Settlements & Finance Administrator

4 months ago

Perth, United Kingdom Perth Theatre and Concert Hall Full time

**Settlements and Finance Administrator**

Recruitment Pack

**Who we Are**

Central to local cultural life for over 120 years, Perth Theatre and Concert Hall create life affirming, shared experiences in the performing arts that ignite the imagination and make living more meaningful. Our world-class venues, award-winning programming and inclusive Learning & Engagement projects play an essential role in stimulating positive wellbeing within the communities we serve, benefitting the local economy and raising the profile of the area.

Perth Theatre and Concert Hall is the trading name of Horsecross Arts Ltd, the charitable organisation established in 2005 to run both venues. Horsecross Arts Ltd is registered in Scotland, no. SC301328 and a charity no. SC022400.

**Our Vision & Mission**
- **"To ensure the performing arts are essential to our communities."**_

From our base in Perth City and across Scotland at large, our mission is to use the performing arts to inspire, explore, connect, and educate, as sustainably as possible:
**Inspire** - as a source of entertainment, enlightenment, joy, and wellbeing;
**Explore** - forging into the new, inventing fresh approaches and developing different ways of working;
**Connect** - with our communities, meeting their needs, striving to include everyone;
**Educate** - by supporting learning and training across our whole range of activities for staff, participants, the sector, and future generations.

**IDEA - Inclusion, Diversity, Equality & Accessibility**

Perth Theatre and Concert Hall is working to ensure our organisation is fully representative of the communities we engage with locally and nationally. We believe in the transformative power of the performing arts and understand that embracing diversity of backgrounds, experiences, skills, cultures, and outlooks is critical to fulfilling our Vision.

We start from a position of inclusion being fundamental to all our activities. We are committed to providing life-enhancing experiences for everyone, whatever their age, background, ethnicity, gender, geographical location, physical or mental ability, religion, sexual orientation, social conditions, work or employment status. Necessarily, our approach steps beyond the letter of the law to achieve this.

Our commitment to IDEA will be central to all our policies and processes, from recruitment and operations to the delivery of our public engagement, performances, and events. Undertaking continual review and training, we will closely monitor, and be transparent about, our progress.

**The Role**

**Job Title**: Settlements and Finance Administrator

**Status**: 37.5 hours per week

**Reports to**: Finance Manager

**Salary**: £23,464.08 per annum pro rata

This job description details the principal purpose and main elements of the job at this time. It is a guide to the nature of the main duties as they currently exist but is not intended to be all-inclusive. The post holder is expected to work flexibly and respond positively to changing business needs.

**Responsibilities**:
**Settlements**:

- Helping to ensure that all departments have access to information necessary to allow the efficient and effective delivery of all arts events across the entire cultural programme.
- Ensure departments have signed off shows in the events booking system.
- Produce settlements and send to the appropriate department for authorisation.
- Send settlements to clients for approval and liaise with them to agree final figures.
- Record settlements in our Finance software.
- Record purchase invoices from clients in our finance software and ensure these are paid.
- Ensure merchandise sales are correctly recorded & settled.
- Completing and filing of quarterly Performance Rights Society (PRS) return.
- Completing and filing of quarterly Foreign Entertainers Unit return.
- Completing and filing of annual Schedule 23 return.

**Finance**:

- Create and send out sales invoices for conferences and other items.
- Ensure sales invoices are paid timeously, chasing payment as necessary in conjunction with the relevant department.
- Reconcile credit card receipts in the finance software.
- Process general purchase invoices into the finance software in conjunction with the Payroll and Purchase Administrator.
- To complete any other Finance tasks and special projects assigned from time to time by the Head of Finance and HR or the Finance Manager.

**Organisational**:

- Maintain a performance monitoring spreadsheet for the production of performance analysis.
- General typing and word processing, creating and maintaining databases and inputting information into spreadsheets and binding scripts when necessary.
- Working with the Executive Assistant, provide administrative support across Perth Theatre and Concert Hall’s systems and processes including the development and maintenance of events booking software, Yesplan.

This job description is not exhaustive, and the post-holder will also be required to carry

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