Applying for this post
To apply for this post please complete the online application process on our website: https://www.birmingham-rep.co.uk/get-involved/careers-and-vacancies.html
Data from your diversity monitoring form will not be shared with the recruitment panel.
*we accept other forms of submission including video and audio recordings.
The Rep is a Disability Confident Employer. If you would like to apply under this scheme please select this option on our application portal.
As a Theatre of Sanctuary, The Rep supports and encourages applications from refugees seeking asylum in the United Kingdom. We will guarantee an interview to any refugee if they meet the minimum criteria for the job vacancy and have the legal right to work in the UK. If you would like to apply under this scheme please select this option on our application portal.
We want you to feel comfortable and prepared for your interview so that you are able to showcase all your brilliant skills and experience. For those with access needs we are able to offer numerous adjustments including: sending out questions in advance, allowing more time for tasks or applications, re-wording questions, providing a BSL interpreter or whatever else you might need. Don't be afraid to talk to us at info@birmingham-rep.co.uk
The deadline for receipt of applications is Wednesday 4 December at 10am
Interviews will be held at The Rep on Wednesday 11 December 2024.
Guidance
Please read the job description carefully before starting your application to ensure that you meet all of the essential criteria and are able to provide evidence in your application to support these areas. Only relevant information will be considered when shortlisting candidates.
In line with GDPR, your application will be retained securely for 6 months before being destroyed if you are unsuccessful.
Vacancies will generally close by the deadline, however, we reserve the right to close the vacancy early if we receive a high volume of suitable applicants. We therefore advise candidates to submit their applications as soon as possible if they wish to be considered for the role. Any applications made after the deadline will not be considered.
Role Summary
Established in 1913, The Rep has an unparalleled history as a pioneering repertory theatre and the launch-pad for some of the most exciting talent in UK theatre both past and present. Today it is a producing powerhouse with three auditoria - The House, 816 seats; The Studio, 292 seats; The Door, 133 seats - as well as extensive on-site production facilities.
Under the Executive leadership of Rachael Thomas the theatre is in the midst of a process of significant renewal, with the vision of being a national and international centre for artistically ambitious popular theatre in all its forms: comedies, dramas, musicals, dance-theatre, and family shows. Revivals, new work, and commissions will play in all three theatres. Many of its productions already go on to enjoy future life through commercial transfers and national/international tours.
These are exciting times for The Rep and the city of Birmingham. The UK's 'second city' has the youngest population in Europe, and is the most multicultural city in the UK. It is a city full of dynamism and energy, and currently undergoing its own renaissance as one of the fastest growing cities in the country.
The Governance Manager provides essential support to the Board and Executive in their governance and leadership of Birmingham Repertory Theatre. You will support the implementation of the governance framework, bringing excellent administrative and organisational skills to bear on the delivery of compliance at all levels of the organisation.
Your role will involve leading on compliance activity, e.g. statutory and mandatory returns, annual review of policies and terms of reference, monitoring against funding conditions, and general administration of the governance systems that underpin the running of The Rep as a registered charity, limited company, and publicly funded organisation. You will also work closely with the Chair of the Board, Committee Chairs, and Executive to manage arrangements for meetings at board and executive level.
We're looking for someone who is keen to contribute to compliance and best practice, perhaps as part of a pathway into leadership. You will bring a proactive approach to helping develop and embed excellent governance systems into the leadership of the organisation.
Main Duties and Responsibilities
Board and Committee Support
1. Provide confidential and efficient support to The Rep's Board of Directors and associated committees: Finance, Audit & Risk Committee, Fundraising Committee, Governance & Nominations Committee, People & Engagement Committee
2. Collate board and committee papers and manage the theatre's electronic system for publishing papers and resources.
3. Service meetings, draft minutes, and act as point person for board members on day to day matters.
4. Manage the Chair's diary of engagements at and on behalf of The Rep, co-ordinating and facilitating scheduling and attendance at events as necessary.
5. Deliver inductions for new board members and maintain the board skills matrix.
6. Manage a governance calendar including the annual schedule of board and committee meetings, liaising with the Board and Executive.
