The role will be evenly split between providing reception support at the front desk and providing admin support in the office to the General Manager, Finance Controller and Executive Director in the areas of office management, HR, finance, hires and fundraising. The role will suit someone with a lot of energy who is highly numerate, flexible and has excellent communication and organisational skills. Reports to the General Manager.
Key Responsibilities:
Administration
- Responsible for the day-to-day admin support of Siobhan Davies Dance
- Support the Executive Director through administrative processes, including scheduling, meeting preparation, correspondence and stakeholder reporting
- Support the Executive Director in serving the Board by compiling the board papers and taking the meeting minutes
- Support the collection and analysis of data for audience and visitor reports and the annual ACE return
- Manage database management, filing systems and archive storage, and support in the management of GDPR
- Support the day-to-day provision of office equipment, including stationery, the photocopier, recycling, shredding and franking
- Support the Environmental Policy and monitor progress of the policy
- Conduct research as directed to support projects
- Prepare and circulate minutes and agenda for the fortnightly staff meetings
- Responsible for the office and FOH storage spaces, ensuring that they remain ordered, neat and tidy
- Perform general office duties such as photocopying and filing.
Human Resources
- Support recruitment processes, ensuring equal opportunities policies are maintained
- Prepare and update documents to ensure that all appropriate HR policies are available to staff
- Support the contract management process for staff, freelancers, artists and teachers
- Maintain the holiday, TOIL and sickness/absence records for the organisation
- Support the company appraisal system and associated training/professional development systems
- Support the Executive Director and General Manager with HR filing
- Manage the DBS process for staff and freelancers
- Contribute to and uphold all company handbooks, policies and procedures
- Support the induction of new staff.
Finance & Fundraising
- Process the Front of House team’s monthly payroll
- Support the Finance Controller with finance filing, including managing the finance inbox
- Support the General Manager with budget management and reconciling actuals in accordance with company finance systems
- Support the General Manager with chasing outstanding debtors
- Manage the invoice creation process
- Support the General Manager with managing the FOH till and end of day banking processes
- Maintain the database of individual donors and support communication and cultivation
- Support fundraising events.
Front of House: Reception
- Represent the organisation as the first point of contact for enquiries in person and by phone and email, 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
- Carry out daily checks of the building and any relevant exhibitions within the Studios and report any issues to the Studios & Events Coordinator
- Perform in line with agreed box office policies and procedures and reconcile cash at the end of shift
- Take bookings and collect admission fees for classes, events and performances for both Siobhan Davies
- Manage the Front of House staffing rota, provide reception cover as required
- Support the development of effective FOH procedures and customer service standards, and provide training where required
- Open and close the building, as a key-holder, in line with agreed security procedures
- Maintain a high level of presentation standards for the venue, coordinating external contractors as required
- Maintain the kitchen area to a high standard of cleanliness, including the fridge and all glassware, crockery and linen
- Support the Studios & Events Coordinator with the day to day management of Health and Safety. Maintain Health & Safety standards and records, providing training to staff as required. Take minutes at the fortnightly H&S meetings
- Act as a Fire Warden, first aider and key holder when required.
Front of House: Hires and Event Management
- 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, under the supervision of the Studios & Events Coordinator
- Provide technical support and trouble-shooting for hirers using the in-house AV and sound systems
- Support the Studios & Events Coordinate with the planning and management of internal and external events, weddings and performances
- Welcome and induct venue hirers and provide support for setting up when required
- Act as a Duty Manager or provide basic tech support for public performances and events, when required
- Support Hires income generation by providing research support to the General Manager
- Deputise for the Studios & Events Coordinator as required.
General
- Ensure that there is an effective flow of information throughout the organisation and with partners, including the board and staff, through dynamic contribution to meetings
- Ensure that all company policies and procedures are followed including but not limited to health and safety, diversity, safeguarding and equal opportunities
- Represent Siobhan Davies Dance externally as required
- Undertake any other tasks that are reasonably requested
- Contribute to maintaining the high presentation standards of the Studios
- Actively contribute ideas and evaluation as a member of the team.
This job description is a guide to the nature of the work required of the Administrator. It is not wholly comprehensive or restrictive and may be reviewed with the post holder and line manager as required.