Administrator

Job description

Responsible to:
Administrator

1. Purpose of the Job

to thoroughly support the Administration department of the theatre working closely with the Administrator
to provide comprehensive PA support to the Administrator and other members of the staff team when required, particularly the Executive Director
to help manage and maintain the offices

2. Office Management (20%)

distribute all incoming mail to relevant departments. Date stamp, invoice stamp (where applicable). Deal with any mail related problems (returns, enquires, penalty fees). Frank and sort outgoing mail for the administration department and assist other departments when they need help. Ensure the franking machine has regular credit and ink supplies
provide departments with IT support when necessary in a help-desk style function. Assist the administrator in maintaining and managing office-wide systems including upgrade work. Log calls to contractors to maintain multifunction copier/ printers and liaise with IT providers when necessary
order stationery, office supplies and other items where necessary. Develop strong relationships with providers where possible and undertake quality and price checks. Liaise with departments to fulfil their supply needs, anticipating where possible. Keep accurate records of purchases for budget matching
undertake a small amount of general office management such as ensuring the offices are generally tidy, stocks are neat and fully supplied and other small duties to ensure the efficient running of the offices
to take responsibility for and to continually improve office efficiency and systems (filing, data storage and retrieval, IT and telecoms systems) under the direction of the Administrator
to assist occasionally with the preparation for large hire events and the servicing of key meetings (providing refreshments, setting up room with resources etc)

3. PA & Reception Duties (20%)

provide comprehensive personal assistant support to the Administrator including managing the Administrator’s diary (appointments with hire clients, departmental meetings etc) as well as providing general secretarial support (memo writing, letter writing, copying and filing)
provide first point of contact services to telephone callers. Fielding calls or transferring to relevant departments as appropriate or take messages. To act as the Administrator’s deputy where appropriate and to field or hold calls when the Administrator is busy or out of office
to assist the Administrator when providing PA support to the Executive Director and other members of the Senior Management Team as required
to take minutes for key meetings including staff meeting. To distribute and file as appropriate

4. Hiring Programme (10%)

field initial hire enquiries provide potential hirers with information and advice. Book in appointments for the Administrator to meet potential hirers
assist the Administrator with venue tours or take them in the absence of the Administrator
create all invoices and credit notes for room and catering/equipment charges with the assistance of the Administrator
facilitate the completion and filing of paper work for the hiring programme. Send out paper work to be completed by hire clients, chase or help as appropriate
update Artifax Event (training provided) with hire details or arrangements as necessary and document arrangements or changes
update tracking systems and paper files as necessary
check the box office schedule to ensure adequate coverage is supplied for hires. Check Patron Edge ticketing system and website to ensure performance coverage for hires and take appropriate action

5. Professional Programme (30%)

to handle all administration relating to the professional programme with supervision from the administrator including the raising of booking forms, cross-checking and returning signed contracts from the Executive Director and chasing or requesting information from promoters
manage and maintain all documentation relating to the professional programme including the main filing cabinet and undertake the scanning and electronic copying of key documents
undertake ad-hoc work to provide support to the Executive Director in programming (research, checking, message taking etc)
to continually update and maintain the programming log and database. Initially to construct a suitable an MS Access database and transfer data from an wxcel-based database
organise the decant of college lessons to the Small Hall

6. HR Support (10%)

to handle all administration relating to attendance monitoring to pass to Finance and Administration Manager for input onto centralised system
to assist the Administrator with all administration relating to recruitment and the application of HR policies. This will involve drafting and copying letters, responding to speculative and solicited applications.
to prepare tasks for work experience placement students and supervise them where necessary
to undertake research to inform policy or best practise with the Administrator
to post any vacancies on the website (training given)

7. General (10%)

to provide office cover, in consultation, when the Administrator is not present. This will mainly be between the hours of 9am and 11am or during holiday periods
to comply with and uphold our general principles, expected levels of customer care and HR procedures
this list of duties is not designed to be exhaustive and the staff is expected to be adaptive and flexible to the changing nature of the organization
to undertake emergency evacuation roles for the office (full training given)
Information technology:
i) ensure compliance with the Data Protection Act
ii) utilise information technology equipment in connection with the duties of the above post

PERSON SPECIFICATION

1.Qualifications

2. Experience

at least one year’s experience in an administrative environment – Essential
experience of professional or voluntary arts administration and/ or venue work – Essential
experience in programming or contracting of any kind – Highly desirable
experience in switchboard, telecommunications – Desirable
experience of producing documents; invoices, correspondence, corporate documents – Desirable
experience of personal assistant duties, working closely with a small team – Desirable

3. Professional Knowledge

basic knowledge of computer network systems – Desirable
knowledge of basic administrative procedures and systems including minute taking – Essential
knowledge and appreciation of theatre, music and live entertainment including terminology – Essential
expert knowledge of MS Access including database and query creation – Highly Desirable
highly conversant in IT, specifically Microsoft Office – Essential
good numeric skills – Essential
working knowledge of any of the following software packages: Patron Edge ticketing system or Artifax Event – Desirable

4. Personal Qualities

excellent communication skills both oral and written – Essential
good attention to detail and accuracy – Essential
clear commitment to client-facing, customer care and as well as being well presented – Essential
commitment to continuing personal development and development for the benefit of an organisation – Essential
ability to work under pressure with tight and changing deadlines – Essential
an appreciation and personal commitment to equal opportunities and data protection – Essential