Administrator

Administrator
Employer: Paines Plough
Salary: £21,500
Location: 10 Leake Street

Job Description

Role: Administrator
Responsible to: Administration & Finance Manager
Responsible for: Administrative work placements, trainees and volunteers


Role Overview

The Administrator is key to supporting the running of Paines Plough. You will work across all company activities, providing vital administrative and financial support. You will work especially closely with the Administration & Finance Manager to ensure the day-to-day running of Paines Plough’s financial, administrative and HR processes. We hope the
successful candidate will have a passion for new plays and touring. Training and support
will be provided for the right candidate if necessary.


Main Duties and Responsibilities:


Company and Office Administration

• Act as a welcoming first point of contact for all enquiries and visitors.
• Support good communication across the organisation, taking responsibility for
maintaining day-to-day administrative systems.
• Be responsible for general office management, including filing and archiving, mail,
organising deliveries, housekeeping, office consumables.
• Oversee service and utilities contracts to ensure office facilities are maintained to a
high standard.
• Assist with team IT queries and liaise with the company’s external IT support.
• Maintain and develop the company databases, including Salesforce, the annual
Company Schedule, Production Metrics and Show Progress Chart.
• Support in meeting reporting requirements and preparing reports for submission to
funders, Companies House and the Charity Commission.
• Coordinate and minute company meetings and organise events.
• Manage invitations to external productions, circulate them to the team.


Finance


• Ensure the company adheres to its financial controls and authorisation processes.
• Process invoices, make weekly payments and deposit cheques/cash as required.
• Maintain accurate and timely records for internal finance systems.
• Be responsible for petty cash; issuing and logging transactions and managing
monthly reconciliations.
• Manage the monthly reconciliation of credit cards and accounts statements.
• Support the Administration & Finance Manager to ensure supplier accounts are up
to date.
• Be responsible for freelance staff payroll.
• Ensure compliance with VAT and international tax regulations.



Human Resources


• Maintain accurate and up-to-date HR records, including logging annual leave and
TOIL.
• Assist with recruitment and on-boarding of new staff, work placements and trainees.
• Co-ordinate and manage the staff theatre ticket allowance and budget.
• Support in ensuring all handbooks, policies and risk management processes are
appropriately up-to-date and communicated to all permanent and temporary staff.
• Act as one of the company’s designated fire marshals and first aiders.
• Act as the company’s appointed Health and Safety officer.


Literary, Production and Open Auditions


• Be responsible for managing unsolicited script submissions, including
corresponding with writers and distributing scripts.
• Co-ordinate Open Auditions and manage all related communications.
• Ensure programme accessibility, including arranging accessible performances and
training, encouraging best practise, managing access organisation relationships,
and being a point of contact for access users as necessary.


General


• Attend weekly company meetings.
• Attend company previews, events and press nights as required.
• Be an enthusiastic advocate of Paines Plough and have a thorough understanding
of the company’s vision, misson, values and aims.
• Always act in Paines Plough’s best interests.
• Uphold and implement Paines Plough's policies outlined in the Staff Handbook.

Person Specification:

Essential Criteria

• Experience of working in an administrative capacity and of overseeing bookkeeping
and financial administration.
• A high level of organisational skills and proven ability to prioritise a wide variety of
tasks with effective time management in order to meet deadlines.
• Strong numeracy, experience of handling money and working with finances.
• A high level of accuracy and attention to detail.
• Proven ability to communicate in a timely and professional manner with a variety of
stakeholders.
• Knowledge and ability to work with computer systems and programmes, especially
Microsoft Office.

Qualities and Behaviours

• Enthusiasm for theatre, particularly new writing.
• A friendly and approachable attitude.
• High level of self-motivation and ability to take initiative.
• Ability to work under pressure and maintain a positive outlook in challenging
circumstances.

Desirable Criteria

• Experience of working in the arts.
• Experience of using QuickBooks or other accounting software.
• Knowledge of CRM systems and understanding of monitoring and evaluation.
• A knowledge and understanding of the theatre industry, in particular Paines Plough’s
work.

Don't worry if you don't meet all of these criteria - tell us what skills you do have
that would make you good for the job.

Paines Plough strives to be an equal opportunities employer and we are committed
to working towards a more diverse and inclusive theatre industry.
We welcome and encourage applications from people from all backgrounds and
walks of life. We particularly encourage applications from disabled and Black, Asian
and Minority Ethnic (BAME) candidates, as staff from these groups are currently
under-represented within our team.

Applications
Please submit your application form via email with subject line: ‘Administrator Application’ to recruitment@painesplough.com. Please do not attach additional information to your application form or send us a CV.

Deadline: Monday 09 December (10am)

Interviews: Friday 13 December (please indicate availability issues in your email)

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