• £19,000 - £23,000 + 10% pension after one year, luncheon vouchers

  • London

  • Arts/Design/Fashion, Charity/Not for Profit, Publishing

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Office Administrator **Immediate Start** - World Leading Fine Arts Publication (Charity Organisation)
Central London
£19,000 - £23,000 + 10% pension after one year, luncheon vouchers

++ Excellent opportunity for an articulate, organised and numerate administrator ideally with an interest in Fine Arts ++

The Role:

The Office Administrator is responsible for the smooth day to day running of the office, including managing reception and answering incoming calls.

The roleholder will:

+ generate monthly invoices and statements, and support the Finance Manager with the monthly sales and purchase ledger, and debt chasing.
+ be responsible for trade and product sales fulfilment.
+ administer HR benefits and record-keeping, assists the Managing Director with any Board-level activity, and helps with various event- and client-related activity.

Key Responsibilities:

+ Support the Finance Manager by maintaining the sales and purchase ledgers, and debt chasing
+ Support the Managing Director with any administrative and board-level activity, as required
+ Administer HR policy and benefits, such as recording holiday and sickness absence
+ Responsible for the smooth day to day running of the office and provide back up support where needed
+ Fulfil trade sales and web store orders

Required Skills:

+ Excellent administrative skills
+ Numerate and highly competent with spreadsheets such as Excel
+ Organised
+ Articulate

Hours Full-time, 9am – 5pm with occasional overtime and weekend work, as required


General Admin:

+ Incoming calls and emails - handle or transfer as applicable
+ Provide cover for editorial switchboard when required
+ Arrange internal or external staff meetings, with catering if required
+ Sort and distribute incoming mail/packages
+ Sort and frank outgoing mail in time for daily post collection
+ Handle incoming/outgoing courier deliveries
+ Handle international post and maintain consignment spreadsheet
+ Arrange any social events as requested
+ Ensure filing is kept up to date
+ Support the MD as required

Finance Administration & Reporting:

+ Support the Accountant as required
+ Maintain records of all office expenditure
+ Maintain the Sales & Purchase Ledgers
+ Maintain and update all bookings in the Red Book (Ad bookings) spreadsheet
+ Raise invoices on or around the 1st of the month
+ Link and update Red Book to relevant spreadsheets e.g. Forward Bookings & Page Yields
+ Log incoming cheques
+ Mark up bank transfers for Accountant
+ Maintain overview of debt and process credit control in conjunction with Accountant & Ad Director
+ Process Index Assistants invoicing and payments
+ Log, pay and scan (to Dropbox) all incoming invoices e.g. expenses or image costs
+ Generate invoices e.g. Advertising, Trade, Acquisition Supplement, Contract Publishing Sales invoices & credit notes
+ Maintain Access Accounting System e.g. customer details, as necessary
+ Process Streamline/Credit card orders


+ Record holiday and sick leave for all staff, reporting to Accountant for payroll and HMRC purposes
+ Ensure new starters and existing staff understand and comply with office policies and procedures
+ Administer and process HR paperwork in accordance with data protection
+ Administer any other HR benefits as required e.g. luncheon vouchers etc.
+ Manage any volunteers/interns and their expenses, as required
+ H&S administration and communication e.g. maintain H&S notice board, arranging fire drills, alarm tests etc.


+ Dispatch single issue print magazine orders, book or other products
+ Take ad hoc orders for single issues/trade sales, advertising, subs, articles, etc. via telephone or email, process
and log payments and dispatch orders
+ Generate pro-forma invoices/quotes for agencies/booksellers enquiring about back issue purchases
+ Coordinate and administer fulfilment of trade sales and process returns

Office Environment:

+ Manage the office cleaner/cleaning contract and ensure the office is presentable and kept tidy
+ Welcome and provide hospitality to on-site guests and visitors
+ Coordinate purchase and/or maintenance of office equipment, e.g. Photocopier, franking machine etc.
+ Maintain cost effective stationery supplies
+ Co-ordinate office contractors & suppliers, including any tendering process
+ Ensure staff areas and facilities are to standard and stocked (collect milk daily, maintain kitchen supplies, ensure
towels are laundered, oversee recycling and collections etc.)
+ Oversee one-off project management e.g. building renovation
+ Keep back issues and meeting room in order

Board of Trustees and Directors:

+ Maintain up to date contact details for Board of Trustee & Directors
+ Distribute new Director/Trustee pack (including conflict of interest form)
+ Arrange and organise all Board meetings
+ Take minutes at Board meetings if required and compile afterwards
+ Compile board papers as required
+ File governance paperwork


+ Assist MD with fundraising activity as required

Events & Client Relations:

+ Support Marketing with the organization of events, fairs and conferences etc.
+ Attend on event days and be present on stands, as required
+ Attend meetings, liaise with and run errands to galleries, if required
+ Visit fairs with Ad Director or Design & Production Manager, as required


+ Update website Calendar entries as required (with full responsibility during December, January & February)
+ Maintain and update Register of Museums & Institutions and Art Dealers and Services
+ Assemble and collate annual sales statistics for Board reports e.g. advertising, website, production, etc.
+ Provide cover as required in the absence of other staff
+ Provide additional assistance to Editorial and Commercial teams to meet pressing deadlines

Apply for this vacancy

If your skills meet with our client's requirements, we will load your application into their application system for them to action. (Minus your contact details, we guard this). The details which you submit will only be used in conjunction with this vacancy. By submitting your CV and cover letter to us, you give "express consent" to us using your details for this purpose.

Email me vacancy

You will be able to email your application back to us.