APPLICATION PACK FOR: RECEPTIONIST + ADMIN ASSISTANT Thank you for your interest in our vacancy for Receptionist + Admin Assistant. We are looking for a candidate who is enthusiastic about providing excellent customer service and keen to work in a dynamic contemporary arts organisation. The Receptionist + Admin Assistant is the first point of contact for external enquiries and for visitors to Siobhan Davies Studios and is therefore a key member of the team in representing and communicating the work and values of Siobhan Davies Dance to the public. The successful candidate will also provide essential support to the administrative functions of the organisation and other resident companies in the Studios. This post offers 40 hours per week, split over five days to a shift pattern, and will include some evening and weekend working. We are looking to appoint the position as soon as possible. About Siobhan Davies Dance Siobhan Davies Dance is an artist-led international contemporary arts organisation dedicated to championing dance as an art-form within contemporary culture. Our mission is to create, stimulate and develop in order to expand the territory of dance within contemporary society. Founded and led since 1988 by pioneering choreographer Siobhan Davies CBE, Siobhan Davies Dance has evolved over the years from a touring dance company into a ground-breaking investigative contemporary arts organisation. We work with artists from different art-forms to stimulate new ways of making and thinking about choreography and movement by supporting the creative process and by commissioning new work. We provide artists and audiences with a variety of creative experiences designed to explore the art and intelligence of movement. Exploring choreography and movement is very much at the heart of everything we do. So whilst we continue to hold our dance roots close we are creatively exploring how to apply choreography across a wide range of disciplines including visual arts, film and craft. We are a dynamic artist-led organisation and the development and discovery of more contexts within which dance artists can work with impact matters to us greatly. We believe that dance thinking can contribute and lead in a variety of contexts. We work with artists to develop inventive programmes that engage a wide range of audiences, encouraging alternative ways of exploring, experiencing and discussing dance. In producing and commissioning new work, we often find that the unusual, unexpected and truly wonderful can result from a simple starting point. We are excited about the expanded knowledge, materials and processes that can come out of unorthodox collaborations and we cultivate partnerships across the contemporary arts spectrum, seeking non-traditional performance spaces in galleries and museums, and working with curators and visual artists in the development of our work. Our current partners include ICA, Tramway, Arnolfini and Turner Contemporary. Our Studios are a place to connect with others, make new work or relax and maintain a sense of humour. Opening in 2006, Siobhan Davies Studios kick-started an explosion of activity, liberating what we are capable of and allowing us to support the making of far more work. It is important to us that our home is a beacon destination for independent dance experimentation, exploration and discovery hence we are delighted to share this creative space with like-minded organisations such as
our close partners Independent Dance. Having our own building also gives us the opportunity to host exhibitions, to commission and invite artists into our space, and see them challenge and develop their individual practices in response to our unique environment. The Studios also support the development of creative projects, which develop our work into accessible creative learning and participation programmes for education and the community. Creative Projects places choreography at the heart of exchanges between teachers, youth leaders and the wider public; an extensive programme, it offers alternative ways of experiencing dance to a broad range of audiences. By applying our artistic processes to the design of our participation projects we are able to introduce non-dance professionals directly to our dance artists practice. The essence of all of our activities is the application of choreography in contemporary context to highlight and reveal the relevance of movement in how we live and learn. How to apply: We have included in this pack a job description and a staff organisational chart to support your candidature, which we request be completed through our application form. We ask that you pay particular attention to how you meet our person specification when completing your supporting statement. Please be aware that we will not accept applications by C.V. and covering letter, we will only accept completed application forms. To apply for this vacancy, please send your completed application form to us in a clearly marked envelope with the reference RA14 to the address below or alternatively, you can send it by email to jobs@siobhandavies.com with RA14 and your name in the subject line. The deadline for applications is Thursday 6 March, 5pm, we will not be able to accept late applications so please ensure that you application is submitted in good time for this deadline. We will be conducting the interviews in the week commencing 10 March, and these will be held at our Studios in south London. We will endeavour to contact all applicants, however if you have not received an invitation to interview by 12 March, regrettably, you should assume that you have not been successful on this occasion. We look forward to receiving your application, and thank you again for your interest in our organisation. Kind regards, Erin Gavaghan Deputy Director Siobhan Davies Dance 85 St George s Road London SE1 6ER 2
