HEADLONG THEATRE JOB DESCRIPTION

Transcription

1 HEADLONG THEATRE JOB DESCRIPTION OFFICE MANAGER AND EXECUTIVE ASSISTANT Key Objectives of Post: Oversee the efficient management of the Headlong office, ensuring all administrative systems (finance, HR, legal, IT, recruitment, insurance, health and safety) operate effectively. Establish effective internal communications, taking accurate minutes at Board meetings, Finance and General Purposes Committee (F & GP) meetings and weekly team meetings and circulating as appropriate. Ensure that staff is well supported by managing the administrative and overhead budgets and monitoring annual leave, time off in lieu, sickness and absences. Take responsibility for the diaries of the Artistic and Executive Directors, organising meetings and briefing papers. Ensure that the Headlong office is welcoming and fit for purpose. Responsible to: Salary: Hours: Benefits include: Holiday: Executive Director 30,000 per annum 35 hours per week (Generally 10am to 6pm Monday to Friday) Occasional evening and weekend work will be required. Contributory Pension Scheme; Season Ticket Loan Scheme; training and development opportunities. 25 days per annum. Notice period: Probation period: 2 months 6 month

2 Tasks and Responsibilities Finance Take responsibility for Headlong s administrative and overhead budgets (including rent, storage, electricity, IT etc) liaising with the Finance Manager to offer frequently revised forecasts for F & GP. To liaise with the Finance Manager on routine finance issues including payroll. Take responsibility for office spending on (and where appropriate, booking of) training courses, theatre tickets, travel, accommodation, hospitality and petty cash, working with the Executive Director to ensure that the team is well supported. Collate and code financial information for the Finance Manager, processing invoices, petty cash and staff expenditure and credit card reconciliations. Administration Establish an overview of the day to day activities of Headlong, working with all departments to share the timings and locations of rehearsals, technical periods, previews, press nights, tour dates, press launches, development events and other office events. Monitor attendance to and take notes at the weekly team meeting, circulating as appropriate and highlighting important things to note for all staff. Manage requests for holiday, TOIL, sickness leave and other absences, ensuring that the office is always well staffed. Ensure the office is well maintained and, working with external suppliers, take responsibility for the IT infrastructure, printers, stationary and kitchen including the replenishment of materials and supplies. Be responsible for responding to general enquiries via phone, and info@headlong.co.uk. Update and maintain the company database and office handbook. Ensure the office is a welcoming place for staff and guests, offering a first point of contact for visitors. Executive Assistance To gain and constantly develop knowledge of the goals of the Artistic and Executive Directors, learning to prioritise in order of urgency and importance. To manage the diaries of the Artistic and Executive Directors according to these priorities, booking meetings and arranging locations as appropriate. Help the AD and ED to prepare for these meetings, providing briefing papers as necessary. Board Administer Board and F & GP meetings, including setting dates, establishing locations and providing catering. Support the Executive Director in the collation and distribution of papers prior to the meeting. Support the Executive Director in the distribution of news, reviews and updates to the Board. Be responsible for keeping up to date records with Companies House and the Charity Commission.

3 HR Work with the Executive Director to ensure that all HR matters are dealt with swiftly and fairly. Ensure that Headlong not only complies with all legal obligations regarding employment but is also a model of best practice, providing administrative support to the Executive Director in any legal dispute should it arise. Provide support with the recruitment of all new roles, including the advertisement, selection and interview process, and ensure that new employees are provided with appropriate contracts and the office handbook before they join the company. Work with the Executive Director to administer an effective appraisals process. Health, Safety and Insurance To take responsibility for the health and safety of Headlong work and premises (including, with the producing team, the shows). To make sure our risk assessments and policies are models of best practice. Ensure that Headlong carries adequate insurance, administering any claims against insurance should they arise. Other Support the Executive Director in collating information for and reporting to Arts Council England. Monitor Headlong s environmental impact over 2017/18 and help the Executive Director to develop a plan to improve the environmental sustainability of the company Carry out any other duties as can be reasonably expected as an employee of Headlong.

4 Person Specification Essential Experience of office administration, including financial processes. Personal Assistant experience, managing the diary of a senior figure or figures. Experience of working in the arts, media or entertainment. Knowledge of HR best practice An understanding of the priorities and goals of major theatre companies. Exceptional organisational skills with the ability to effectively prioritise Exceptional interpersonal skills Financial acumen Discretion A pro-active attitude Desirable PA experience in theatre Proven HR experience Knowledge of Health and Safety best practice Extensive IT knowledge

5 APPLICATION PROCESS: Applications should be made by submitting a letter explaining in no more than two sides of A4 what attracts you to this position and evidence of your ability to meet the criteria outlined in the Person Specification. In addition, please include: A CV A completed Additional Information form A completed Equal Opportunities Monitoring form Applications should be ed to jobs@headlong.co.uk by Wednesday 22 nd February First round interviews will take place on Wednesday 1 st March The recruitment is being led by the Headlong s Executive Director, Alan Stacey. If you would like a confidential, informal, discussion about the position please contact ellie@headlong.co.uk who will schedule a time for you and Alan to speak.

6 HEADLONG OFFICE MANAGER AND EXECUTIVE ASSISTANT - ADDITIONAL INFORMATION FORM REFERENCES: Please give details of two people whom we may contact for a reference. These referees should have knowledge of you in a working environment, either paid or unpaid, and one should be your current or last employer. We will not take up references without your permission and do not intend to take up references before the later interview stages. Reference 1 Name: Job Title: Address: Telephone: In what context do you know this reference? Can we contact this reference in advance of a job offer? Reference 2 Name: Job Title: Address: Telephone: In what context do you know this reference? Can we contact this reference in advance of a job offer? NOTICE PERIOD Can you please indicate your notice period, if any, and when you would be able to take up the position if you were successful? Notice Period: Start Date: CURRENT SALARY Can you please indicate your current or most recent salary and remuneration package. Current Salary: Pension: Other:

7 WHERE DID YOU HEAR ABOUT THIS ROLE The Guardian Arts Jobs on Line The Stage Headlong Website Social Media Other:

8 CHECKLIST: Please ensure you have included: - Curriculum Vitae (CV) Cover letter (no more than 2 sides of A4) explaining why you are interested in this role and how your experience and skills match the Job Description and Person Specification Enclosed Additional Information form Equal Opportunities Monitoring form (optional) STATEMENT: I can confirm that: - The information given on this form is correct and complete. I possess all the qualifications, which I claim to hold. I understand that all appointments are subject to satisfactory references, proof of eligibility to work in the UK. I understand that submitting false information or withholding relevant information on this form may lead to my application being rejected or, if I am appointed, will constitute grounds for dismissal. Please note that Headlong treats all applicants for employment fairly and actively promotes equality of opportunity and welcome applications from a wide range of candidates. Applications from unsuccessful applicants will be kept on file for twelve months before being destroyed. I confirm that the above information given by me is correct and that I consent to my personal data being processed and kept for the purpose described above in accordance with the Data Protection Act Name Signature Date

9 HEADLONG - EQUAL OPPORTUNITIES MONITORING FORM The completion of equal opportunities monitoring forms is optional and anonymous. This information is purely for monitoring purposes and will not form any part of the selection process. Post applied for: Office Manager and Executive Assistant How would you describe your ethnic origin? I am: White Asian of British Asian Black or British Black Chinese Mixed or Dual Heritage Other (please state) Not known/prefer not to say Are you? Female Male Do you consider yourself to have a disability? Yes No prefer not to say I am: Under 19 years years years years 65 + years prefer not to say

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