Post: Theatre Administrator

JOB DESCRIPTION

Post: Theatre Administrator

Hours: 39 hours a week

Reporting to: General Manager

Salary: £15,500 per annum

Main purpose and scope of the Post

To faciliate the smooth operation of the Theatre and all associated activities by providing adminstrative support to all departments and in particular, that of Operations. The venue is fast paced and continusouly developing; therefore we require a dynamic and proactive individual to complete work within structured timescales; working to deadlines is an important part of this role.

The role has a large focus on financial reports and records and therefore attention to detail will be key. Speed and accuracy are required, as well as the ability to identify and resolve any errors arising. You will be a strong communicator who is flexible, accomodating and willing to be part of an enthusiastic team. The Theatre is a fantastic venue in which to work and we welcome aplicants who are particularly interested in culture and the Arts.

Principal Duties and Responsibilities

The post holder will carry out the following duties and others that may be reasonably required:

Personnel

·  Complete weekly and monthly payroll on the company’s software system.

·  Organisation of external training; attendance for the team and transport if required.

·  Responsibility for personnel records – ensure up-to-date and complete all paper work relating to new starters/ leavers/ CRB forms, etc.

·  Track and monitor annual leave and sickness, with spreadsheet completion.

Finance

·  Complete the Weekly and Monthly financial management returns.

·  Complete the show settlements and film returns.

·  Ensure Cost of Sale recharges and records for performances are correct and accurately recorded.

·  Raise Purchase Orders using the software system in place and ensure that the relevant authorisation stages are complete for all orders and cost of sale items.

·  Match orders to deliveries and ensure invoices are forwarded to Head Office via batch headers.

·  Complete BACS and cheque request paperwork.

·  Petty cash control and reconciliation.

General

·  To complete the Theatre Show contracts and associated paper work.

·  Filing.

·  Photocopying.

·  Updating the theatre diary.

·  Placing orders such as stationary, ink and cleaning consumables.

·  Perform such other duties, appropriate to the role; as may be required by the General Manager.

MISCALLANEOUS

·  Undertake any statutory training and seek development opportunities; including but not limited to: FAAW and PFA qualifications and refreshers; Basic Food Hygiene, internal Incident & Emergency and Competent Persons (Risk Assessment) courses, Spektrix (Box Office) software.

·  Follow Company IT policy and ensure that this is not abused or breached.

·  Understand access issues and anti –discrimination legislation. Treat disabled patrons with tact and sensitivity.

·  Understand Health and Safety regulations and carrying out duties consistent with Company H&S procedures.

·  Exercise complete confidentiality, discretion and integrity regarding information acquired through the Company, and with regard to the theatre business and client business as appropriate including financial information.

Person Specification

The ideal candidate will be able to demonstrate that they have the necessary administrative and technical skills; experience and competence to immediately add value to the work of the Grove Theatre, its Team and Customers and to ensure the timely delivery of delegated tasks under general supervision only.

The appointee will:

·  Possess very well developed interpersonal and communication skills.

·  Be results oriented and team and customer focused.

·  Be able to provide examples of having worked on their own initiative and in teams in the past.

·  Be capable of exercising a high degree of delegated responsibility.

·  Have good organisational and technical skills relevant to the role with the ability to problem solve, pay attention to detail and deliver work to a high standard and to tight deadlines.

Essential Attainments and Experience

·  Have a high degree of computer literacy – to include competence in the following Microsoft applications – Word, Excel, databases, file management, e-mail (Outlook) and the internet.

·  At least one years relevant and acceptable work experience in an Administrative/ Office work environment.

·  Good numeracy skills with knowledge and skills in the preparation and maintenance of proper financial records and banking procedures and reporting on same.

Desirable Skills; Abilities and Experience

·  Previous experience in a similar venue would be an advantage; although not essential as all training will be provided.

·  Good customer service skills and relevant experience – requirements of the role may include meeting and greeting customers and visitors to the venue; relaying information and even dealing with queries and complaints.