Administrator & Bookkeeper

Part-time 0.8 FTE

To realise our vision, Movema is seeking an enthusiastic Administrator and Bookkeeper to support the team and help to develop our growing activities. They will manage the office administrative processes and financial records, working individually and as part of a team. The Administrator and Bookkeeper will need to be a highly organised and focused individual, with knowledge and experience of running an organisation’s administration functions.

Job Description Job Description (pdf)
Application Form Application Form Download (docx)
Equal Opportunities Form Complete (online)

Terms and Conditions:

Hours of Working:  Part-time 4 days per week (approx. 28 hours, 0.8 FTE based on a 35-hour week),

Contract: 12 month Fixed-Term. With a 3-month probationary period which may be extended.

Annual Salary:  £21,767 -23,660 pro rata (depending on experience)  

Annual Holiday:  22 days pro rata, + Bank Holidays.

Line Managed by:   Executive Director

Place of Work:  Liverpool based Movema office 

Flexibility:  A flexible approach to working hours is negotiable. A willingness and ability to travel is essential. We embrace a blend between home and office working, and we welcome a conversation about flexible working and your needs.

Pension:  Statutory contributions 4% and you will be enrolled into the NEST pension scheme.

The Role

The Administrator & Bookkeeper provides a comprehensive range of office administration, services and keeping finance records across the Movema team ensuring the efficient running of the organisation. This post will work closely with Movema’s Executive team to ensure the smooth running of many aspects of the charity’s business.

Main Roles and Responsibilities

  • To manage the administration and management of bookings and sales, includes quotes, issues of contract to clients and freelancer.
  • Being the first point of contact for enquiries in the office and responsible for effective office day to day operation.
  • Devise and maintain appropriate office systems including manual and computer filing systems to ensure that the information held is relevant, up to date and accessible and in accordance with Movema’s Data Protection Policies.
  • Assist with Movema IT maintenance to ensure that staff have appropriate, optimally functioning IT hardware and software.
    Ensuring staff appraisals and supervision schedule is adhered to with Movema’s HR software.
  • Assist HR with recruitment administration, planning for interviews and contacting candidates at the various stages of the process.
  • Assist in arranging induction for all new starters, to ensure that equipment, desk space etc. is in place for first day at work.
  • Take minutes of the Board, Sub-Committees, and other meetings, producing and distributing them professionally and quickly within two weeks of meeting date.
  • Assist the Executive team with the administration of other governance tasks such as filing Annual Returns to Companies House and the Charity Commission.
  • Support the Board and Executive team in the appointment of new Trustees, administering correspondence and arranging interviews.

Project and activity support 
  • Maintaining the Monitoring & Evaluation system, creating quarterly and annual reports for the board, funders, annual report, and public dissemination.  
  • Assist in matching all invoices purchase sales orders, coding and entering them onto the accounting system (Quickbooks).
  • Assist with staff and artist enquiries and disputes regarding invoices and payments.
  • Debtors’ management & assisting with credit control, chasing invoices.
  • Assisting to produce quarterly, ad hoc financial reports and period end journal.
  • Working with the team to prepare information for the annual audit.
  • Working with the team to prepare financial information for funder evaluation reports.
  • Assist with reconciling bank accounts, credit card and Paypal bank monthly against bank statements.
  • Ensuring banking is undertaken on a regular basis at the branch.
  • Support staff awareness of and compliance with Movema’s financial procedures for claiming expenses, processing invoices, claiming petty cash/per diems etc.
  • File invoices and receipts accordingly.
  • Adhere to the Movema Code of Conduct for staff.
    Undertake other duties as required commensurate with the level and nature of the role.
  • A certain level of flexibility regarding availability outside normal working hours is required to attend events.
  • Work within the context of Movema’s Equality and Diversity and other policies, within delivery of service and treatment of visitors, artists, contractors, employees, and colleagues.
  • Be committed to Movema’s sustainability plan.

Essential Criteria

  • Excellent administrative skills with at least 3 years’ experience within the field of administration.  
  • Strong time management and organisational skills.
  • Outstanding written and verbal communication skills, 
  • Experience with dealing with people on phone and via email  
  • A commitment to Equal Opportunities and diversity in the workplace. 
  • Advanced proficiency in all aspects of Microsoft Office Suite, Google drive and Dropbox. 
  • Must be willing to work on Mac computer and develop skills quickly to fulfil role.  
  • Demonstrable ability to work and remain calm in a sometimes-pressurised environment. 
  • Someone who thrives in a team environment but can also work independently and prioritise workload in a changing environment.
  • Proven experience of showing initiative. 
  • Accuracy and attention to detail. 
  • A positive and flexible approach. 
  • A desire to support colleagues. 
  • An ability to work empathetically with individuals. 
  • Excellent at relationship building. 

Desirable, but non essential Criteria

  • Enthusiasm for the arts, particularly world dance 
  • People management 
  • Current DBS check 
  • Recent Health and Safety and Safeguarding Training 
  • Demonstrable interest in world cultures and social equality

Application and Selection Process

We invite candidates to apply with:

1. Covering Letter – including how you believe you meet each of the essential (and desirable if appropriate) criteria.

2. Completed Application Form

Or Large Plain Text Application Form

3. Complete Movema’s Equal Opportunities form

Please email these documents to  

If you have any queries or questions, please contact: 07548 365869 or email:

Movema are committed to providing accessible employment opportunities to all prospective candidates. It is important to us that we reduce the inequalities to employment in the arts and dance sector. 

Should you wish to talk about the role or apply in a different format to what we have provided, please email, or call to discuss.

As a disability confident employer, we will offer an interview to any candidate with a disability or long-term health condition, providing they meet the minimum criteria for the role. 

Important dates 

The closing date for receipt of applications:13th February 2023
Interviews will be held:23rd or 24th February 2023. In Liverpool in a wheelchair accessible venue      
Post commencing:7th March 2023

All candidates selected for interview will be asked if they require any reasonable adjustments for their interview.  

Equality, Diversity, and Inclusion 

Movema celebrates diversity and we welcome applications from all backgrounds to develop a diverse team to serve and reflects the communities we engage. 

We particularly encourage applications from individuals who identify as being/from the:  

  • African Diaspora 
  • South Asian Diaspora 
  • East Asian Diaspora 
  • Southeast Asian diaspora  
  • Global majority – this includes but is not exclusive to people of Middle Eastern, Arab, Latinx, Jewish, Romany and Irish Traveller heritage.  
  • D/deaf and or disabled candidates  
  • Neuro-divergent candidates  
  • Candidates from working-class backgrounds  
  • LGBTQIA+ candidates  
  • Lived Experience of racism and/or other barriers that have prevented their ability to achieve their full career potential.  

Why work with us? 

You will be a key part of our mission to connect people and communities, helping nurture a safer and more understanding and tolerant world. 

– Movema welcomes everyone and our ethos of inclusivity supports people to be the best versions of themselves and to feel confident and capable in their roles.

– We celebrate diversity through all we do, and pledge to treat all communities, staff, and stakeholders without prejudice. We commit to this by:  

  • Treating all people with respect, love and understanding. We have zero tolerance for racism and prejudice.   
  • Using our position and networks to serve our communities, we are advocates for change and work to reduce the inequalities experienced related to skin colour, race, sex, age, religion or belief, sexual orientation, gender reassignment, pregnancy and maternity, marriage and civil partnership and disability.  
  • Create safe spaces where people can come together, to share, to listen and to heal.   
  • To recruit and develop a team that reflects the diverse communities we serve   

– Team members can attend all our classes and events for FREE.