Job Description

Part-time role: 25hrs per week

Salary: £18,125 per annum

ABOUT THE BECK 

The Beck is a 600-seat commercial Theatre in Hayes that presents upwards of 250 performances each year, to well over 100,000 audience members. We are proud to be West London’s most vibrant Theatre and deliver a stunningly diverse programme that celebrates all the communities of Hayes and beyond. We believe that Theatre is for everyone and work intentionally to ensure our Theatre is inclusive and welcoming to creatives, audiences and employees alike.  

For the recruitment of this role, we are committed to ensuring that there is:

• A person from the global majority on the interview panel
• A chance to meet some of the team at interview stage to give insight into the organisational culture, as well as a chance to ask questions outside the interview

PERSON SPECIFICATION

We are looking for an individual that can work as part of a team and individually to deliver our values of creativity, collaboration, excellence, and respect.

Key attributes:

• Self-motivated and creative.
• Ability to work fluidly within multiple departments, including Marketing and Creative Learning.
• Excellent written and verbal communication abilities in dealing with colleagues, the public, industry colleagues, and other stakeholders.
• Highly driven, organised, and able to work calmly and effectively in a fast-paced environment.
• Excellent organisational and planning skills and the ability to delegate effectively to others
• Interest in theatre/live entertainment

KEY RESPONSIBILITIES

The main purpose of the Theatre Administrator is to offer a supporting role in both administration and business support to ensure that the needs of the business are met.

• Provide general administrative support to the senior management team as required, including – but not limited to – office management, telephone answering, organising post and general supplies, arranging couriers, PRS submissions, sending invoices, credit card and petty cash reconciliations.
• Support the senior management team to ensure staff members and managers are aware of and kept abreast of changes to Company policies, procedures, documents and information.
• Maintain and grow operationally effective communication systems, ensuring all staff members, internal and external partners are always fully and accurately briefed.
• Maintain and grow a broad knowledge of the venue’s personnel, programming, events and offers, action plans, services and facilities.
• Maintain and keep up to date electronic records for all venue staff in line with Company guidance and data protection legislation.
• With the aim of sourcing, recruiting and retaining the best talent, support recruiting managers, as and when required on staff engagement, including advertising, references and right to work checks, ensuring legislative procedures are adhered to.
• In liaison with the General Manager, provide generalist HR support and employee relations advice to the senior management team in respect of managing work performance, disciplinary, grievance and any other employment-related issues as and when they arise.
• Ensure current employment legislation, statutory obligations and procedures are always adhered to, in liaison with and under the guidance of the Company’s payroll and HR managers.
• In liaison with line managers, co-ordinate and oversee attendance record keeping, including working time, annual leave and health-related absences.
• Accurately and efficiently prepare, disseminate and monitor the return of show/event contracts, advances, settlements and ancillary correspondence, as appropriate.
• Control assigned administration budgets such as stationery, office equipment, telephones, training, recruitment and postage.
• Prepare and disseminate, as required, accurate and prompt financial data such as (but not limited to) transaction records, purchase orders and invoices in accordance with Company financial policies, guidance and systems.
• Accurately maintain training records and systems, providing training reports and information to line managers as required.

OTHER DUTIES AND RESPONSIBILITIES

• Ensure satisfactory storage, organisation, maintenance and security of stationery and office-related stock and machinery.
• Organise, attend and proactively contribute to meetings as required, preparing agendas, acting as note taker and observing sensitivity and confidentiality where appropriate.
• As required, instruct and guide colleagues regarding administration processes and procedures, ensuring venue-wide adherence to high standards of administrative practice at all times.
• Undertake training and development relevant to the successful execution of the job role.
• Dress appropriately for the job role, wearing protective clothing where issued and as instructed.
• At all times, act as an ambassador for the venue and Trafalgar Entertainment.

You may be required to undertake such alternative or additional duties as may be commensurate with your skills, experience, and capabilities.

How to Apply

Job Types: Part-Time. Job Tags: Admin, administration, arts, and theatre. Salaries: Less than 20,000.

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