Job Title: Office Administrator

Salary: £24–25,000 (pro rata) and contributory pension scheme.

Part-time: 1 day/week (i.e., 0.2 of full-time), with the possibility of extra paid hours. There is also the possibility of combining this role with the concurrently advertised part-time Social Media and Bookseller Outreach role. The successful candidate will be able to choose their preferred day, but it must be a day that Sheffield’s (public) Central Library is open all day.

Location: Central Library, Surrey St., Sheffield S1.

Application closing date: Wednesday, January 31, 2024

Interviews: Tuesday, February 13, 2024, at the Central Library, Surrey St., Sheffield S1.

The candidate must have the right to live and work in the UK without time limit.

This is a practical job that requires an organised and methodical person; we need a stickler for getting the details right! We are a small team and there is ample opportunity for the successful candidate to progress and to become involved in other areas depending on interest; however, an interest in other areas is not a requirement of the job.

What the job involves:

Subscriptions Administration

  • Customer Service: Manage subscription inbox: general queries, subscription orders, ebook orders, queries about existing subscriptions, troubleshooting.
  • Operations: Manage subscription title mailouts (6 per year currently) for the UK, Europe, and USA with the relevant mail service companies. (Checking in with subscribers for updated addresses, updating addresses, splitting data by mailout country, and getting quotes from mail services, ensuring copies arrive from the printers at mail services and are mailed in time for set deadlines.)

Office and Post Management

  • Mailouts from Sheffield: Mailing proofs to booksellers and media (i.e., for our marketing work) and finished copies to prizes and contributors. Note: not the subscription book mailouts (these are done by specialist services; see above). This responsibility includes managing the mailing systems (e.g., Royal Mail Click and Drop), picking, packing, and organising the dispatch of books, and occasionally trips to the post office (5 minutes walk away), although normally our business post is picked up by Royal Mail.
  • Mailout management online: Remote postal work, using our US and UK warehouses, distributors, and ordering systems to send out occasional finished copies as requested (e.g., prizes, critics, booksellers).
  • Mailout record-keeping: keeping an up-to-date record of online and AOS-sent materials on our postal spreadsheet.
  • Customer Service: managing the info@ address (replying occasionally or forwarding to the relevant person)
  • Managing book stock: keeping stock pristine and organised, in the right place and inventoried. There is a physical element to these activities, which involves moving boxes of books, up to ca. 15 kg in weight.
  • Managing office supplies: ordering stationery, packaging, mail bags, ink cartridges, paper, etc. in time in order to be ready to do office mailouts.
  • Miscellaneous: Other infrequent tasks may arise to support team members. For example: arranging for double-taxation forms to be sent from HMRC or inputting data for royalties payments or other marketing tasks.

Skills needed:

  • Be confident with phone and in-person communication.
  • Be organised, thorough and methodical in your work processes.
  • Be good at noticing details and sense-checking (noticing if something seems wrong and double-checking), whether of a spreadsheet or email message.
  • Be patient and tactful with customers.
  • Be computer literate (especially with MS Excel) and good at problem solving.
  • Be pragmatic; self-motivated, have a ‘can do’ approach, and be able to find solutions.
  • Meet deadlines and be a self-organizer with your work.
  • Work well in a team and on own initiative remotely.
  • Be clear and professional-sounding in written correspondence.
  • Be comfortable with moderate lifting of stock and post.

Desirable but not essential:

  • Experience within the sector
  • Design skills (Indesign, Photoshop, photography, video)
  • Proofreading and copyediting skills

An applicant will also:

* Believe strongly in the importance of anti-racism work and equality advocacy. More on our Inclusivity goals here: https://www.andotherstories.org/about-us/?tab=6

* Be ecologically motivated and willing to be creative in order to be more ecological. More on our Sustainability goals here: https://www.andotherstories.org/about-us/?tab=5

Who we are

We are an Equal Opportunity Employer. We are actively seeking job applicants who reflect a broad representation of differences, including race, ethnicity, religion, sex, sexual orientation, gender identity/expression, physical ability, neurodiversity, age, family status, economic background and status, geographical background and status, and perspective.

We are an independent and not-for-profit publisher of shamelessly literary fiction and non-fiction, with emphases on translation and experimental contemporary English-language writing. We are based primarily in Sheffield (with an office in the Central Library), but the staff and contributing editors also live in London, Hull, Newcastle, and New York. Of our five employees, two are full-time. We also work regularly with a number of freelancers. We are part of the Arts Council of England’s National Portfolio and receive some public funding. Most of our income comes from book sales in the retail trade and via our subscription club.

More details on our press on our website’s About Us page: https://www.andotherstories.org/about-us/

Who will manage you?

You will be directly managed by our publisher, Stefan Tobler.

How to apply:

Please send as two attachments the following:

1. your CV, including the name of two referees we could contact

2. a covering letter detailing your fit for the post and your interest in And Other Stories and when you could start work, by end of 31st January 2024 to publisher Stefan Tobler at stefantobler@andotherstories.org with ‘Administrator Application’ in the subject line.

Interviews will be held on Tuesday, February 13th, in Sheffield Central Library, on which day there will also be a short admin role-play test.

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