FEDERATION OF SCOTTISH THEATRE

JOB DESCRIPTION

MEMBERSHIP & EVENTS ASSISTANT

JOB TITLE:Membership & Events Assistant

REPORTING TO: General Manager

JOB PURPOSE:To support the recruitment and management of member relations and the delivery of events and meetings, ensuring excellent service levels. To undertake general office administrative duties and to provide administrative support to the Director, General Manager and other team members as required.

SALARY:£17,000 per annum, paid monthly in arrears

PENSION:FST offers a 3% employer’s contribution into a group personal pension plan.

HOURS:35 hours per week. Office hours are normally between 9.30am and 5.30pm, Monday to Friday, with an hour for lunch. Occasional evening, weekend work and overnight stays outwith Edinburgh are required - Appropriate TOIL and travel expenses will be offered on these occasions

HOLIDAYS:FST offers 24 days holiday and 10 public holidays to full time staff

NOTICE:The notice period will be one month from either party

KEY RESPONSIBILITIES OF MEMBERSHIP & EVENTS ASSISTANT

Membership Promotion, Recruitment& Renewal:

  • Assisting the General Managerin actively promoting membership and recruiting new members to grow and broaden FST’s membership to be as representative of all aspects of the dance, opera and theatre sectors as possible
  • Coordinating the annual renewal of membership, gathering the required information from members and invoicing accordingly
  • Sending out information about membership and services to those interested in joining and responding to any queries
  • Keeping appropriate records of members, including databases and information on the website

Membership Service Delivery:

  • Working with the General Manager and the wider team to ensure membersexperience an excellent, coordinated and responsive level of overall service
  • Acting as the main point of contact for initial enquiries, identifying the most appropriate and timeous response route
  • Assisting with the creation of the annual members needs analysis survey with the wider team, sending this out to members and compiling the results

Meeting Planning and Support:

  • Coordination of all practical arrangements (room booking, catering, registration etc.) and minuting ofquarterly members’ meetings, liaising with the General Manager and wider team as appropriate
  • Coordination of all practical arrangements (room booking, catering, registration etc.) and minuting of a range of Specialist Forum meetingsliaisingwith the General Manager and other members of the team as appropriate

Other Project and Event Planning and Support:

Coordination, with support from the General Manager and wider team, all practical arrangements (room booking, catering, registration etc.) for a range of members’ networking events and projects, including:

oFST/ITC Festival Reception

oFST Emporium

  • Support delivery of other projects and events as appropriate

Office Administration:

  • Personal Assistant duties for the Director and General Manager, including diary management, setting up meetings and travel/accommodation where required
  • Working with the Finance Assistant to ensure all general office administration is covered, including day-to-day tenancy matters (e.g. keys, repairs etc), equipmentmaintenance, and general IT support
  • Updating and using the organisation’s CRM system to ensure accurate recording and reporting of activities and membership engagement

Communications:

  • Dealing efficiently with telephone, email and letter correspondence ensuring that action is taken by the relevant member of staff and that anyone contacting the FST for whatever reason feels that their query is dealt with in a friendly and competent manner
  • Liaising with the Marketing and Communications Manager to ensure all information circulated is in line with the Communication Policy and all messages are appropriate to the medium used
  • Working with the Marketing and Communications Manager to contribute to the FST’s communications strategy relating to the membership
  • Contributing to the monthly members newsletter as appropriate

FST Strategy and Team Support:

  • Working effectively as part of a small team
  • Contributing to delivering FST’s overall strategic mission
  • Attending and contributing to monthly team planning and evaluation meetings
  • Supporting the wider team with project delivery as appropriate

The list of responsibilities is not exhaustive and the employee may be required to perform duties outside of this as operationally required and at the discretion of their Line Manager.

PERSON SPECIFICATION

ESSENTIAL ATTRIBUTES

  • Experience of a service provision role to either a membership or the general public, dealing with enquiries and ensuring excellent customer service
  • Experience of general office administration
  • Effective, confident and versatile communication skills – able to communicate at a range

of levels (written and oral)

  • Ability to carry out multiple tasks effectively and to prioritise work so as to meet deadlines and set targets
  • Ability to work within a team and show initiative
  • Confidence with all basic office & IT systems, with particular experience working with spreadsheets & databases
  • Enthusiasm for the performing arts, particularly dance, opera and theatre

DESIRABLE ATTRIBUTES

  • Experience of work in the arts and/or with a professional membership body
  • Experience of managing practical event/meeting arrangements
  • Experience of minute taking
  • Awareness / knowledge of Scottish arts scene

HOW TO APPLY

Please send your completed application form to by 12 noon on Friday 11 March

Please remember to complete the on-line Equal Opportunities Survey.

Please note that CVs and cover letters will not be considered.

Interviews will be held in Edinburgh on Thursday 31 March 2016

If you would like to discuss the position prior to application, please contact

Federation of Scottish Theatre

c/o Royal Lyceum Theatre

30b Grindlay Street

Edinburgh

EH3 9AX

Tel: 0131 248 4842

Registered in Scotland No. 59292

FST BACKGROUND INFORMATION

FST is the membership and development body for professional dance, opera and theatre in Scotland, bringing the sector together to speak with a collective voice, to share resources and expertise and to promote collaborative working.

FST represents a network of over 190 professional performing arts organisations and practitioners across Scotland, ranging from individual artists and producers, small scale companies, through to large venues and National Performing Companies.

Our services focus around 4 main areas:

  • Networking and Information
  • Advocacy
  • Training & Professional Development
  • Capacity Building Projects & Services

Networking and Information

FST members have a huge collective knowledge and FST’s aim is to make best use of that by facilitating the sharing of information and resources between members. Additionally, we act as a conduit between the sector and Scotland’s broader civic and cultural life, ensuring members are aware of key strategic and environmental developments and promoting the work of the sector to key stakeholders nationally and internationally.

These services include:

  • Quarterly members’ meetings
  • Monthly members-only e-newsletter
  • Festivals reception
  • Touring support
  • Emporium—theatre marketplace
  • Specialist forums

Advocacy

FST is uniquely positioned to investigate and understand key developments and issues in Scotland’s dance, opera and theatre sector by drawing on the collective knowledge of its members and exploring potential new developments and strategies with both the sector and key stakeholders such as Creative Scotland, Scottish Government and Scotland’s local authorities.

Training & Professional Development

The support and development of best practice in the industry underpins all our training and professional development work. Programmes range from one-off training events across management and technical areas, through to artistic and producer bursaries and the Step Up mentoring programme aimed at building management and leadership capacity in the sector.

These services include:

  • Training Programmes for a wide range of roles (ILA-accredited)
  • Technical Winter School
  • Creative Production and Technical Skills project
  • Bursaries for a range of roles, including producers and artists
  • Mentoring, including mentor training

Capacity Building Projects & Services

By sharing resources, FST is able to provide a number of centralised services to the dance, opera and theatre sector which would otherwise be difficult for individual organisations to access. These projects and services, which include health and safety, environmental, disability access, digital development and international promotion, help to build capacity and further improve the delivery and impact of the work of our members and the broader sector.

These services include:

  • Health & Safety advice and support
  • Environmental Project
  • Access Scottish Theatre Guide
  • Captioning

Further information on our delivery can be accessed in our Annual Report which can be downloaded via the following link:

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