The Administrative Coordinator will play a crucial role in the planning and delivery of Fully Focused projects and provide administrative support to the Creative Director, alongside coordinating the young team.
Acting as first point of contact, you will handle all enquiries, ensuring a professional and prompt service to all, often handling the enquiries to the point of delivery while disseminating the relevant information to the Creative Director, Board of Directors and production team.

The successful candidate for this role will ideally have a media background and experience in a similar role, working in a busy office, coupled with a can-do approach with the ability to multi-task and work flexibly. Experience in production or event co-ordination is important. You will enjoy working with people from a range of backgrounds; have strong organisational, IT and communication skills including understanding of Twitter, Facebook, Youtube and Whatsapp Experience and/or understanding of working with young people is essential. Knowledge/interest in film and documentary is definitely a bonus.

Fully Focused Productions is looking for someone who can combine energy and enthusiasm with attention to detail, a keen interest in the work they are doing and that of the organisation is essential. Bringing your own systems for organisational management is desirable. The role will require self-motivation, flexibility and a passion for film. This is a brilliant opportunity to join a fresh young organisation that is growing daily and has very strong future prospects.


Job title: Administrative Coordinator
Position reports to: Creative Director and the Board of Directors
Salary: 26K per annum pro rata (part time 2.5 days a week or 18 hrs per week paid at £12 p/h)
Working hours: To be set/may occasionally be required to work outside of normal working hours for meetings and events etc
Location: Office based in London N8, but during an interim period of seeking new premises there is the option for the candidate to work from home. Candidate will also be expected at times to work around London including facilities in NW5.


Job Description

First point of contact for client enquiries, redirecting queries to relevant team member(s) when necessary.

Assisting the Creative Director in the coordination and delivery of all FFC projects, productions and shoots.

Coordinating young team of staff and volunteers, ensuring they have relevant details and support to carry out designated FFC duties as well as managing work experience opportunities and new member enquiries.

Leading on arranging in-house and external events with the support of the young team.

Attending and taking minutes at weekly young team meetings, bi-monthly board meetings and board AGM's.

Producing Cashflow forecasts for submission at board meetings.

Maintaining and updating all Companies House records regarding board of directors.

Liaising and building relationships with outside bodies and networks to confirm and arrange FFC workshops, projects and shoots.

Attending events, conferences, screenings, projects and shoots where appropriate.

Producing itineraries - liaising with relevant agencies, making travel arrangements, booking travel and accommodation

Managing diaries - liaising with relevant parties, arranging meetings, inputting information into shared calendars.

Updating and maintaining company website.

Handling documentary/film license enquiries and purchases

Collating monitoring and evaluation materials for use in writing funding reports and bids - liaising with the fundraiser and collaborating where necessary.

Organising and maintaining office systems.

Develop and manage organisation databases.

Handling petty cash and expenses, reimbursing receipts of staff and volunteers.

Ordering stationery, supplies and office materials and other general office tasks as required.


Person Specification

Essential

Experience of working in the youth sector or a proven understanding of the issues affecting young people in the current climate

Computer literate in Microsoft Office Word and Excel

Competent in using and maintaining company social media sites Website, Twitter, Facebook and Youtube

Excellent administration and organisational skills

Accuracy and attention to detail

Ability to self manage and work under tight deadlines, prioritsing workload accordingly

Flexible and adaptable approach to work and ability to work on your own initiative

Tact and discretion for dealing with confidential information


Desirable

Good written and oral communication skills

Degree or at least three years' experience in a similar position within the voluntary sector

Experience of using Mac hardware/software

Experience of using Google mail, calendar and docs

Basic book-keeping experience /knowledge