Administrator
Context
The role of Theatre Administrator is to ensure the smooth running of all Administrative tasks within the Theatre and the day to day function of all office operations.
Quay Theatre Mission Statement
To be the best theatre and cultural hub for the people of Sudbury and beyond, offering a broad and diverse programme of professional events, complemented by works produced by the community, for the community.
Responsible to: Theatre Manager
Responsible for: Front of House and Box Office Volunteers
Rate of pay: £12.21
Hours of Work: 10-14 hours per week
To be worked over a Tuesday-Friday but negotiable, however Wednesday's and Thursday's are not flexible and will be
Holiday Entitlement: 5.6 weeks a year pro rata
Duties & Responsibilities
· Assisting with the creation of Volunteer Rota in line with all events, ensuring full coverage for all performances
· Assisting with Front of House volunteer applications, obtaining references and organising training and shadowing
· The completion and sending of PRS (Performing Rights Society) and PPL (Phonographic Performance Limited) submissions
· Liaising with PRS account holder for updates and invoicing and collating any exemptions
· Answering the Admin and Box Office Telephones and keeping on top of any answerphone messages
· Answering all Admin and Box Office emails in a timely and efficient manner
· Opening/Closing the building and any indoor spaces according to shift pattern
· Managing long term and one off bookings via the Outlook calendar for all hirers of the Theatre and The Jetty groups and reviewing their contracts
· Maintaining records of the Theatre Gallery
· To maintain meticulous records of all activities and participants in line with GDPR.
· Respond to requests regarding room hire (non-auditorium)
· Ensuring documents are kept up to date and any originals are photocopied and a supply is stored.
· Printing Label publicity as necessary
· To set up refreshments for regular groups and activities
· Administering the Quay Pool and Friends scheme in line with The Chairman of the Board of Trustees
· To assist and support the Theatre Manager and any colleagues with any ad hoc requests
Finance
· Check, collate and file Box office and Bar takings and running any necessary reports
· Selling tickets via the phone or face to face and working on the Box Office in the absence of Volunteers.
· Managing any refunds for tickets in line with The Quay Theatre policy
· Ordering any stock at the request of a department head
Engagement
· Dealing with Customer enquiries/complaints in person and over the phone
· Fielding calls for other members of staff
· To review shows that need upselling and contact relevant companies/schools to publicise the event in conjunction with The Theatre Manager
Person Specification
Personal Qualities
· Ability to work in a team, contributing ideas, supporting other team members and taking on a lead role on projects as required
· Adaptive and receptive to new ideas and initiatives
· Ability to work under pressure and manage competing deadlines
· Good interpersonal skills with an ability to listen, build rapport and communicate with people at all levels professionally
· Trustworthy with discretion in relation to the confidentiality of information passing through the department
· An accurate and thorough approach to work with excellent attention to detail
· Co-operates and works well in pursuit of team goals, supporting others and sharing information
Qualifications – Competencies, Skills & Knowledge
· GCSE Maths and English
· Experience of working in a customer facing, cash handling environment
· Proven administrative and strong organisational skills
· Good spoken and written English
· Good all round IT skills with a sound understanding of computers including Microsoft office
· An understanding of equality issues, respecting and valuing individuals' diversity and the variety of their contribution
· Willing to adjust to new demands and circumstances and make firm and well considered decisions about ideas and courses of action within realistic time frames.
· First Aid trained (desirable but not essential)
· Able to work within a team but also independently
This post may require the successful candidate to work very occasional unsocial hours, which could include evenings, weekends and public holidays. The candidate will be required to provide references, undertake a DBS check (organised by The Quay Theatre) and provide proof of right to work documentation prior to employment.
This job profile is only a guideline and by no means limits the post holder to the responsibilities listed. This role has the potential for future growth and development.
The Quay is a Grade II listed building with limited step free access. If you have access requirements, please contact us before application.
Job Type: Part-time
Pay: £12.21 per hour
Expected hours: 10 – 14 per week
Benefits:
* Company pension
* Discounted or free food
* Employee discount
* Free parking
* On-site parking
Application question(s):
* Please advise if you have any access requirements or needs, to attend an interview. Please note our building is a grade 2 listed building without a lift and only stairs within the building to reach certain areas.
Language:
* English (preferred)
Work Location: In person
Application deadline: 29/08/2025
Reference ID: Theatre Administrator