Recruitment Pack: Executive Director

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1 Recruitment Pack: Executive Director Theatre503 Theatre503 is an Olivier award-winning producing theatre which specialises in new writing based in Battersea, South-West London. Its aims to be the best first chance for entry-level playwrights, sourcing and nurturing the best writing talent both nationally and internationally. As such Theatre503 produces more plays by first-time writers than any other theatre in the U.K. Theatre503 gives emerging directors, designers, producers and actors a platform on which to showcase their talent. The theatre is known for its dynamic artistic policy, critical acclaim and high production values. The most recent work includes a Welsh and English tour of Land of Our Fathers and a co-production with Bristol Old Vic. This year the theatre has been nominated for 23 Off West End awards. The Role The Executive Director (ED) supports the Artistic Director (AD, who is also the Chief Executive) in delivering strategy and effective operation. Working across all aspects of the business the ED is solely responsible for developing and maintaining the operational, Front of House, premises, legal, technical, financial and fundraising infrastructure of Theatre503. This is a full-time, permanent position. Role Structure The ED is line-managed by the Artistic Director The ED reports directly to the Board of Trustees particularly on financial and fiduciary matters. The ED is responsible for the Office Manager, interns and Volunteers. Hours of Work Full time, 40 hours per week. The theatre s offices are open Monday Friday 10am to 6pm. Additional evening and weekend work is often required. Salary 24,000-27,000 per annum, dependent on experience. Location Theatre503, 503 Battersea Park Road, London SW11 3BW. Holiday 28 days per annum (including statutory holiday).

2 Probation Period 3 months. Notice Period 3 months (1 month during probation). Key Relationships All Theatre503 Staff especially Artistic Director, Producer, Associate Artistic Director and Development Director. Board of Trustees. Arts Council England. Wandsworth Council. Local Partners. Trusts, Foundations and Private Donors. Three Cheers Pubs Directors and Heads of Department. The Latchmere Management and Staff. Job Description The list of tasks set out below is not necessarily a comprehensive definition of the post. Additional tasks may be required as requested by the AD. 1. Finance a. Organisational i. To be responsible for the financial management of the organisation, reporting to the AD. ii. To develop and maintain financial systems. iii. To create the organisation s annual budget and income forecast in consultation with the AD. iv. To regularly monitor and keep accurate records of the company s financial situation, ensuring the delivery of the company s aims in line with the budget and continued solvency. v. To create management accounts, cashflow projections and balance sheets for reporting to the theatre s board. vi. To produce, with the company s accountant, statutory accounts for HMRC and the charity commission. vii. To manage the payment of invoices. viii. To manage payroll. ix. To raise and ensure invoices are paid to the company in a timely manner. x. Seek and develop unrestricted income streams. b. Production and Projects i. General Manage all productions. ii. To write, with the producer, production budgets and monitor actual production spends.

3 iii. To create budgets for the theatre s ancillary projects. iv. Manage company members with spending responsibilities, e.g. Production Manager, Stage Manager. v. To reconcile the budget once the show has closed. vi. When working in co-production, to draw up and manage the settlement process. 2. Producing a. Develop and nurture co-producing relationships. b. To negotiate, write and ensure the timely execution of co-production agreements. c. To negotiate contracts for the creative team. d. To oversee the timely execution of all contracting, supporting the Producer and Resident Assistant Producers with contractual issues. e. Attend Production Meetings as required. f. With the AD, manage creative teams and provide pastoral care when necessary, maintaining a positive and welcoming environment. g. Support the Production Manager in planning and scheduling, working within the parameters and limitations of the building. h. Assist in the assessment of a production s potential future life and seek out opportunities to facilitate it. i. Lead on touring. 3. Fundraising a. Develop fundraising strategies with the Development Director and Producer to support all areas of the company s work. b. Write and provide accurate financial projections for fundraising bids, including applications to Arts Council England. c. Manage the Theatre s Friends Membership Scheme, nurture relationships with existing givers and seek out new members. d. Nurture relationships with current supporters. e. Source and develop potential new sources of funding. 4. Building, Technical and Office Management a. To develop and maintain office and administrative systems. b. Ensure a clean and safe working environment. c. To lead on the management and maintenance of the theatre s IT systems. d. Ensure cost effective IT and telephone systems. e. Ensure all productions are resourced sufficiently and supported technically, recruiting and managing the pool of freelance technical staff. f. Maintain asset registers and inventories. g. Ensure the theatre is supported with adequate insurance cover. h. Liaising with the landlords (Three Cheers Pubs) and the Latchmere Pub Managers to maintain good working partnerships. i. Manage external contractors. j. Identify and rectify any capital needs.

