VACANCY

Office Manager

Situated in a beautiful rural location on The Ashdown Forest, The Clay Studio is a pottery teaching studio with over 200 people per week attending classes, and more coming to our workshops and courses.

We are looking for applicants with a background in office administration, data maintenance and finance to join our friendly team.

Ideally suited to someone with an interest in ceramics, or the creative arts, but not essential.

Hours can be flexible to suit personal circumstances, but is around 20 hours/week and at least a few hours each day Monday-Friday. The role will be approximately 50/50 split between working from home and at the studio.

As we are rural, situated between Uckfield and Crowborough, and buses are not regular, you will need to be able to get to the studio by car.

Role Description

Master Database and Booking System

  • Maintaining the accuracy, completeness and integrity of our database.
  • Adding new students from waiting lists, website enquiries and marketing subscribes.
  • Creating and managing bookings.
  • Creating new events and mirroring these on our website and booking system.
  • Writing ad hoc queries and reports to answer questions.
  • Running regular integrity checks and fixing errors.
  • Administering our booking systems.
  • Reconciling booking and student information with our Master Database.

Finance

  • Entering payments into our Accounts system.
  • Credit control and reconciliations.
  • Checking all supplier invoices and paying as necessary.
  • Dealing with booking alterations and cancelations.
  • Monitoring monthly payers.
  • Bookkeeping and preparing annual reports for our accountant.

General Administration

  • Dealing with phone calls and voice mails.
  • Dealing with welcomes, bookings, swaps, pickups, and cancellation requests.
  • Helping to organise one-off events.
  • Dealings with the landlord regarding maintenance, finance, events, etc.
  • Researching and Applying for Grants.

Marketing Support

  • Supporting our Marketing and Social Media Administrator
  • Liaising with our Website Developer.
  • Creating and importing student lists into our marketing system.
  • Managing the SMS system. Uploading student lists, sending and receiving replies.

Full training will be provided.

Essential Requirements

  • Accurate and meticulous.
  • Attention to detail.
  • Multi-tasker.
  • Hardworking and reliable.
  • Good communicator, written and verbal.
  • A head for numbers.
  • Microsoft Office Power User, especially using Excel and Word.

Desirable Requirements

  • Experience with bookkeeping e.g. Quickbooks.
  • Microsoft Access.
  • Coding or scripting.
  • Some knowledge of database concepts and data maintenance.
  • A love of creative arts, especially in a teaching environment.

Further Information

  • Basis: Part-time – 20 hours/week approx. Hours are negotiable but approx. 10am-3pm Monday-Friday, and a small amount of remote evening and weekend work
  • Remuneration: Dependent on Experience
  • Location: A26 between Uckfield and Crowborough, and home working. Approx 50:50.
  • Start Date: ASAP, but flexible.
  • Type of Contractual Engagement: To be Agreed

For a friendly discussion about the role in the first instance please email Mark Sewell explaining what interests you about this role, why you feel you have the required attributes and attach your CV: mark.sewell@theclay.studio

Thank you.