7. Organise board awaydays and other board events.
8. Register appointments and resignations of directors/trustees with the relevant external bodies.
9. Maintain the Registers of Interests for board members and senior leadership.
10. Act as liaison with The Rep's parent charity, The Sir Barry Jackson Trust
Executive and Leadership Support
1. Provide some limited high level PA support for the Chief Executive where needed.
2. Provide administrative support for Senior Leadership Team meetings: collating papers and drafting minutes.
3. Support the review and updates of the theatre's Compliance Matrix, Risk Register, Register of Conflicts, Scheme of Delegated Authority, and other compliance documents as required.
4. Provide support to The Rep's other legal entities - trading subsidiaries Unique Venues Birmingham and Birmingham Rep Enterprises Ltd
Grant support
1. In conjunction with the Executive, administer grant conditions with major funders as required.
2. Lead on completion of Arts Council England's Annual Survey, co-ordinating contributions from other departments.
3. Lead on Arts Council England NPO reporting requirements including quarterly reporting against Investment Principle and Activity Plans for the Board.
4. Monitor activities against the theatre's strategic plan and KPIs
Policy development and management
1. Create, review and update policies and procedures and re-issue to board, staff and other stakeholders annually.
2. Contribute towards communication and enforcement of policies and procedures across the organisation.
3. Put in place administrative systems and procedures that support high standards of governance and compliance.
4. Keep abreast of relevant legislation and practice for the purpose of improving The Rep's own systems and policies.
Communication
1. Ensure appropriate and professional communications with Board, Executive and relevant stakeholders.
2. Work closely with the Executive to create an annual report for the theatre.
3. Help to foster a culture of compliance across the organisation.
4. Deliver communications to educate employees about compliance requirements, governance practices and ethical standards.
5. Prepare compliance reports to senior management and board to demonstrate compliance levels in the organisation.
General Responsibilities
1. Adhere to and implement the guidelines, procedures and policies of the company as detailed in the staff policies.
2. Play a role in the life of the company and work across departments to develop a positive and engaged organisational culture including playing active and positive roles in staff forums/committees.
3. Complete all mandatory e-learning and training
4. Be aware of, and comply with, rules and legislation pertaining to Health & Safety at work and abide by the procedures set out in the Health & Safety Policy.
5. Take ownership for the safety of the working environment for your teams by being fully compliant with the Health and Safety policies, rules and training for yourself and your team members including casual and freelancer staff.
6. Be aware of, and comply with, rules and legislation pertaining to data security, and GDPR, at work and abide by the procedures set out in the Data Protection Policy.
7. All staff are expected to demonstrate an understanding of, and adherence to, our safeguarding policy, including a duty to report any issues of concern.
Any Other Duties
The duties and responsibilities set out should not be regarded as exclusive or exhaustive. The post-holder may be required to undertake other reasonably determined duties and responsibilities within the organisation which are appropriate with the level of the role without changing the general character of the post.
The post-holder may also be called upon to carry out duties that would not normally be associated with the post on a temporary basis where there is a strong organisational requirement for that to happen. The post-holder would be given appropriate training and equipment to carry out any duties of this kind.
Key Relationships
This role reports to the Executive Director and acts as a key support to the Chair of the Board and Trustees. and leads the Producing Team. You will be managed by the Artistic Director. This structure may change from time to time based on business needs but reflects the broad areas of responsibility.
Internal
1. Executive Director
2. Artistic Director
3. Senior Leadership Team
4. Chair of the Board and Directors for all Rep Companies
5. Members of the Barry Jackson Trust
6. Board Observers
Person Specification
You must have...
If you do not demonstrate that you meet all these criteria you may not be shortlisted
1. Experience of managing relevant aspects of governance and compliance in a previous role.
2. Experience in managing meeting logistics for a Board or at senior level.
3. Strong administrative and organisational skills in a relevant role with a keen attention to detail and accuracy.
4. Strong communication skills, both written and verbal, with a high standard of written English and experience of working closely with people at senior level.
5. Experience of writing and updating policies and procedures.
6. Ability to write concise and accurate minutes of meetings.
7. Ability to work under pressure from time to time and manage strict deadlines.
8. Ability to work independently, proactively managing own workload and demonstrating drive and ambition in doing so.
9. Ability to embody a high level of professionalism and personal integrity especially when handling sensitive and confidential information.
10. A proactive approach to improving systems and processes.
11. Proficient IT user (Word, Excel, Outlook, Powerpoint, Sharepoint, Teams) including file creation and file sharing.
12. Commitment to equality, diversity and inclusion and putting this into practice in the workplace.
Terms and Conditions
Period of work: This is a permanent contract, subject to successful completion of a probationary period of 3 months.
