Assistant Theatre Manager Job description Department: Management Responsible to: Theatre Manager Responsible for: Front of House Staff Key internal contacts: Electrics Department Stage Department Stage Door Box Office Security Operations Department Buildings Department Theatre Managers Key external contacts: Visiting Companies Production Teams Contractors and Suppliers Licencing Authority / Westminster City Council London Fire Brigade Training Providers About Nimax Theatres Owned by Nica Burns and Max Weitzenhoffer, Nimax Theatres is an entrepreneurial and innovative organisation that owns and operates six theatres in the heart of London’s West End – the Apollo, Duchess, Garrick, Lyric, Palace, and Vaudeville. Additionally, Nica Burns has built an exciting new flexible theatre located at the top of Charing Cross Road, sohoplace, which has recently opened and has a close operational relationship with Nimax Theatres. Our theatres currently have a combined capacity of 5,600 seats and, in addition to hosting some of the UK’s most critically acclaimed and successful plays and musicals, present a busy and varied programme of comedy, concerts and children’s theatre. We are a unique, diverse, loyal team founded on respect. We are here to put on great shows that people want to come and see, and deliver a fantastic experience in beautiful buildings. Key duties and responsibilities Perform management duties for performances as per the rota. Effective management of the front of house staff. Assist the Theatre Manager in the effective and efficient running of the venue, including compliance with statutory obligations, health and safety management, presentation and housekeeping, the retail activity and customer service standards. Deputise for the Theatre Manager as required. Effective and Efficient Theatre Management Support the Theatre Manager in the following areas, as agreed with the Theatre Manager: Management and smooth operation of the theatre. Communication and reporting systems within the theatre, with Nimax’s Head Office staff and with visiting production companies. Meetings with Nimax staff, contractors and representatives of the visiting company, communicating information and addressing issues. Keep records of the meetings and in particular action points arising. Implementation and operation of operational systems necessary for the effective running of the theatre. Hold and perform the duties of a Personal Licence holder. Perform theatre management duties for performances/functions/events as per the rota. Attend and contribute to Theatre Management meetings. Report matters affecting the business and the theatre generally to the Theatre Manager and if necessary the Head of Operations, Buildings Manager or Operations Director (as relevant). Compliance with Statutory Obligations Together with the Theatre Manager ensure the theatre operations comply with licensing law, health and safety law, employment law, the Regulatory Reform (Fire Safety) Order and any other legislation, code of practice, or guidance (etcetera) relevant to the running of the theatre that are within your control. Bring to the attention of the Theatre Manager any official notices or letters, including those which relate to planning applications within close proximity to the theatre. Health and Safety/ Fire Safety Assist the Theatre Manager with the implementation and operation of the Company’s Health and Safety Policy at the theatre. Assist the Theatre Manager with the implementation and operation of the Company's Emergency Procedures at the theatre. Assist the Theatre Manager in the implementation of the Company's Management Arrangements and Standard Operating Procedures. Complete safety reports and carry out investigations in accordance with Nimax's procedures in a full and timely manner if required to do so by the Theatre Manager. Carry out fortnightly evacuation drills with front of house staff. When required, attend and contribute to the group wide Company Health and Safety meetings. Hold a current First Aid at Work qualification. Hold an IOSH Managing Safely qualification or equivalent. Theatre Maintenance Assist the Theatre Manager with: the Company’s planned preventative maintenance regime. the processes of major building work / equipment replacement (which is overseen by Nimax Head Office staff). the delivery of planned and reactive maintenance works the updating of maintenance logs. Inspection and certification of the theatre’s equipment, fittings, fixtures and structure. asbestos and water hygiene management. Bring to the immediate attention of the Theatre Manager any observations or matters arising which may give rise to major building works, equipment replacement or maintenance. Front of House Building Standards Implement and maintain the standards of housekeeping and presentation set out in the Company’s policy in respect of the front of house areas. Where action is required to meet the standards, work with the Theatre Manager, Buildings Department, Head of Operations and technical Heads of Department to remedy the defect. Ensure the cleaning of the theatre is of the highest standard. Place stock orders for the cleaning contractors as required. Retail Ensure all retail opportunities are explored and sales maximised. Implement effective operational and cost management systems to deliver the retail operation (e.g. stock