The Theatres Trust. Records Assistant. Background Information

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1 The Theatres Trust Records Assistant Background Information The Theatres Trust is an Advisory Arms Length Body of the DCMS. We were established by The Theatres Trust Act 1976 and The Theatres Trust (Scotland) Act 1978 'to promote the better protection of theatres' in England, Wales, and Scotland. The Trust s 15 trustees are appointed by the Secretary of State for Culture, Media and Sport. Full information on the Trust and its Trustees can be found on our website The Theatres Trust is also a statutory consultee in the planning system. Local authorities are required to consult the Trust on planning applications which include development involving any land on which there is a theatre. Theatres are sui-generis and are therefore considered separately to D1 and D2 uses. This also requires that each application is considered by the Trust as a unique case. The Theatres Trust is a good example of an advisory body that works at local authority level within the areas of responsibility of both the DCMS and DCLG. We are often the only source of expert advice on theatre use, design, conservation, property and planning matters available to theatre operators, local authorities and official bodies. The role of Records Assistant This is an important full-time role, responsible for ensuring that all the Trust s records are up-to-date, accessible and easily retrievable. Records include contact information, letters and s, papers, publications, catalogues, hard-copy files, electronic files, digital images, collections and archival materials related to: our resources; the delivery of our four service areas Theatres at Risk, Theatres Advice, Grants, and Planning; for communications purposes; and for fundraising. Our resources include a Theatres Database, Image Library, a Reference Library of books and magazines/periodicals, Architectural Plans, the Trust s Archives, a quarterly Theatres Magazine and a monthly News Digest. Theatre Records and Images are maintained on a bespoke MySQL Theatres Database and Image Library, which can be accessed at and We also hold records on Excel Spreadsheets; Progress CRM, our Customer Relationship Management Database; our Server; and in paper-based filing and storage systems. The Records Assistant will ensure the Trust maintains comprehensive records for all areas of its work, underpinning The Theatres Trust s mission to protect theatres for everyone and building excellent external relationships to promote and enhance the reputation of the Trust and its resources. Information on our work can be found in our most recent Annual Report which can be accessed at Report_2012.pdf 1

2 In addition this job involves an important communications and fundraising role, maintaining records of our key contacts and donors and corresponding with them to ensure that our information is up-todate and they are informed of renewals and provided with information. Advice for applicants Please complete the application form electronically. If this is not possible complete all sections neatly in black ink, bearing in mind that your form may need to be scanned and photocopied. Please make sure that you return your completed form to The Theatres Trust by the specified time on the closing date. We do not consider late applications. Before you begin to draft your application form, please read the job advertisement, the job description and person specification, addressing each of the criteria and competencies in the area of the application form which asks you to provide information in support of your application. The Theatres Trust Charitable Fund has a commitment to equality of opportunity for all and all applicants for every role are treated in exactly the same way. The generic application form is the sole mechanism we have for making our first selection and deciding whom we wish to invite for an interview. That means that we only consider the information that appears on the form. No assumptions will be made about your abilities, skills, experience, knowledge or qualifications so it is very important that your application form gives us the information we need and the information that you want to give us to demonstrate your suitability for the role. As an Equal Opportunities Employer we also ask that you complete the Equal Opportunities Monitoring Form which will remain confidential and will be separated from your application before assessment. Employment Terms and Conditions The salary for the Records Assistant will be c. 18,000. The contract will be for three years and is subject to a six month probationary period. The place of work will be at the Trust s offices at 22 Charing Cross Road, London WC2H 0QL. Contracted working hours are 35 hours/week. The Records Assistant is expected to work Monday to Friday during the day. Some evening and weekend work will be required. The Records Assistant will report to the Director and work closely with the Resources Adviser. The main tasks and responsibilities are set out in the job description. Holiday entitlement is 28 working days paid holiday each calendar year and all usual United Kingdom public and bank holidays. You are also entitled to be paid during the period between 25th December and 1st January inclusive when the office is closed. The Theatres Trust operates a group personal pension scheme whereby the Trust contributes 14% of staff salaries. This is applied from the start of employment but activated following successful completion of a probationary period. The Trust also provides income protection insurance, together with life cover at 4 times annual salary whilst in its service, subject to eligibility and conditions set out by the Insurers. 2

