Administrator

Role title: Theatre Administrator (Maternity Cover)

Contract lenght: 12 month fixed term contract

ABOUT THIS ROLE

The role of Venue Administrator is integral to the smooth operation of the venues, as they handle a significant amount of the documentation and day to day office tasks. We are looking for an individual who is flexible and capable of responding to the demands of two exciting venues. Completing the administration responsibilities successfully, requires the ability to keep accurate records, a keen eye for detail and excellent time-management. The role does require

handling of sensitive, personal data so an understanding of GDPR and professional discretion would also be necessary. We are looking for an individual who can prioritise and keep calm under pressure, as well as being an excellent communicator.

The postholder is responsible for:

• Responsibility for disseminating information on HR policy and procedures, as required by the Theatre Director, as well as maintenance of HR files (holiday and sickness records for all staff), new employee offer letters and contracts, and managing the induction process for all new starters at Swindon Theatres.
• Under guidance of the payroll department, maintain and submit all required payroll information, ensuring all venue staff are paid accurately and on time.
• In liaison with the Company’s HR team, provide generalist HR support and employee relations advice to the Theatre Director and line managers in respect of managing work performance, disciplinary, grievance and any other employment-related issues as and when they arise.
• With the aim of sourcing, recruiting and retaining the best talent, support recruiting managers, as and when required on staff engagement, including advertising, references and right to work checks, ensuring legislative procedures are adhered to.
• Production and dissemination of accurate and timely minutes of all meetings, as required.
• Provide general administrative support to the Theatre Director and senior management team as required.
• Accurate and timely creation of contracts, on sale sheets, deposit invoices, hire fee balance invoices and final settlements for shows and events; their timely despatch, and ensuring their prompt return by producers / promoters as appropriate.
• Prompt, comprehensive and accurate preparation and dissemination of financial and sales related data, including (but not limited to) daily ticket and sales reports, sales trackers and advance sales reports to producers / promoters.
• Oversee, co-ordinate and steer the accurate and timely production and processing of timesheets, overtime and other expense claims, ensuring appropriate authorisation in accordance with Company policy.
• Control of Administration Department budget lines, including Training, Office Equipment, Postage, Uniforms etc. and monitoring the use of the company credit card, authorising spend and monthly reconciliation.
• Maintain and keep up to date electronic and manual personnel records for all venue staff in line with Company guidance and data protection legislation.
• On a quarterly basis, prepare and gather information from appropriate managers required to report to Swindon Borough Council.