Business Support Manager

The Business Support Manager has overall responsibility for the effective and efficient running of the Poetry London office, based at Goldsmiths, University of London, and the operational delivery of the Charity’s objectives, working closely with and supporting the PL Editors. 

The position is part time, 2 days per week, subject to satisfactory 6 months reviews and continuation of ACE funding. The Business Support Manager is line managed by the Poetry Editor.

Amount of pay and interval between payments: actual gross annual pay £10,800 before deductions, paid monthly (£27,000 pro rata annually)

Hours of work: 14 hours per week (Two Days)

Holiday pay and entitlement: 25 days paid holiday per year (Pro Rata) plus pro rata allowance for all public Bank Holidays.

Place of work:  This position is based at Goldsmiths, University of London. Though some remote working is possible with agreement.

To apply, please send your CV along with a covering letter. Applications can be submitted by email to admin@poetrylondon.co.uk.

Business Support and Administration: 60%

1. To act as the first point of contact for the magazine, dealing with enquiries from subscribers and the general public, processing all communication coming into the office via post, email etc. 
2. Administration of all subscriptions, including 
   • maintenance of subscription records (database management), 
   • processing subscriptions and despatch management, 
   • digital subscriptions and the updating of Exact Editions universal subs list,
   • quarterly sales and subscription reports.
3. Administration and fulfilment of mailings and delivery, including contract management and liaision with printers, distributors and mailing houses, to ensure delivery of magazine. 
4. Attendance at events and sale of merchandise and subscriptions.
5. Administration of the annual poetry and pamphlet competitions, including 
   • data inputting, liaising with the Editors as required,
   • other administration/organisation of entries\ liaising with entrants,
   • concessional entries and competition subscriptions.
6. Office management including the maintenance of office systems and equipment, purchase of capital equipment and ensuring adequate stocks of stationery and the administration of postal services.
7. To liaise with the Editors regarding the collection of advertising revenue.
8. Provide administrative support for new subscription and sales campaigns in liaison with Poetry Editor, including contact with lapsed subscribers, promotion of institutional subscriptions, and sales into retail outlets inside and outside UK.
9. Offer other additional administrative assistance to Editors as required including posting of submissions and books to Poetry and Reviews Editors.
10.  To attend staff meetings, when required, and report on sales and subs.
11. Maintain relationship with Goldsmiths

Finance: 30%

1. Be responsible for day-to-day bookkeeping on Quickbooks;
   • Payment of invoices
   • File/upload invoices and receipts for payments
   • Work with accountant to monitor bank accounts and bank reconciliations
   • Prepare quarterly reports on Paypal, Submittable and bank accounts
   • Prepare transaction reports from current and savings accounts
   • Assist accountant to prepare end-of quarter bank and paypal balances on last day of March, June, September and December.
   • Prepare and submit payroll on Quickbooks
   • Payment of wages, tax and pensions using Quickbooks, HMRC and NEST

Grant and ACE reporting: 10%

1. Monitor grant funding as required and deliver financial and narrative reporting to funders, in liaison with the Chair and Poetry Editor.
2. To report to funders and other stakeholders, as required, ensuring that all necessary evaluation data has been collected.
3. To deliver regular reports and submissions to ACE required to release payment.

This job description is a guide to the nature of the work required of the role. It is not wholly comprehensive or restrictive and may be reviewed as required.

• Exceptional organisational skills, with the ability to prioritise and complete a range of tasks simultaneously.
• Attention to detail.
• Self-starter with a proactive approach to addressing challenges and the ability to work flexibly as part of a team.
• Ideally the candidate will have experience of accounting software, but training will be provided if necessary.