director

Job description

Finance and administration officer (touring theatre company)

This is an excellent opportunity for the successful candidate to gain further experience working in an arts environment. Training in book-keeping and SAGE processing could be made available for the right candidate.

Responsible to:
General Manager

Main purpose of the position:

to provide administrative assistance to the General Manager and Artistic Director
to assist the General Manager in the running of the Friends’ scheme and other fundraising and marketing initiatives
to take responsibility for the day-to-day management of company finances including payroll

Administration:

to provide administration support for the Artistic Director and General Manager, arranging meetings and providing documentation as required
to be the first point of contact for the company dealing with general enquiries by telephone, email and post
to assist the Local Manager with venue contracts for village hall tours and ensure that all invoices are issued for fees
to make all travel and accommodation bookings as required for staff (Tour project staff will deal with all project related bookings)
to deal with all daily incoming and outgoing post and be the main point of contact for general enquiries
to assist the General Manager with administration of the Guardians’ Corporate Friends scheme, arranging receptions and meetings as required
to deal with all orders for stationery and office equipment
to set up a system for dealing with all CVs and requests for work for the Artistic Director
to manage all company requests for complimentary tickets on tour
to record all Friends’ income received, keeping SAGE and database up to date, chasing all renewals and assisting the General Manager with regular mailouts to the Friends
to ensure IT backups are taken on a regular basis and to liaise with external IT support person and report any IT problems to them
taking minutes at board meetings

Finance:

To deal with day to day financial administration on SAGE accounts and Excel as follows:

entering all purchase and sales ledger invoices and all financial information onto SAGE
managing the nominal ledger and department structure on SAGE and providing reports as required by the General Manager
payments
weekly and monthly salaries, inland revenue payments and pension administration
dealing with year end inland revenue returns
bank reconciliations
reconciling all credit card payments
petty cash
banking all cheques and merchandise income received
to provide financial information and reports for the General Manager on a monthly basis
VAT return calculations
assisting the General Manager with cashflow projections and calculations for placing funds on deposit
assisting the General Manager with any reports required for the Board or external organisations

PERSON SPECIFICATION

Essential Skills and Experience:

excellent IT skills including Word, Excel, Access and internet
a demonstrable interest and enthusiasm for theatre and the arts
one years experience of working in an administrative role
excellent communication skills
ability to deal with people at all levels
excellent administration and organisational skills
excellent telephone manner
accurate and absolute attention to detail
ability to learn new systems quickly

Desirable Skills and Experience:

demonstrable knowledge and experience of double entry book-keeping
demonstrable knowledge and experience of SAGE Line 50 computerised accounts and payroll
experience of managing a payroll
experience of fundraising
experience of working in an arts organisation