Download Admin Assistant - Oldham Coliseum Theatre

OLDHAM COLISEUM THEATRE
Admin Assistant
Responsible to:
Administrator
Place of work:
Coliseum Theatre and other venues as required
Pension:
You will be auto-enrolled into a workplace pension scheme operated by
NOW Pensions at the statutory level (these contributions are postponed
during the probationary period but there is an option for you to “opt in” at
this stage if you chose to do so). Alternatively on completion of your
probationary period you will be entitled to become a member of the
contributory group stakeholder pension scheme. Full details regarding both
schemes are available from the Finance Manager
Notice period:
The post will have a three month probationary period. After the
probationary period the post is subject to one month’s notice on either side
Hours of work:
156 hours to be worked flexibly, usually distributed across a four week
period, this equates to an average of 39 hours per week. It may involve
occasional evening and weekend work. No overtime is payable, however
time off in lieu can be taken
Holidays:
20 days per year rising to 22 after three years’ service and 25 after five
years’ service. Public holidays will be in addition to the above
Benefits:
Pension, discounted healthcare, childcare vouchers, travel loans, discounted
gym membership, complimentary tickets, plus more
Salary:
£16,224
OLDHAM COLISEUM THEATRE
ADMIN ASSISTANT
Job Description
Core Purpose
To maintain the administration systems of the theatre; to provide consistent, effective and efficient
support for the staff and the organisation.
Main Duties and Responsibilities
Admin Department
 To provide support for the Administrator in managing of administration and HR systems;
 To be responsible for the theatre’s script reading service;
 To be responsible for co-ordinating all signed and audio described performances;
 To organise meetings including co-ordinating attendance, agendas and refreshments where
required;
 To support internal meetings including minute taking when necessary;
 To organise Coliseum events such as Civic Night, Press & Guest nights and the Christmas
party;
 To provide an efficient and welcoming telephone reception;
 To be responsible for the management and distribution of postal deliveries and for the
franking of outgoing post;
 Order stationery, first aid supplies and other office supplies, as required;
 To support the Development Manager, Associate Director and Senior Management Team
with general admin assistance when required.
Learning and Engagement Department
 To assist in the planning of and to take responsibility for the administration of work
placements and interns;
 To assist in co-ordinating specific Learning & Engagement events for both primary and
secondary education initiatives;
 To assist in planning, contracting and compiling timetables for Full Circle, the Coliseum’s
over 50’s group;
 To provide general administration support for L.E.D participatory activities;
 To be responsible for the monitoring and evaluation of L.E.D activity;
 To assist in selling L.E.D. work through contact with schools and other organisations;
General
 To attend meetings and Company events as required such as retrospectives, meet and
greets, staff days etc.;
 Ensure the quality of work produced is of the highest standard;
 Adhere to the Company’s policies including Equal Opportunities and Health and Safety;
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Maintain the confidentiality of all affairs of the Company that should properly remain
confidential;
Undertake any other relevant duties as may be requested.
PERSON SPECIFICATION
EXPERIENCE AND SKILLS
Essential
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At least one year’s experience of working in administration
Excellent verbal and communication skills
A demonstrable ability to communicate effectively in writing
I.T. skills including excellent knowledge of Microsoft Outlook, Word and Excel
Methodical and well organised with the ability to prioritise workload
Ability to work well under pressure and meet deadlines
Adaptability and flexibility
To work with attention to detail and able to work both independently and collaboratively
A high degree of confidentiality, discretion, initiative and tact
Willingness to work flexible hours including occasional weekends and evenings
Desirable
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Ability to organise events efficiently and liaise with a range of internal and external
individuals and groups
Experience of developing and managing effective administration systems
Experience of working in an arts environment
Experience of managing, monitoring and evaluating information
An interest in and understanding of theatre
An understanding of the formal education sector
An understanding of youth and community sector
July 2015