JOB DESCRIPTION FOR THE POST OF RECEPTIONIST + ADMIN ASSISTANT Full time post (40 hrs per week) Flexible working hours in shifts including some evenings and weekends The Receptionist + Admin Assistant is a member of the Reception team, and within this team has customer service responsibilities for Siobhan Davies Studios. The Reception team are responsible for all building users, and are the first point of contact for all external enquiries including hires. The Reception team are key-holders, first aiders and fire marshals for the Studios. The Receptionist + Admin Assistant provides essential administrative support to Siobhan Davies Dance and other resident companies. Reports to: Administrator Key Responsibilities: 1. Reception Open and close the building, as a key-holder, in line with agreed security procedures Carry out daily checks of the building and any relevant exhibitions within the Studios and report any issues to the Administrator or the Studios Coordinator Monitor housekeeping and ensure all areas of the building are safe, clean and tidy at all times, including the courtyard Co-ordinate any access requirements for visitors, including car parking if necessary Maintain agreed entry procedures for all visitors, including sign in sheets Greet all users of the premises, maintaining excellent standards of customer service at all times Maintain a good knowledge of all Siobhan Davies Dance s activities, and ensure that information about the programme is disseminated proactively and accurately, in a way that communicates the diverse range of the organisation s work Represent the organisation as the first point of contact for external enquiries by telephone and email, reflecting the personality and values of the organisation, and ensure that the main answerphone message is accurate and up to date Maintain awareness of occupancy and activities within the building at all times, acting as the designated Fire Warden when on shift. Uphold all Health and Safety policies for the company and the building, and act as the designated First Aider when on shift. Lead the development of the Reception area as an information point, including maintaining the displays of internal and external print marketing Take bookings and collect admission fees for classes, events and performances for both Siobhan Davies Dance and resident companies in line with agreed box office policies and procedures; reconcile cash at the end of shift Manage the incoming and outgoing post for the organisation, including sorting incoming mail and preparing for collection by staff/artists, stamping/franking outgoing mail, and taking post as required Dispatch and receive deliveries in line with agreed procedures Ensure that laundry is processed regularly Ensure that recycling is processed and collected as required Maintain the kitchen area to a high standard of cleanliness, including the fridge and all glassware, crockery and linen 3
2. Hires and Activities Respond efficiently to all enquiries regarding space hires Create, check and update bookings on Artifax event computer booking system, including managing the confirmation of pencilled and reserved bookings Issue contracts and invoices for space hires Liaise with external suppliers to provide quotations and make bookings for services and goods to space hirers Process payments for space hires in line with agreed policies and procedures Reconcile space hires income and lead on chasing outstanding payments and contracts Assist the servicing and setup of all hires and events, including catering and furniture for meetings Support the setup, booking and reconciliation processes for resident companies events 3. Administration Assist in maintaining the CRM database, including assisting with training for new users Maintain and update the FOH Handbook and the Admin Handbook Process and coordinate online orders/sales of resources Monitor the levels of office stationery and other building supplies and prepare orders as required Archive all Communications materials as directed by the Communications Manager Support all recruitment for resident companies through the processing of incoming applications and being a point of contact for enquiries Minute the FOH meetings, and prepare action points for circulation Assist with filing and general administration for the organisation as needed Assist with preparation of materials for events, including free sheets Support Communications mailings as required 4. General Ensure that there is an effective flow of information throughout the company Attend performances/activities as requested Ensure that all company policies and procedures are followed, including health and safety Provide training for new members of the Reception team Undertake any other tasks that are reasonably requested 4
