Administrator

Job Title: Administrator

This post is a one-year contract in the first instance with a view to extend.

Location: Oriel Davies Gallery, Newtown, Powys

Salary: £15,000 p/a (based on 0.6 FTE at £25,000)(salary scale £25,000 – £32,000)

Contract Type: Fixed Term 1 year, with potential to extend, with 3 month probationary period.

Period of notice: 3 months

Reports to: Director

Hours: 22.5 hours per week (including weekends, evenings) (FTE 37.5 hours).

9am – 5pm, three days a week. Work outside of these hours will occasionally be necessary as required and will be compensated for with corresponding time in lieu. Lunch breaks are 30 mins unpaid.

Holidays: 16.8 days (Including Bank Holidays) (based on FTE 20 days + 8 Public Holidays)

Benefits: In addition to your salary, the benefits you are eligible to receive, subject to availability, are:

• 20 days annual holiday plus 8 days public holidays (Pro Rata)
• 8% of your gross salary provided as employers’ pension contribution
• Discount at siop DAVIES shop
• Discount at caffi DAVIES cafe
• Free or discounted attendance at events
• Flexibile and supportive environment
• Good teamwork

Background and Vision

Oriel Davies Gallery is a vibrant contemporary art space in Mid Wales, committed to sustainability, inclusivity, and community engagement. This role suits individuals who excel at organisation, budgeting, negotiation, and project management, and who are passionate about art, hospitality, and community engagement - working behind the scenes to support dynamic, public-facing programmes. We are a small creative, friendly workplace, offering a degree of flexibility and collaborative working.

The role

The Administrator ensures the effective operation of the gallery’s administrative systems, governance processes, and financial management, while supporting staff and organisational development. Acting as Company Secretary, the post holder works closely with the Director and Trustees to maintain compliance with statutory regulations and best practice. This role also includes oversight of HR processes for a small team and freelance workforce, alongside responsibilities in finance, policy development, and organisational planning.

Accountability

The Administration Manager is line managed by the Director.

Key Responsibilities:

Governance & Compliance

• Act as Company Secretary: maintain statutory records, liaise with Trustees, prepare meeting papers, attend and minute quarterly Board and Sub-Committee meetings, and ensure compliance with charity and company law.
• Coordinate updates to Companies House and Charity Commission.
• Assist with the Annual Report and Arts Council submissions.
• Develop and update organisational policies in line with legislation and best practice; communicate changes effectively across the team.

Finance & Operations

• Maintain financial systems to external audit standard; prepare budgets, cash flows, and quarterly returns with the Director.
• Oversee day-to-day finance: invoices, payroll, pensions, PAYE, banking, petty cash, and sales reporting for shop and café.
• Negotiate with suppliers and manage Gift Aid and tax rebate submissions.
• Act as BACS authority and bank signatory.
• Support operational systems: IT, telephony, stationery, and liaison with contractors for building maintenance and security.

People & Organisational Development

• Oversee recruitment, induction, and workforce planning for permanent and freelance staff.
• Support performance reviews, training, and staff engagement initiatives.
• Maintain accurate HR records and ensure line managers fulfil responsibilities for leave, sickness, and performance management.
• Promote diversity and equality in recruitment and organisational culture; monitor and report against Arts Council Wales’ Equality Action Plan.
• Develop work placement and volunteering opportunities in collaboration with Visitor Experience Managers.
• Act as Designated Safeguarding Lead alongside the Director.

Advocacy & Sector Engagement

• Represent Oriel Davies in professional networks and public forums.
• Contribute to sector-wide best practice in governance, diversity, and organisational development.

Other Duties

• Submit data to the Office for National Statistics.
• Present at staff meetings and support internal communications.
• Undertake key holder duties and other tasks as required by the Director.

Person Specification

Essential

Experience:

• CIPD (The Chartered Institute of Personnel Development) qualified or 3+ years professional experience in HR / people management
• Appropriate level of knowledge of employment law, company law and charity law
• Experience of working within regulatory frameworks including Data Protection
• Office management experience
• Experience developing and implementing systems and processes
• Experience of managing budgets
• Experience in minute-taking at high level meetings
• Demonstrable achievements in the promotion of diversity and equality

Skills:

• Tact, discretion and diplomacy
• Ability to be impartial and objective
• Self-sufficient and proactive
• Proven time management and multi-tasking abilities
• Meticulous organisational skills and attention to detail
• Excellent verbal and written communication skills
• Good numeracy skills
• Excellent IT skills, particularly Microsoft Office, SAGE or similar, and databases

Other:

• Active interest and empathy with Oriel Davies Gallery’s mission and objectives

Desirable

• Knowledge of and interest in contemporary visual arts
• Postgraduate qualification
• Financial management knowledge and/or experience
• Welsh Language Skills or willingness to learn.

Application Process

• Please send a CV / Bio and a short covering letter outlining your interest and suitability for the role to steffan@orieldavies.org with “DAVIES Administrator Application” in the subject line. Alternatively we will also accept application as a 5 minute video. Please send a link to an online storage account such as Google Drive, DropBox, or similar.
• Deadline: 30 January 2026
• Interviews: Please give availability for interview 12 and 13 February in your application.
• Contract term: Please note that we are looking for the role to start as soon as possible to enable handover from the current post holder.

Are we the right place for you?

We welcome applications from people of all cultures and ethnicities. Diversity and inclusion are core values at Oriel Davies. We welcome applications from all sectors of the community, especially from those who are currently underrepresented in our organisation and the wider arts sector, including people of colour, Black, Asian and global majority groups, LGBTQIA+ people, and d/Deaf and disabled people.

If you’ve never worked in an art gallery before, our work requires the skills and experiences of people from many different backgrounds. We aim to offer an environment to our colleagues where they feel they belong and can be their authentic selves. We want to provide a workplace which surpasses the norms of accessibility and nurtures our people’s skills to develop them towards excellence.

Please complete our EDI form here

If you are interested in completing an Access Rider before your interview, click here