it to the post office each day in time for it to be included in that day’s post.
  • Arrange couriers and delivery services where this is necessary.
  • Manage their email inbox and deal with this by either responding directly or forwarding to other members of staff.
  • Provide admin support to members of staff – including booking travel and ordering supplies, typing, correspondence, photocopying, scanning and filing.
  • Provide support to the exhibitions and engagement teams, this may involve sourcing materials and running errands, arranging taxis, booking travel and accommodation for artists and speakers.
  • Update records of staff sickness and annual leave as authorised by line management.
  • Update staff contact and emergency contact information.
  • Keep an up to date and accessible record of supplier and key contact information, accessible to the team.
  • Support the Bookkeeper by sorting, recording and coding credit card receipts from company credit card holders and filing invoices.
  • Attend weekly staff meetings and take notes.
  • Support the team with meetings – welcoming guests, making tea and coffee, taking minutes if requested
  • Answer the door buzzer and deal with deliveries and visitors to the office.
  • Make sure office supplies are ordered and kept tidy.
  • Look after office supply and equipment contracts including photocopier, telephones, franking machine and recycling and waste collection to make sure that contracts are being fulfilled.
  • Keep records of spending on office, kitchen and toilet supplies and ensure that these are within budget
  • Ensure that recycling and waste are being sorted.
  • Work at exhibition previews and other events in the Gallery as required.
  • Carry out lunch cover in the Bookshop if required.
  • Any other duties appropriate to the post-holders’ skills and experience which may be required

Requirements:

  • Demonstrated skills relevant to this role – i.e. organising, administration and communication.
  • Ability to manage a workload and take responsibility for achieving the key result areas and activities
  • A collaborative colleague who appreciates the value of supporting the team
  • A motivated and responsive person who can show initiative and ask for clarification when needed
  • A sense of fun and joy in the work, ideally inspired by the visual arts

About The Fruitmarket Gallery:

The Fruitmarket Gallery provides opportunities and inspiration for artists and audiences. they programme exhibitions with the best Scottish and International artists and enrich these with a wide variety of cultural and educational events. They are committed to making contemporary art accessible without under-estimating audiences or compromising art or the ideas it enacts. They create a welcoming space for people to think with art in ways that are meaningful to them – for free.

Their exhibitions, publications and events aim to show thinking to happen, to demonstrate that art is a creative, active and generous cultural force, to resonate with visitors and to create an enriching, challenging context for an audience’s own ideas. They have the expertise, track record and understanding of budget priorities to work with high-profile international artists; to borrow works from major public and private collections, and to help artists at every stage in their career experiment to realise their ambitions.

Hours of work:

A total of 40 hours a week including one hour per day for lunch.

Evening work may be required. Except as detailed below, when evening and weekend work is required, an equivalent amount of time may be taken off on, as agreed in advance with the Director or Line Manager.

Hours worked overtime will be allocated as a credit to be taken as time-off-in-lieu (TOIL). TOIL hours should be taken within four weeks of being worked or be forfeited.

Gallery staff are expected to attend all exhibition previews and, where necessary, board meetings. This will not count as overtime.

Your training will start with a 6-12 months Digital Application Support Modern Apprenticeship, which consists of learning on the job, as well as our custom-built E-Learning platform. You will develop all the skills you need to pass your work-based assessments. Our assessors are available to provide one-to-one support and will work with your line manager to ensure you settle into your new role.

You will gain a Diploma in Digital Application Support, which is a Nationally recognised qualification and may be used to gain employment and further your career in administration.

***Please note all candidates must be 16-24 due to government apprenticeship funding and must be able to easily commute to Edinburgh City Centre every weekday. We welcome applicants from aged 16-29 if you are care experienced or a person with a physical disability, learning difficulty, mental health difficulty, social / communication impairment, or long-standing health issue***

Please note, this opportunity has been partially funded by the Edinburgh Employer Recruitment Incentive (EERI) and for funding purposes, applicants must meet the funding criteria in order to be eligible.

To apply for this job please visit www.sixthsense.scot.

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