Wed, 15 Jan 2025 published - Wed, 15 Jan 2025
Job Summary
We are looking for a curious and self-motivated individual to join us as a part-time Office & Company Administrator, in order to support the Executive Producer in the efficient running of the administrative side of the Company. The vacancy is for a part time role working 24hrs per week.
Job Description
A more detailed Job Description is available to download on our website.
Communications
1. Act as first point of contact for external enquiries
2. Co-ordinate and execute social media activity
3. Provide support with marketing, press, and PR activity for the Company
4. Update and maintain the website when required
Administration & Operations
1. Supervision of building and service contracts
2. Maintain operational systems including data protection, health & safety policies, company insurances, set, costume and technical storage, staff inductions and manuals
3. Maintaining and updating the Company's calendar of activity and the Artistic Director's diary
4. Maintaining, updating and renewing company insurance
5. Maintain an organised filing system for paperwork
6. Provide general administrative, logistical and organisational support with live and digital, including booking travel & accommodation, and producing schedules
7. Maintain overview project budgets and process purchase and sales invoices
8. Management of studio hire bookings
9. Liaison with Companies House, Charities Commission, and HMRC to ensure timely submission of all returns
10. Support the Executive Producer during the annual audit
Development
1. Support the Executive Producer submissions for Arts Council England
2. Support the Executive Producer with funding applications
3. Conduct research as required
HR & Personnel
1. Line management of freelance staff and artists
2. Produce and issue employment contracts
3. Ensure staff contracts and handbook are fit for purpose
4. Act as the main point of contact for Trustees
5. Produce and circulate Board papers
6. Arrange Finance Sub-Committee, Board, and Annual General Meetings
7. Taking accurate minutes for meetings
General
1. Attend staff and board meetings as appropriate
2. Complete any other tasks that may reasonably be required of an Office & Company Administrator
3. Work to all legislation and company policy on equal opportunities, health and safety and employment law
Job Requirements
1. Interest in dance, theatre, film, and the arts
2. Good knowledge of using Quickbooks or similar
3. Basic knowledge of bookkeeping, HR, and contracts
4. Experience line-managing freelancers
5. Experience of report writing for external stakeholders
6. Experience of building management
7. Communication: excellent writing skills with a good grasp of spelling and grammar, highly developed interpersonal skills
8. Awareness: attentive to other staff members' priorities and requirements whilst maintaining independent and focused working
9. Intuition: ability to quickly absorb information in a fast-paced, changeable environment
10. Discretion: appropriate and timely sharing of information
11. Accuracy: impeccable attention to detail with good numerical skills
12. Organisation: excellent organisational skills
13. Attitude: positive attitude with an excellent ability to take initiative
14. Access: commitment to equal opportunities, inclusion, and diversity
Job Responsibilities
The key responsibility will be to support the Executive Producer in the efficient running of the Company. This will involve acting as the primary contact in the office, ensuring a smooth running of the administrative functions and systems in the office and studio, line management of freelancers, managing building maintenance, and completing Board administration.
The ideal candidate for this position would be a reliable, adaptable, and self-motivated individual who can work well within a team of people, but who is also happy to work independently with an instinct for taking initiative. There will be frequent opportunities for skills development across a variety of projects including live theatre production, film production, and education & outreach work.
There will be periods of time where the position requires lone working. The position is open to flexible hours including flexible start and finish times, compressed hours, staggered hours, and occasional remote working.
* Job Title: Office & Company Administrator
If you have any questions about the job description and the position, or the application process, please don't hesitate to be in touch on info@balletboyz.com or 020 8549 8814.
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