3 THE THEATRES TRUST JOB DESCRIPTION Records Assistant Organisation Service Areas Job title Line manager Line management and contract management Liaison Duties and responsibilities The Theatres Trust 22 Charing Cross Road London WC2H OQL Advice, Theatres at Risk, Planning, Grants, Communications, Fundraising Records Assistant Director N/A All JOB PURPOSE The Records Assistant is responsible for ensuring the Trust maintains comprehensive records of its theatres, contacts, and donors and updating databases and image records, underpinning The Theatres Trust s mission to protect theatres for everyone and building excellent external relationships to promote and enhance the reputation of the Trust and its resources. The Records Assistant is expected to work in close co-operation with the Director, the Resources Adviser and all members of staff in implementing the Trust s Three Year Plan, ensuring: The Theatres Trust maintains and develops its role as a the national advisory public body for theatres The Trust s Records are available to staff and the public and opportunities to generate income is maximised The Trust maintains positive and productive relationships with its clients, partners, sponsors, donors, supporters, members, and hirers. PRINCIPAL RESPONSIBILITIES Principal responsibilities are: Contacts on Progress CRM Members, Friends and Corporate Supporters and other Donors Theatre records on the Trust s Theatres Database Theatres Trust archives Theatres Trust collections Theatres Trust Reference Library Theatre Buildings at Risk Projects and enquiries. 3

4 Contacts on Progress CRM Catalogue, clean and ensure the records held on the Trust s Progress customer relationship management database are up-to-date. Members, Friends and Corporate Supporters and other Donors Ensure the records of those individuals and organisations who support the Trust s work are clean and up-to-date in Progress CRM and online. Write to Members, Friends, Corporate Supporters and other donors to remind them to renew their subscriptions. Despatch membership and subscription information to existing and new subscribers. Ensure subscription and financial records in Progress CRM are up-to-date. Theatre Records on the Trust s Theatres Database Catalogue, clean and update the Trust s Records on theatre buildings in its Theatres Database. Catalogue, clean and update the images on the Trust s Image Library. Ensure that the records and images are accessible online and at the Trust s premises for researchers and general use. Theatres Trust archives Maintain the Trust s archives of administrative papers and correspondence with theatres. Theatres Trust collections Maintain the Trust s collections of architectural plans, postcards and donated collections. Theatres Trust Reference Library Catalogue, maintain and update the Reference Library Books and Magazines/ Periodicals. Theatre Buildings at Risk Ensure records held on the Trust s Theatres Database and Progress CRM in relation to theatres on the Trust s Theatre Buildings At Risk register (TBAR) are accurate and up-to-date. Projects and enquiries Provide up-to-date records and reports for staff and project workers in relation to communications, fundraising and project activity (currently including our annual conference, events, and the European Route of Historic Theatres). Respond to queries from staff to support their work and/or enable them to provide information to the public. GENERAL Comply with the terms of the Freedom of Information Act, to which the Trust is subject. Engage proactively with the Trust s general objective of promoting the better protection 4

5 of theatres for the benefit of the nation. ADDITIONAL RESPONSIBILITIES Take a share in answering incoming telephone calls and directing callers appropriately. Undertake the role in a professional manner. Willingly work as a team member with other staff on other areas of the Trusts work as required. Maintain confidentiality and propriety. Attend staff and other meetings and liaise as required to ensure effective delivery. Undertake any other duties from time to time which may reasonably be requested. Ensure that the development and delivery of activities for and on behalf of The Theatres Trust are consistent with its Equal Opportunities Policy, the Terms and Conditions of Contract and other company policies. 5

6 Person Specification Job Title: Records Assistant Essential Criteria Experience of preparing and analysing excel based spreadsheets and contact databases. Excellent written and verbal English language skills. Ability to perform intensive data related tasks to a high decree of accuracy. Experience of research and report preparation for an arts, cultural or heritage body. At least one year s experience of managing working files, archives and/or collections. Experience of cataloguing and maintaining digital image files/photo libraries. Ability to work as part of a team. Commitment to, and interest in the objects of The Theatres Trust Person competencies Method of Assessment Attention to detail and accuracy of work Organised and self-motivated Ability to prioritise and manage own workload in order to meet deadlines Able to work independently to deadlines without extensive supervision Demonstrates the ability to listen, analyse and positively respond to requests of others Reflects and acts on feedback from others Professional Competencies Educated to degree level in an appropriate information management, archiving or suitable field Skills in using spreadsheets including updating existing sheets and setting up new ones (MS Excel) Familiarity with databases (Access/MySQL) and experience of database inputting Experience of preparing and controlling data and checking for accuracy Test Test Awareness of ICT applications and standards in this field 6

7 Demonstrates ability to analyse, synthesise, enter information accurately into databases, and present information Role competencies Close attention to details, strives for accuracy Excellent administrative and organisational skills The ability to organise a varied workload Demonstrates respect for the role and its position within the company The ability to work flexibly in a small, dedicated team 7

8 The Theatres Trust Organisation Chart Trust Council Director Resources Adviser Theatres Adviser Planning and Heritage Adviser General Manager Finance Officer (0.6) Media Production Services Planning Policy Officer (0.6) Records Assistant Casual Duty Managers (P/T) (Freelance) All posts 1 FTE unless otherwise stated. 8

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