Role Summary
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.
To ensure Derby Theatre meets the needs of all its users as efficiently, safely, and cost effectively as possible in a smooth and efficient manner.
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.
* We expect all Derby Theatre staff to work in a flexible manner to effectively deliver their role and in line with the objectives of the company, including the Learning Theatre model, Equality and Diversity, and Sustainability.
* To support the delivery of the Connections Festival, assisting with funding bids, scheduling, communication with visiting youth groups and delivery on the day.
* To provide support to Derby Theatre events where needed, such as Eagle Awards, Departure Lounge and fundraising events.
* To book travel for senior leadership and any visitors to the theatre.
* Create a weekly internal newsletter to inform staff of organisational news and upcoming events.
* Complete Access to Work paperwork for staff members and actors in productions.
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.
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