4 k. Ensure the building is equipped and stocked, ensuring all areas are well maintained. l. Provide technical and IT troubleshooting support when necessary. m. Ensure the accurate and safe storage of all electronic and hard copy files. 5. Personnel a. Develop the volunteer system for the theatre, recruiting and coordinating volunteers and interns. b. To create and maintain the theatre s policies and procedures. c. To lead on all recruitment, keeping up to date with industry best practice. 6. Box Office and Front of house a. Leading on the maintenance and development of Box Office and Front of House systems. b. Provide training and support in box office systems. c. Write, maintain and manage the box office rota. d. Have overall responsibility for the operation of the box office and front of house function. e. To provide support to the box office and front of house rota when necessary. f. Oversee and ensure events are accurate / live and on the box office system and website. 7. Board a. Manage board meetings and scheduling, ensuing all Trustees have the information required, in a timely manner. b. Ensure the company s Memorandum and Articles of Association are adhered to. c. Attend board meetings, reporting to the Trustees on finance operations and maintain the Trustee s Risk Register. d. Write and distribute minutes and board papers. e. Manage the annual AGM. f. Act as Company Secretary. 8. Health and Safety a. Maintain up-to-date knowledge of health and safety legislation and industry best practice. b. Implement the maintenance of health and safety procedures including risk assessments and management of health and safety at work. c. Ensuring adequate training and information is provided to all staff and clients in health and safety and fire procedures. d. Support the Risk Assessment of all productions. 9. Strategy

5 Person Specification a. With the AD and the Board develop and deliver the Business Plan. b. Seek and develop strategic relationships. c. Maintain Theatre503 s standing within the community and seek opportunities for the development of Theatre503 s brand and strategies. Essential Experience a. At least 3 years experience of working in theatre or related industry. b. Experience of financial and budgetary responsibility. c. Extensive administrative and operational experience. d. Experience of translating artistic ambition into strategy and action. e. Experience of fundraising, especially writing Trust/Foundation and Arts Council applications. Knowledge and Skills a. Knowledge of the U.K. and London theatre ecology. b. Ability to prioritise a wide variety of workloads to strict deadlines. c. Knowledge of the theatre producing process. d. Ability to problem solve and find creative solutions to a variety of problems. Personal Attributes a. An approachable personality and ability to communicate effectively with a wide variety of individuals. b. Highly organised, proactive and able to manage a varied and challenging workload. c. Ability to identify risk and potential problems in advance. d. A practical, can do attitude and willingness to learn. Desirable Experience a. General Management experience. b. Knowledge of financial and fiduciary matters in an organisational context. c. Experience of working with a Board of Directors. d. Experience of capital development. e. Experience of touring mid-scale productions in the U.K. Knowledge and Skills a. Bookkeeping. b. Knowledge of technical theatre operation. c. Knowledge of formal business planning. Recruitment Process and Key Dates

6 Please visit to download the application form. Once complete please your application form to Please do not send CV s as they will not be considered in the shortlisting process. If you would like to discuss the role with the outgoing Executive Director Jeremy Woodhouse, please call or Closing date for the receipt of applications: Friday 11th December First interviews: 15th and 17th December Second interviews: 22nd December 2015.

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