PERSON SPECIFICATION Essential Experience of working in reception or similar customer service environment Enthusiastic about contemporary arts, including dance Excellent administrative skills, including familiarity with MS Office software Experience of cash handling and reconciliation Experience of working under own initiative Ability to work flexibly within a team environment Organised, neat and tidy Excellent customer service skills Willingness to undertake training to develop skills Desirable Knowledge of Siobhan Davies Dance Experience of working in a box office Experience of taking space hire and class bookings Experience of using a computerised room booking system, e.g. Artifax Event Knowledge of setting up AV equipment Up-to-date first aid and fire marshal training or willingness to undertake such training Knowledge or understanding of health & safety procedures and best practice Interest in developing administrative skills TERMS OF EMPLOYMENT Contract This is a full-time, permanent post. There will be a 3 month probationary period. Salary 18,500 pa Pension 6% (non-contributory) of annual salary; Siobhan Davies Dance offers a group stakeholder pension scheme, but will contribute to your own personal scheme if preferred. Eligibility for this begins after probation period has passed. Hours A normal working week is 40 hours over 5 days, with 1 hour break each shift; flexible working hours to include some evenings and weekends on a shift pattern. Additional hours outside of normal working will be eligible for TOIL as agreed with manager. Holiday 24 days per year plus Bank Holiday days. Holiday is accrued from your start date but may only be taken after completion of the probationary period. Training Siobhan Davies Dance aims to support staff through relevant training as required. Season Tickets An interest free loan is available to all employees for the purchase of a season ticket for travel to work. 5
Organisational Chart Board KEY Solid line = line management Dotted line = add l relationship Executive Director Artistic Director PA to Directors Programme Director (role as part of Project Coordinator post) Finance Controller Communications Manager Programme and Producing Manager Creative Projects Manager Administrator Studios Coordinator Project Coordinator Project Coordinator Front of House Team Receptionists Cleaners Casual Technicians Communications Assistant 6
EQUAL OPPORTUNITIES Equal Opportunities Monitoring Form To help us monitor our equal opportunities policy, we would be grateful if you could complete the equal opportunities monitoring portion of the application form. When your application is received, this form is removed and is not used during the short-listing process. The information submitted is kept in the strictest confidence, following data protection requirements, and will only be used to monitor and analyse the progress of the organisation s equal opportunity policy. Equal Opportunities Policy Siobhan Davies Studios is committed to ensuring: the elimination of discrimination on the grounds of sex, marital status, parenthood, age, creed, colour, race, national origin, class, sexual orientation, economic deprivation, disability, HIV status or religious beliefs that no potential or actual employee, or recipient of organisation services, receives less favourable treatment on the grounds of any of the above, or is disadvantaged by conditions or requirements which cannot be shown to be justifiable the widest possible access to the organisation s artistic work that selection criteria and procedures for recruiting new employees be such that individuals are selected and treated on the basis of their relative merits and abilities compliance with relevant UK laws on Equal Opportunities including the Equal Opportunities Act 2010, Employment Act 2002, the Race Relations (Amendment) Act 2000, the Employment Rights Act 1996, Disability Discrimination Act 1995, the Equal Pay Act 1970, the Race Relations Act 1976, and the Sex Discrimination Act 1975, as well as European Union legislation and directives Siobhan Davies Dance has made a commitment that all disabled applicants who meet the minimum criteria for this job will be invited to interview. Please indicate if you have any access needs for interview, or please call Erin Gavaghan to discuss these on 020 7091 9654. DATA PROTECTION The information you give in your application will be used to create a shortlist for interviews. Any data about you will be held securely with access restricted to those involved in dealing with your application in the recruitment process. Your application will be kept on file for a maximum of six months and then destroyed in a confidential manner. Any applications received after the closing date will be discarded immediately. Should any job opportunities arise in the future for which we think you may be suitable, we may send you application details about the vacancy. In addition, we may contact you in the future for feedback on our recruitment procedures. 7