Pay: £40,983 per annum pro rata (actual salary: £24,589.80)
Hours: 23.4 hours per week (i.e. 3 days). We don't encourage or expect overtime; however, in the event that overtime is worked, this may be taken as time off in lieu to be agreed in advance with your line manager.
Holidays: 20 days per year plus bank holidays rising to 25 days plus bank holidays with continuous service pro rata. The holiday year runs from 1 September to 31 August each year.
Notice period: 8 weeks
Location of work: Your main place of work will be The Rep in Birmingham, but you may be required to work permanently or temporarily at other locations locally.
Other benefits: Contributory staff pension, 5% employee and 3% employer
Non-contractual benefits
1. A day off for your birthday
2. Free-to-use employee assistance service
3. Staff ticket discount
4. Staff discount in The Rep food and drink outlets (when available)
5. Access to salary sacrifice schemes including Bike to Work scheme and Health Cash Plans
6. Numerous corporate discounts including 25% Season Ticket discount on parking at Q-Parks
We actively encourage all staff to see shows as believe that being part of The Rep product enhances everyone's experience as an employee and ambassador. To ensure everyone has a chance to attend shows every staff member is invited to attend press night for all The Rep's own productions along with further complimentary tickets where possible as well as competitive discounts throughout the year.
There's no such thing as perfection...
At the Rep we don't expect or look for the 'perfect candidate', instead we look for people who can positively contribute to our team. In return, you will be given support, encouragement, and all the right conditions to grow, succeed, and be your best. We are committed to creating an inclusive workplace where difference is a strength and every unique voice and skill is recognised and valued.
For us, recruitment is more than a match against a job description; it's about feeling excited to come to work every day and being proud of who you work with and for. We believe The Rep is for everyone, so however you identify, whatever your background, if you feel excited about this role then we urge you to please apply.
It's important to us that The Rep reflects the communities we serve and therefore we particularly welcome applicants from the global majority and D/deaf & disabled communities as these groups are not as well represented as we want them to be. As part of our Ramps on the Moon legacy, we have experience in supporting individuals to Access to Work requests and encourage any and all staff who may benefit from the scheme to use it. We will always try to make the adjustments needed so that you can perform to the best of your ability and professionally thrive in a supportive and engaging environment. We want our Rep to be culturally informed and accessible to all, so we encourage you to celebrate and share your own cultural experience and knowledge of our city proudly in your application.
As a disability confident employer, we guarantee an interview to anyone who has a disability and meets the minimum criteria for the post. By 'minimum criteria' we mean that you must provide us with evidence in your application form which demonstrates that you generally meet the level of competence required for each competence (or could with reasonable support), as well as meeting any of the qualifications, skills or experience defined as essential in the person specification.
Diversity Monitoring
Our ultimate aim is to have diversity of all kinds in every layer of the organisation and to help us keep track of our success we kindly ask you to complete an Equality and Diversity form alongside your application. Participation is voluntary but appreciated and your responses will be anonymous and not shared with the recruiting managers.
Environmental
As one of the largest producing houses in the midlands, we are aware that we have a responsibility to the environment beyond legal and regulatory requirements. As such, we are aiming to be carbon neutral within 10 years with sustainability at the forefront of our working practices and integrate climate-aware work into our programme. We have committed to adopt the Green Book Sustainable Productions framework on a minimum of 2 productions a year. Our Environmental Working Group is comprised of staff from across the organisation to become environmental champions and meet regularly to review and update our Environmental policy and plans. We are committed to exploring, trailing, and renewing ways in which the organisation and staff can reduce their environmental impact and carbon footprint.
Flexible working
We know flexibility is everything and we foster a working environment which is focused on outcomes. For this role, you will be required to work specific hours and be present in the building to help with the running of performances. We actively encourage applications for job shares and will make every effort to accommodate these requests.
Safeguarding
The Rep is committed to safeguarding, and operates an environment where all staff are expected to report any concerns about vulnerable people, or about the behaviour or practice of colleagues and other people they come into contact with.
Offers
Any job offer we make is subject to:
1. Receipt of 2 satisfactory references
2. Proof of eligibility to work in the UK
3. Role appropriate background checks
4. Evidence of appropriate qualifications
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