Administrative director

Administrative director (touring theatre company) A

Line Management Responsibility:

Administrator, Asst Administrator

Purpose of Job:

The Administrative Director is one of two senior managers within the company acting as joint Chief Executives. The Administrative Director’s primary role is to lead the company’s administrative, financial and managerial functions in collaboration with the Artistic Director and within the context of policies defined by the Board of Directors.

Key tasks (sole responsibility)

Financial:

* draw up annual and project budgets, prepare quarterly management accounts, maintain budgetary control using appropriate measures * oversee the day to day financial management, especially VAT, payroll, payments and deposits, that is managed by the Administrator * work alongside auditors to prepare annual accounts and report * prepare all appropriate information for revenue funding partners * research and prepare applications to other funding sources whether commercial, charitable and public * maximise sources of earned income including performance fees, room and equipment hire etc

Human Resources:

* line manage Administrator, Asst Administrator and all freelance staff * develop and maintain staff management systems including induction, supervision, appraisals and continuing professional development * negotiation of fee levels and issuing of contracts to freelance workers * promote good internal communications with staff and board

Governance:

* act as Company Secretary servicing the Board of Directors and its committees * complete and submit annual returns and other paperwork to Companies House and Charity Commission * develop and implement board recruitment and induction programmes and packs in collaboration with the board * develop and review all company policies to ensure compliance with the law and company circumstances, e.g., Health and Safety, employment law, Equal Opportunities, Data Protection etc

Artistic Programme:

* co-ordinate the company’s annual programme of work including the management and development of touring * manage the company’s annual programme of work in accordance with funders’ service level agreements

Marketing and Communications:

* develop and deliver company marketing and communications strategy * oversee the production of all company print material * maintain good relationships with local, regional and national media * communicate well at all levels * oversee company sales strategy * work alongside a wide variety of venues and audiences including village halls, community centres, day centres

General:

* responsible for ensuring smooth day to day running of the organisation * responsible for Heath and Safety * plan and oversee future capital equipment needs including IT, communications, touring and other office equipment * undertake any other duties relevant to this post as required by the Board of Directors

Key tasks (Joint responsibility with Artistic Director):

* to represent the company in a wide range of contexts * to maintain and develop the company’s relationships with its principal funders. Explore and develop new creative and financial partnerships with a variety of arts organisations * work alongside the board keeping them informed of company developments including writing and presenting reports at board meetings * develop and implement the company’s strategic plan and review on an annual basis * develop and implement the company’s diversity action plan * set annual budgets * schedule the company’s programme of work * develop copy and visual ideas to assist in marketing the company’s work * work within the company’s policy guidelines in areas such as Health and Safety and Equal Opportunities

Working Relationships:

* direct responsibility to the board at quarterly meetings and in regular contact with the chair and board committees * Artistic Director on all strategic and management issues * Administrator and Assistant Administrator on administrative and financial matters * casts and production teams on contractual matters * funders on managing service level agreements * other theatre and arts organisations working in the region * Pride of Place group of theatre companies on producing a bi-annual festival

PERSON SPECIFICATION

The successful candidate will be an experienced and capable senior manager who is willing and able to work in a co-management leadership culture

Experience

* 3 years at senior level in theatre or arts organisation
* leadership within an accountable framework
* tour booking / management
* managing ICT systems / resources
* developing and implementing strategies
* fundraising from a variety of sources – charitable, commercial and public
* partnership working
* marketing and communications

Qualifications/ training

* management/ arts management qualification or training * Microsoft office and financial software * driving licence / own transport available

Skills

* excellent verbal & written communication * proven track record in financial planning/ management * strong organisational and administrative skills * ability to work both as part of a team / self-motivated * high degree of computer literacy * ability to manage & prioritise conflicting work demands * leading and managing people * excellent time management skills * good negotiator