Administration Assistant

London (West), London (Greater)
Up to £25,000
17 Jul 2017
17 Aug 2017
Full Time
Contract Type

The British Suzuki Institute is a music education organisation and registered charity primarily training teachers and supporting young people in learning to play a musical instrument. Part of a renowned global movement which initially started in Japan, the small team at the British Suzuki Institute is responsible for the management of the Suzuki programme within the UK.  Based at our office in Brentford, the main responsibility will be for the management of the membership process including database management, direct debit management, processing online applications for the national graduation system and other workshops and events. Website and social media management is also a key responsibility.

The successful candidate needs to possess:

Accuracy with attention to detail

Excellent organisation and communication skills, written and verbal

Ability to adapt to changing priorities and deadlines

Strong sense of responsibility

Ability to self-motivate and work alone

Flexibility to work across a number of functions

Interest in the work of the organisation

Duties include:

Acting as PA to the Administrator

General office duties

Managing existing membership database including handling data and producing reports

Assisting in upgrade and implementation of new CRM system

Filing Gift Aid claims

Assisting in event organisation, preparation and administration

Updating websites and social media pages

Entering transactions on accounting software, managing direct debit system and banking cheques

Applicants must be computer literate using all aspects of MS office suite including Access database

Should be familiar with standard printing, photocopying, franking, PDQ equipment

Fluent spoken and written English essential

Accounts package experience useful (preferably TASBooks but in house training can be provided)

Full responsibilities in the role include:


  • Update and maintain internal communication documents including diaries
  • Prepare and distribute mail outs, newsletters, information to members
  • Update project management software and office manual as necessary
  • Schedule and manage weekly office team meetings
  • Liaising between office, Trustees, Course Directors teachers and trainees

Management Support

  • Assist Administrator and Trustees where necessary, providing cover and administrative support.

General Office

  • Collect post from central post area, open and distribute
  • Open general office emails and respond or distribute as appropriate
  • Answer telephone calls and respond to queries, or transfer calls and take messages where appropriate.
  • Send packs to new members and potential trainees
  • Manage stationery, franking, photocopying, telephone, computers etc
  • Provide cover for other members of staff when required.


  • Maintain and update membership database
  • Process new members
  • Collate information
  • Send out annual renewal notices and process membership applications and renewals
  • Chase membership arrears
  • Report to teachers monthly on payment arrears
  • Devise and implement new membership strategies and policies including recruitment of new members
  • Prepare and submit Gift Aid returns
  • Report to Administrator and Trustees periodically on membership issues


  • Update websites weekly with new content, events and up to date teacher information


  • Process applications for events, graduation, workshops
  • Prepare and collate pupil lists and rehearsal schedules for annual events
  • Prepare name badges for all events, timetables (eg National Workshop) and certificates (eg Graduation)
  • Attend events as required


  • Book rooms and parking for committee and teacher meetings
  • Organise refreshments
  • Attend meetings
  • Take minutes and circulate
  • Arrange cash payments for travel expenses
  • Produce budgets and reports for events
  • Process applications for scholarships and bursaries and arrange payment
  • Report to trustees on finances and events

Hours 9.30 am to 5.30 pm Monday to Friday with some evening and weekend event attendance

To apply for the role, please submit your CV and covering letter/email format outlining how you think you would be suited to the position. Applications should be received by 8 August 2017. Please email to Charlotte Wilmot, Director, Eardley Wilmot,, with 'BSI Application' in the subject heading of your email. 

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