Summary
More Details
Production and Artistic Administration
Providing administrative support to the Artistic, Production and Technical Departments e.g. arranging, attending and minuting meetings, liaising with incoming companies and recording company feedback
Providing administrative support for the received programme including processing deal memos, contract management and ensuring settlements and invoices are actioned
Ensuring the timely distribution of information to all other departments
Providing administrative support to gather data for monitoring and evaluation purposes
To liaise with incoming companies regarding their productions, compiling technical specifications, plans, health and safety information and other related information as required
Updating and circulating the Theatre’s Welcome Pack, Digs List and contact sheets to touring companies, performers and creative teams
Providing administration support for the young performers cast in Derby Theatre productions: organise and attend auditions, create rehearsal and performance schedules, organise performance licenses, rota chaperones
Entering all programme information onto the Theatre’s booking system – Midas
Collating information on technical recharges and communicating them to the Finance department for inclusion in settlements
Checking dressing rooms and allocating to incoming artists
Liaison with actors, agents and creative team members (i.e. chasing their details of payment, medical forms etc)
To organise Meet and Greet events with staff, company and creative teams
Supporting the administration of auditions: providing scripts, arranging room hires and catering, and attending where appropriate
To welcome artists, creative teams, visiting companies, contractors and other non-public visitors to the building at Stage Door and to fulfil the Stage Door function: acting as first point of contact for performers, creative teams and touring companies, providing relevant information and ensuring the green room is replenished with refreshments
The Administrator should spend a minimum of 3 days a week on stage door and fill in when required.
Liaison with Forman Street (off site rehearsal room) companies. Providing a meet and greet service, room bookings etc
General Office Systems & Administration
To work alongside the Arts Administrator, providing cover and support over holidays and busy periods including HR administration
To keep up to date with developments in the industry as they relate to your role, and to contribute to the overall development of the organisation
To take an active role in the team and staff as a whole, and to attend team, or cross-organisation meetings as required
To act always in the best interests of Derby Theatre, protecting intellectual property and confidential information at all times
To carry out any other duties as may reasonably be required from time to time, commensurate with the level of the post
We expect all Derby Theatre staff to work in a flexible manner to effectively deliver their role and in line with the objectives of the company, including the Learning Theatre model, Equality and Diversity, Health and Safety and Sustainability
The job description for this position may be reviewed and amended to incorporate the future needs of the department and the organisation
This job description is intended as a guide to the nature of the work required of this position, it is neither wholly comprehensive nor restrictive and is subject to review.
Person Specification
Essential Criteria
Skills, knowledge & abilities
- Excellent organisational and administrative skills
- Excellent written communication skills with a high level of accuracy
- Excellent interpersonal skills
- Excellent numeracy skills
- Computer literate in Microsoft Office: Word, Excel and Outlook and ability to learn new systems, e.g. Midas, quickly
- Ability to set up, maintain and communicate administrative systems and processes
- Very good attention to detail
- Ability to work well with people at all levels within an organisation
- Ability to work on own initiative and take a proactive approach
- Ability to work under pressure and juggle multiple priorities
- Interest in and understanding of theatre and the arts
Organisation
