Summary
More Details
You will be a central point of contact across the organisation, coordinating company administration, meetings and communications. You will also support the People Advisor to manage HR systems and processes, and support the artistic and production teams with administration, including casting and contracts.
The role requires someone with excellent organisational and administration skills, a confident communication style (in person, via phone or email), and the ability to multi-task, prioritise effectively and forward plan in a fast paced and dynamic environment. You will be interested in the way that companies are run, and how to manage a charity well. You may also have a passion for working for a charity or within the arts. The role could be a good step towards a career in Administration, HR, Producing or as a General Manager or Executive Director of a company. You could be early in your career, and we will provide training to support you if so. We also welcome more experienced candidates who may have had administrative roles in the past or have qualifications in Administration or Business Management who would enjoy working in a creative environment.
Responsibilities:
Executive & Board Support
• Provide assistance, including diary coordination, meeting arrangements, and correspondence management to the Executive (Artistic Director and Executive Director) and Board of Trustees
• Book travel, accommodation and tickets for the Executive and Board of Trustees, and create travel itineraries as required
• Coordinate Board meetings and sub-groups, collating and circulating papers, coordinating logistics and meeting spaces (in person and online)
• Coordinate functions and hospitality events on behalf of the Executive and/or Board of Trustees
• Attend and take notes at meetings, including Board meetings, sub-committees, staff working groups and company meetings General, Office & HR Administration
• Oversee daily office operations, including answering and fielding phone calls and email enquiries, ordering and receiving goods, mail distribution, maintaining office supplies and budgets, general correspondence and filing
• Organise and maintain office files, digital records and archives, and support the development of crossorganisational digital storage protocols
• Serve as a point of contact for visitors and contractors in person and online
• Arrange internal and external meetings, coordinating company meetings, events and activities, keeping relevant event management tools up to date, and preparing papers, rooms, and hospitality
• Support the Artistic Director and production team with artistic administration, including casting schedules, production admin, coordinating meet and greets
• Support the Executive Director and SMT to manage and maintain HR systems, processes and policies, and to ensure they are implemented consistently across the organisation
• Provide support to the People Advisor with recruitment processes, including equality monitoring, and support the induction and onboarding process
• Support the collection, analysis and reporting of data for funders and stakeholders, including Creative Scotland
• Monitor and track expenses, support monthly credit card reconciliation and assist with budget reporting
Organisational Commitments:
• Carry out any other tasks required on an ad hoc or continuing basis, commensurate with the general level of responsibility of the post
• Drive change through action and words that advocate inclusion and equality, creating a culture that recognises and celebrates diversity
• Be accountable for yourself and others, in line with our Health & Safety and Safeguarding Policies
• Create a positive working environment, underpinned by the organisation’s values
• Deliver a warm welcome and excellent customer service to all audience and visitors to the Citz
• Contribute to activities that support income generation and fundraising
• Contribute to our environmental sustainability goals
• Undertake relevant training and development as required This job description is intended as a guide to the general duties and responsibilities of the role and does not form part of your contract of employment.
These duties may be reviewed from time to time to meet the needs of the business. The Citizens Theatre is going through a significant period of change as we return to our building following six years of displacement, and so we will inevitably change as we grow and develop over the coming years. All staff will be required to show a flexible approach to this process, which may involve revisions around job descriptions, titles, roles and departmental structures. Any significant changes will be discussed with you in advance.
Person Specification:
Essential
• Demonstrable interest in theatre, arts and culture
• Experience working in a busy office environment, managing and improving administrative processes
• Skill and speed as a notetaker
• Highly organised, excellent attention to detail
• Literate and highly confident with Microsoft Office, Adobe Acrobat, and database tools (e.g. CRM or donor management)
• Ability to act on initiative to solve problems, and to work effectively with minimum supervision
• Ability to manage several simultaneous projects and prioritise appropriately
• Excellent written and verbal communication skills, and ability to write to a professional standard
• Excellent numeracy skills, with a proven ability to manage, monitor and report on budgets
• Ability to act with diplomacy and discretion, and maintain strict confidentiality when managing sensitive material
Desirable
• Experience working within a not-for-profit arts or charitable organisation
• Experience working in a similar role, either as a PA or in an administrative capacity
Organisation
