About the role

To provide general administrative support for Derby Theatre, with a focus on providing direct support for the Leadership Team and supporting the HR function of the organisation. The role also ensures Derby Theatre meets the needs of all its users as efficiently, safely, and cost effectively as possible in a smooth and efficient manner.

 

Please note you must be at least 17 years of age to apply for this role.

The anticipated interview date is Wednesday 29th April.

 

About You

To be successful in this role; you will demonstrate excellent organisational and administrative skills, with an eye for detail. You will have excellent communication and interpersonal skills, written and verbal, with an ability to work well with people at all levels within the organisation. Trustworthy and discrete in dealing with confidential and sensitive information, with the ability to demonstrate high levels of confidentiality; you will also be able to work under pressure, managing time and priorities and taking a proactive approach.

 

What should I expect if I am invited to an interview?

We aim to make the interviews as accessible and engaging as possible, and we want you to talk about yourself and your work experience in a relaxed and friendly setting.

 

We believe an interview is a chance for you to find more information about the role, us as an organisation and for you to get a sense of whether this is the right environment for you.

 

With this in mind, we have designed an interview process which will enable potential candidates to meet members of the team and partners, see some of the spaces you might be working in, and of course a chance to talk about you and your work experience.

 

Principal accountabilities

HR Administration

To provide administrative support across all HR areas including: placing adverts, and processing, ensuring GDPR compliance; supporting managers with the recruitment process and arranging inductions; acting as an interface between the University’s and Theatre’s HR systems; and scheduling annual performance reviews.

To keep abreast of changes to relevant Union Agreements, including BECTU and Equity, and to disseminate these to staff as appropriate.

To administrate DBS (Disclosure & Barring Service) checks where required.

To maintain a file of the theatre’s policies and procedures and a rolling timetable for reviewing these.

To ensure the staff handbook is up to date, all staff are informed of new changes etc.

To track all HR statistics and recruitment data and to report on these regularly to Workforce meetings and SMT.

To support the work experience programme through administration of applications, interviewing candidates and scheduling a suitable programme of work whilst supporting to facilitate the programme, acting as a point of contact for the young people during their visit.

General Office Systems & Administration

To provide administrative support for internal theatre meetings, including: Board, Senior Management Team, workforce meetings, the Equality, Diversity and Inclusion meetings. This includes collating and circulating papers, booking meeting rooms and producing minutes.

To ensure effective monitoring systems are in place for external reporting, and issue and collate stats (such as equalities and diversity) as and when required, such as the Arts Council England Annual Survey.

To manage the diary of the CEO/Artistic Director, Creative Learning Director and Executive Director where needed arranging meetings, insurance and accommodation and undertake administrative tasks for the Leadership team and SMT as appropriate.

To ensure stationery and supplies in the office are up to date and in order, ensuring the printers and IT are in working order, liaising with the IT team as required and to order cleaning supplies.

To send POs and contracts as required and to support freelancers and artists in setting up on the finance system as required.

Stage Door

To welcome artists, creative teams, visiting companies, contractors and other non-public visitors to the building at Stage Door and to fulfil the Stage Door function: acting as first point of contact for performers, creative teams and touring companies, providing relevant information, issuing access passes etc. The Administrator should spend a minimum of 2 days a week on stage door and fill in when required.

To provide administrative support for the Stage Door function, e.g. creating sign-in sheets, updating ‘All Staff’ email group, distribution of access cards, stocking up the green room etc.

General

 

To support and cover the other members of the administration team covering when on holiday etc. (arts administrator (creative programmes)).

To actively support and promote Derby Theatre’s Learning Theatre model, including a commitment to engage with the University of Derby’s Theatre-related higher education provision; to contribute to learning opportunities such as work experience, placements, and the theatre’s role as a learning environment

To keep up to date with developments in the industry as they relate to your role, and to contribute to the overall development of the department and organisation

To undertake duty management and box office duties if required.

To take an active role in the team and staff as a whole, and to attend team, departmental or cross-organisation meetings as required.

To ensure that Derby Theatre’s policies, procedures and ethos are observed in every area of the department’s work, and to ensure that General Data Protection Regulations are adhered to as they relate to your role. To contribute to the development of departmental policies and practices.

To act always in the best interests of Derby Theatre, protecting intellectual property and confidential information at all times.

To carry out any other duties as may reasonably be required from time to time, commensurate with the level of the post.

The job description for this position may be reviewed and amended to incorporate the future needs of the department and the organisation. This job description is intended as a guide to the nature of the work required of this position, it is neither wholly comprehensive nor restrictive and is subject to review.

 

Person specification

Essential Criteria

Skills, knowledge & abilities

Excellent organisational and administrative skills – the ability to set up, maintain and improve administrative systems and processes.

Excellent written communication skills with a high level of accuracy and eye for detail.

Excellent interpersonal skills and verbal communication skills – ability to engage and nurture relationships with visitors and colleagues at all levels.

Excellent numeracy skills.

Computer literate in Microsoft Office: Word, Excel and Outlook and ability to learn new systems, e.g. Artifax, quickly

Trustworthy and discrete in dealing with confidential and sensitive information with the ability to demonstrate high levels of confidentiality.

Ability to contribute to a team and work well with people at all levels within an organisation.

Positive, can-do attitude and willingness to embrace the ethos and values of Derby Theatre.

Ability to work on own initiative and take a proactive approach.

Ability to work under pressure – managing time and priorities to plan workloads effectively and meet deadlines.

Keen interest in the arts generally and enthusiasm for the work of Derby Theatre.

Business requirements

Completed DBS check

Desirable Criteria

Experience

Experience of using management tools/systems e.g., room booking (Artifax), HR or finance (Oracle) to support administrative processes.

Previous experience of administration, not necessarily in an arts organisation.

Experience of supporting a Senior Leadership Team and/or as a Personal Assistant (PA) including diary management.

Skills, knowledge and abilities

Ability to effectively collate, manage and report on statistics and data (such as equality and diversity) and an understanding of data protection as it relates to your role.