control, orders, deliveries, stock transfers and wastage). Carry out all daily and weekly tasks on the EPOS system. Ensure service areas are presented to the highest possible standard. Ensure staff are appropriately trained and performing to the highest possible standard in line with the Company's customer service competency framework. Oversee the placing of orders for bar stock, confectionery, ice creams, merchandise and cleaning products as required, using the relevant purchasing platform. Customer Service Where required by the Theatre Manager, respond to any letters, emails and telephone calls from customers in a timely manner, working within the guidelines set out in the Company's complaint handling procedure and via the CRM programme. Deliver the highest possible service standards, particularly front of house, ensuring staff meet standards set out in the Customer Service Competency Framework. Ensure that front of house staff and fire officer are correctly attired in line with the Company uniform policy. Staff Management Recruitment, selection, development and line management of front of house staff. Theatre Box Office staff are line managed by the Box Office Operations Manager. However when on duty at the theatre the theatre management should monitor such staff in relation to customer service/handling, presentation, dealing with issues around the performances and timekeeping and report any issues or anomalies to the Box Office Operations Manager or Head of Ticketing. Keep up to date with current employment legislation and manage the staff in accordance with such legislation. Have a comprehensive working knowledge of the SOLT/BECTU Agreement and ensure its practical application in relation to front of house staff. Implement, monitor and contribute to the practical application of the Company’s personnel management plan and assist in the keeping of personnel files for each member of staff. Be fully conversant with the Company’s HR policies and apply them consistently in the management of the front of house staff and make the policies available to front of house staff. Manage the efficient scheduling of front of house staff in line with the operational requirements of the theatre and producers. Ensure that weekly staff rosters are completed and issued to staff with two weeks' notice. Maintain front of house staff holiday entitlement and sickness records. Working with the Operations Department, ensure the Health and Safety training requirements set out in the Company’s Training Needs Analysis have been realised for each member of front of house staff. Operate and implement the Company’s Induction and Contractor Control management plan at the theatre, ensuring the training requirements set out have been realised. Financial Together with the Theatre Manager oversee the handling of money, including ensuring checking and cashiering procedures are in place and all cash is deposited in line with the Company’s procedures. Prepare EPOS reports and ensure stock is controlled in line with the agreed procedures. The accurate completion of the weekly payroll for front of house staff in accordance with Company policy. In the absence of the Theatre Manager formally approve the payroll for all departments as being correct in terms of payment and recharging of costs. Comply with the Company’s purchasing procedures, including using the relevant online purchasing platform. Security Liaise with and direct contracted security staff during their working hours. Work within the prescribed policies and procedures as provided by Nimax Theatres. General Carry out any other duties as may be reasonably requested by the Theatre Manager or the Company. This job description is not an exhaustive document but reflects the current position and details may be changed from time to time. The post-holder will be required to carry out any other duties as may be reasonably requested consistent with their job title and status. The duties contained within this Job Description must be performed at all times within the Company’s stated guidelines and operational policies. Person specification Essential Experience of working within the theatre industry at a Duty Manager level Strong verbal and written communication skills Works calmly under pressure A willingness to work evenings and weekends Experience in line managing staff Experience of working with the public Knowledge of Zonal, or similar EPOS system Desirable First Aid qualification Personal Licence qualification Familiarity with the SOLT/BECTU agreement and the West End theatre industry An understanding of Health & Safety compliance Experience of implementing customer service standards Experience in driving revenue from sales Please apply with a CV and covering letter outlining your suitability for the role. Deadline for applications: Monday 7th April Interviews starting from: Wednesday 9th April Nimax Theatres Limited is an equal opportunities employer. We value diversity and are committed to creating an inclusive environment for employees, job applicants and customers alike. We actively encourage job applications from all backgrounds. We reserve the right to close the application process early if we receive a very high number of applicants so interested candidates should please apply asap. If you have not heard from us within 14 days of the deadline please assume you have not been successful on this occasion.