Out of Joint 7 Thane Works Thane Villas London N7 7NU 13 July 2011 Dear Applicant, Application Pack – Office Administrator & PA to Artistic Director Thank you for your interest in the post of OFFICE ADMINISTRATOR & PA at Out of Joint. I enclose a job description and person specification. If you wish to apply for the above position please make your application in the form of a letter addressed to Panda Cox, accompanied by a Curriculum Vitae. Please also include the names and addresses of two referees, with phone numbers. You may email your covering letter and CV to email@example.com or send it by post to the address above. I also enclose an Equal Opportunities monitoring form. It will not form part of your application but it would be helpful if you could return it too. Out of Joint is an equal opportunities employer, and welcomes applicants from all backgrounds. The closing date for applications is 5pm on Monday 1st August 2011, and shortlisted applicants will be contacted as soon as possible after this date. Interviews will be held in early August. If you have not heard from us by 15th August, please assume that unfortunately this time your application has not been successful. For further information about Out of Joint please look at our website, www.outofjoint.co.uk. Once again, thank you for your interest. Best wishes, Panda Cox Deputy Producer OFFICE ADMINISTRATOR & PA TO ARTISTIC DIRECTOR APPLICATION PACK – JULY 2011 Background to this appointment The Office Administrator & PA to the Artistic Director plays an important role in Out of Joint’s small team, providing vital office and administrative support and having responsibility for particular areas of the company’s operation while on tour, in this country and abroad. The Office Administrator will have additional duties as PA to the Artistic Director of the company, Max Stafford-Clark. As such, any requests made by the Artistic Director will take precedence over general administrative duties. Max Stafford-Clark founded Out of Joint in 1993, after 14 years as Artistic Director of the Royal Court Theatre. Out of Joint’s Producer, Graham Cowley, worked alongside him at the Royal Court and at Joint Stock in the 1970s. In the last 17 years, the company has built a reputation for excellence in the development and production of new plays. Every production tours widely and also plays in London. Many are revived for further touring, often abroad. Out of Joint is funded by Arts Council England as part of the National Portfolio and is classed as a ‘flagship’ company by the British Council. More information on our work can be found at our website: www.outofjoint.co.uk JOB DESCRIPTION Responsibilities and Duties Personal Assistant to the Director: Typing and filing all correspondence Producing invoices for internal and external work and liaising with the Finance Manager and the Director’s accountant Booking hotels and travel Taking messages Handling diary and updating schedule Conducting research for the Director when required Any other duties as required by the Director Max Stafford-Clark has been physically disabled since his stroke in 2006. This means that there are some minor extra tasks to make his work easier. Managing office: Answering phones and dealing with general enquiries Ordering stationery Ensuring maintenance of computers, office equipment etc Receiving visitors Liaising with cleaners and landlord Setting up company meetings and disseminating appropriate documents / information beforehand Supporting the Finance Officer with petty cash and company credit card expenditure Keeping overall diary of staff movements Organising and overseeing work experience placements. Administration of touring company for national and international tours: Helping the Deputy Producer to organise travel, accommodation, per diems and visas Maintaining digs lists Liaising with Producer, Deputy Producer and Company Stage Manager. The Board: Setting up board meetings Organising room and refreshments Sending out agenda and papers Attending board minutes and taking minutes. Rehearsal room: Organising general maintenance eg fire extinguishers, regular cleaning etc Contracting room out to other companies, negotiating rental costs, collecting payments Keeping schedule up to date and in line with OjO rehearsals and board meetings. Book Shop Sending out and recording all book orders that come through via the website and post Liaising with the Marketing Manager about special deals and ordering new books. PERSON SPECIFICATION ESSENTIAL Relevant work experience in a theatre or other arts organisation Familiarity with Word, Excel and Access, email and the internet Excellent written and verbal communication skills, including experience of composing letters and documents Ability to communicate well with people. There is a good deal of contact with writers, directors, actors, designers and other artists. Ability to work unsupervised and on your own initiative, but also being prepared to work hard to fulfil the day-to-day requirements of the other staff members, as detailed in the job description Ability to work to tight deadlines Ability to juggle several jobs at one time, whilst remaining calm and composed The ability and temperament to work in a small team A flexible approach to working hours – visits to the company on tour and some evening work expected. DESIRABLE Some knowledge of Out of Joint’s work and place within the theatre industry Some knowledge of theatre touring Some knowledge of new theatre writing Some knowledge and understanding of the arts funding system, with particular reference to Arts Council England Some knowledge and understanding of the British Council. STRUCTURE The Administrator reports directly to the Director and Producer. The small team at Out of Joint includes the Artistic Director, Producer, Deputy Producer, Marketing Manager and Associate Director as well as part-time Literary Associate and Finance Officer. Actors, Stage Managers and technical staff, as well as designers, are contracted show by show. SALARY £18,000 per annum. There is an annual review at the beginning of April. HOURS As required, though office hours are normally 10.00 am - 6.00 pm Monday to Friday. It is also necessary to attend Press Nights, performances on tour (including the occasional overnight stay) and other meetings and special functions as they are arranged. Overtime is not paid in respect of extra hours worked. HOLIDAYS Four weeks per year (holiday year runs from April – March). HOW TO APPLY Deadline for applications is 5pm on Monday 1st August 2011 and interviews will take place in early August (dates and times tbc). To apply, please send a covering letter outlining your suitability for this position along with a full CV and the names, with telephone numbers, of two referees. One should be your current or most recent employer. It would also be helpful if you could return the equal opportunities monitoring form attached to this application pack, although this will not form part of your application. You may send your application by email to: firstname.lastname@example.org or send it by post (to arrive by 5pm on Monday 1st August) to: Panda Cox Out of Joint 7 Thane Works Thane Villas London, N7 7NU For further information about Out of Joint please look at our website: www.outofjoint.co.uk EQUAL OPPORTUNITIES MONITORING FORM EQUAL OPPORTUNITIES POLICY Out of Joint Limited is an equal opportunities employer. The aim of its policy is to ensure that no job applicant or employee receives less favourable treatment on the grounds of sex, race, colour, nationality, ethnic or national origins, marital status, sexual orientation, age, trade union activity, political or religious belief. Applications from disabled persons who have the necessary attributes for the post are welcome. Selection criteria and procedures will be kept under review to ensure that individuals are selected, promoted and treated on the basis of their relevant merits and abilities. All employees will be given equal opportunities and, where appropriate, special training to progress within the organisation. Out of Joint is committed to a programme of action to make the policy fully effective. We would be grateful if you would fill in and return this form with your application - it will help us to monitor our Equal Opportunities Policy in practice. It is for statistical purposes only and does not form part of your application. (please tick where appropriate) 1. What is your sex? Male Female 2. How would you describe your ethnic origin? Black/ African Black/ UK Chinese Other Black/ Asian White/ European Vietnamese Black/ Afro-Caribbean White/ UK Irish 3. In terms of the definition below, do you have any disabilities? Yes No If so, what? (You need not give further details unless you wish to do so) The following is an internationally recognised definition of disability: "People with physical, mental or sensory disabilities: with hidden disabilities such as psoriasis, epilepsy, heart, chest conditions: people with disabilities linked to ageing: people suffering from a mental illness". Where did you hear about the job / role / post?