About Company
Birmingham Open Media (BOM) is a dynamic arts and technology centre based in the vibrant Digbeth creative quarter. As a non-profit organisation, BOM champions radical new ideas in art, science, and technology to ignite debate and inspire change. We host exhibitions, run innovative education programmes, and support artists and technologists working at the intersection of these fields. Our mission is to democratise technology and make art accessible, fostering a community that explores the ethical and social impact of emerging technologies. Joining BOM means becoming part of a small, dedicated team passionate about making a real difference in Birmingham’s cultural and technological landscape, providing essential support to our ambitious projects and operations. We are a forward-thinking organisation committed to diversity, inclusion, and creating a supportive environment where everyone can thrive.
Job Description
We are seeking a highly organised and proactive Administrative Assistant to join our dedicated team at Birmingham Open Media (BOM) in Digbeth, Birmingham. This pivotal role is essential for ensuring the smooth and efficient day-to-day operations of our bustling arts and technology centre. As our Administrative Assistant, you will be the backbone of our office, responsible for a wide range of administrative tasks that keep our projects, programmes, and people running seamlessly. Your primary focus will be on office coordination, meticulous filing and records management, and providing comprehensive support to all departments. This is a fantastic opportunity for someone with exceptional organisational skills, a keen eye for detail, and a passion for supporting a creative and impactful organisation. You will manage incoming communications, schedule meetings, prepare documents, maintain office supplies, and act as a central point of contact for internal and external queries. Your ability to juggle multiple tasks, maintain confidentiality, and proactively anticipate needs will be key to your success. We are looking for an individual who thrives in a dynamic environment and is eager to contribute to an organisation that makes a tangible difference in the community through art, science, and technology. This role offers the chance to grow your administrative career within a unique and inspiring setting, contributing directly to an organisation that champions innovation and social change through creativity. You will play a crucial part in maintaining our professional image and ensuring that all administrative functions support our ambitious goals, ultimately helping us to expand our reach and impact.
Key Responsibilities
- Manage and maintain efficient physical and digital filing systems, ensuring accurate and easy retrieval of documents and adherence to data protection regulations.
- Coordinate office activities and operations to secure efficiency and compliance with company policies and health and safety standards.
- Manage incoming and outgoing correspondence, including emails, phone calls, and postal mail, directing to the appropriate team members and handling general inquiries.
- Schedule and coordinate meetings, appointments, and travel arrangements for staff as required, preparing agendas, taking minutes, and distributing materials.
- Maintain office supply inventories, placing orders as needed, managing vendors, and ensuring cost-effectiveness.
- Prepare and edit documents, presentations, and reports, ensuring accuracy, professional presentation, and brand consistency.
- Assist with basic bookkeeping tasks, such as processing invoices, managing petty cash, and reconciling expense reports, in coordination with the finance team.
- Support HR functions by maintaining employee records, assisting with onboarding new staff, and managing holiday requests.
- Act as the first point of contact for visitors and general inquiries, providing a welcoming and professional front-of-house service.
- Assist with event logistics and administrative support for exhibitions, workshops, educational programmes, and public engagements.
- Manage databases and record-keeping systems, ensuring data integrity, confidentiality, and compliance with internal and external policies.
- Undertake ad-hoc administrative projects and tasks as required to support the broader team and organisational objectives.
Required Skills
- Proven experience as an Administrative Assistant, Office Coordinator, or similar role (minimum 2 years).
- Excellent knowledge of MS Office Suite (Word, Excel, PowerPoint, Outlook) and general office management software.
- Outstanding organisational and time management skills, with the ability to prioritise tasks effectively and manage multiple deadlines.
- Exceptional attention to detail and accuracy in all work, with a commitment to maintaining high standards.
- Strong verbal and written communication skills, capable of professional interaction with diverse stakeholders.
- Ability to work independently and as part of a team in a fast-paced, dynamic, and creative environment.
- High level of integrity and ability to handle confidential information with discretion and professionalism.
Preferred Qualifications
- A qualification in Office Administration, Business Management, or a related field.
- Experience working within the arts, non-profit, or technology sectors.
- Familiarity with CRM systems (e.g., Salesforce) or project management software (e.g., Asana, Trello).
- Knowledge of basic accounting principles or experience with accounting software (e.g., QuickBooks).
- Demonstrable interest in art, science, and technology and their intersection.
Perks & Benefits
- Competitive salary and a supportive, collaborative work environment.
- Opportunity to work at the forefront of art, science, and technology innovation.
- Generous holiday allowance, promoting a healthy work-life balance.
- Professional development and training opportunities to support career growth.
- Discounted or free access to exhibitions, workshops, and exclusive events.
- Pension scheme contributions to help secure your future.
- Located in the vibrant and creative Digbeth Quarter with excellent transport links and local amenities.
- Be part of a team making a tangible impact on the local community and beyond.
How to Apply
To apply for this exciting opportunity, please click on the application link below. Ensure your CV highlights your relevant administrative experience and your cover letter explains why you are a perfect fit for BOM and this role, particularly your interest in our mission. We look forward to reviewing your application!