Financial & Accounting
- Provide direct financial support to both Programming & Producing Department, in particular Venue Programming and Marketing and Communications departments. Including agreements, invoicing, payment, purchase orders, license applications, and venue bookings for VP; Monitoring and financial file management for P&P Marketing and Communications departments.
- Ensure that all administrative & financial matters within P&P and Marketing and Communications are delivered in a timely and professional manner. Including financial correspondence with our service, maintenance & equipment providers, if any, e.g. Cultural Medallion showcase.
- Retain and file all P&P and Marketing and Communications documentation relating to P&P and
- Marketing and Communications procurement process- such as approval papers, procurement, payment, licensing and all supporting documentation.
- Retain and file all contract, Finance & procurement documentation, etc for audit purposes.
- Track & monitor budgets and expenses for P&P and Marketing and Communications departments to ensure good financial governance and audit compliance.
- Generate purchase orders, maintain, track and improve financial and budgetary progress reports within P&P and Marketing and Communications.
- Assist the respective Department Managers in the preparation and documentation relating to long term financial planning within P&P and Marketing and Communications.
- To a contact point between the P&P, Marketing and Communications and AHL finance dept.
- Keep up to date with AHL procurement policies and actively disseminate this information throughout the P&P and Marketing and Communications departments.
- Monitor and administer P&P and Marketing and Communications dept. actual costs and expenditure.
Administrative Support
- Assist in producing and monitoring any departmental documentation and paperwork required for any internal or external auditing for P&P and Marketing and Communications.
- To ensure all P&P and Marketing and Communications departmental documentation is archived and stored in a systematic manner.
- Assist the respective Department Managers in the review and upkeep of all departmental resource documentation such as production coordinators handbook and departmental SOPs.
- Liaise with HR to recruit year-round interns for P&P and Marketing and Communications.
General duties
- Coordinate P&P and Marketing and Communications office requirements and liaise with HR, IT & Admin department with office requests, new staff orientation and workstation planning.
- Monitor and manage the booking of any communal P&P and Marketing and Communications office equipment such as laptops.
- To assist in the collation of a P&P and Marketing and Communications resource library and archiving of Marketing and Communications materials (physical and digital).
Others
- To carry out and assume any other duties and responsibilities as and when assigned by the Reporting Officer and HOD/Programming & Producing and Marketing and Communications.
Requirement
Education
Diploma in Finance, Accounting, Administration or equivalent
Skills and Qualifications
- Minimum 3 years of experience in administrative role or prior experience working in public sector or fast pace industry is a plus
- Knowledge in bookkeeping/accounting and administrative work
- Excellent organisational and time management skills
- Proficiency in Microsoft Office Suite and other relevant software programs
- Ability to work independently and as part of a team
- Strong problem-solving skills and the ability to prioritise tasks effectively
- Experience with project management methodologies a plus
- Attention to detail and a strong work ethic
*Note – this is a 2 year contract role.
