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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; 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 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 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