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
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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
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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.
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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
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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
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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:
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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
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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
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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.