Administrator

**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 hours per week

(Tuesday 0930-1430 and Friday 1000-1500)

**Holiday Entitlement**: 5.6 weeks a year pro rata

**Duties & Responsibilities**
- To carry out the day to day running of the office and Box office
- Assisting with the Volunteer Rota in line with all events, ensuring full coverage for all performances
- 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
- 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 assist in admin relating to Board meetings and associated activity as required.
- 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
- Assist with printing and distribution of the Theatre Brochure when required

**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 maintain an up to date chaperones database
- To review shows that need upselling and contact relevant companies/schools to publicise the event in conjunction with The Theatre Manager
- To assist with any engagement events and those in aid of the charity
- To actively promote the Theatres community activities 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, built 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 through 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
- Digital/Graphic design skills (not essential)
- Ability to proof-read

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.

**Job Type**: Part-time

Pay: £12.21 per hour

Expected hours: 10 per week

**Benefits**:

- Company pension
- Discounted or free food
- Employee discount
- Free parking
- On-site parking

Schedule:

- Day shift
- Holidays
- Monday to Friday

Application question(s):

- Please advise if you have any access requirements o