Administrator/Projects Assistant Job Pack January 2019

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1 Administrator/Projects Assistant Job Pack January 2019 Talking Birds is looking for a highly motivated part-time Administrator/Projects Assistant to support its programme of work in the run up to Coventry s tenure as UK City of Culture. We re looking for someone with excellent organisational and administrative skills and an interest in supporting artistic work. We describe our work as Theatre of Place as it is often concerned with the connection between people and place, and it often happens in unexpected locations, whether on the high street or in unusual sites. We are dedicated to making our work universally accessible and we have recently been recognised in The Stage Awards as a finalist in the Innovation category for our digital access tool The Difference Engine. We also strive to be green theatremakers. We aim to make work that is environmentally sustainable, as well as being both inventive and accessible. Talking Birds is a National Portfolio Organisation funded by Arts Council, England, and a not-for-profit organisation.

2 Post Title: Administrator / Projects Assistant Post responsible to: General Manager Salary: 18,000-21,000 PA pro rata, depending on experience. Plus 3% pension contributions Hours of work: Part time, hours/week (pro rata 0.5 of 37.5 hours/week) Hours/ work pattern to be agreed. Some non-usual hours may be required depending on projects, possibly including at weekends or evenings, by prior arrangement. The role will include:» Tour management of our busy Outdoor Arts portfolio (which includes our highly popular Whale and four other shows);» Administrative support for the Difference Engine;» Day to day financial administration;» Administrative, practical and marketing support for projects such as our Walk With Me guided trails and The Nest artist residencies;» Supporting Project documentation and evaluation. Period of employment: Initially for 1 year, ideally from March 2019 or sooner. With intention to extend this, funding permitting. The role is office-based in Coventry (CV1) and is part-time (0.5 FTE), working alongside TBs General Manager, Resident Technologist and Co-Artistic Directors. We are open to flexible working patterns and committed to family-friendly working; some non-usual hours may be required depending on projects, possibly including at weekends or evenings, by prior arrangement. Initially the post is for 1 year, but we hope to continue the role beyond this, subject to funding. Talking Birds is committed to equality of opportunity and we welcome applications from anyone who is passionate about making this job theirs.

3 The Administrator / Projects Assistant will be supported in these areas of work by the General Manager or Co-Artistic Directors as appropriate, and where necessary, training will be provided. Person Specification Applicants should meet all essential criteria. Ideally applicants will also have the experience and skills marked as desirable, but we recognise that there may be gaps in some of these areas, which can be addressed through training and support. Experience, knowledge and skills - Essential (E) or Desirable (D) Job Description» Tour management - liaising with our tour booker; liaising with promoters and performers on logistics including issuing contracts; booking vans; organising insurance, accommodation etc.» Difference Engine hire administration - dealing with initial enquiries; issuing hire agreements; scheduling hires; sending out Difference Engine kits; gathering feedback.» Day to day financial administration - book-keeping, invoicing, issuing contracts, and keeping track of project expenditure.» Administrative and practical support for projects- which may include e.g. managing ticketing; front of house support; booking venues, logistics.» Marketing support, including management of our mailing list and print distribution.» Supporting Project documentation and evaluation - including capturing/collating of audience data and feedback; archiving; and supporting digital access (eg subtitling videos).» Other tasks as might reasonably be assigned by the General Manager or Co-Artistic Directors.» Experience of working in an administrative role (E)» Excellent communication skills with the ability to communicate with a range of people, understand their perspectives, and build relationships (E)» Strong IT skills - including experience of using office packages including spreadsheets (E)» Comfortable working with figures (E) and ideally experience of financial administration/bookkeeping and using a finance package (D)» Good problem solving skills, with the ability to think laterally and find ways to make things work (E)» Good team working, with the ability to build and maintain good relationships within the company and external partners (E)» Ability to manage multiple demands on time, and to prioritise (E)» Good attention to detail, including accuracy in data entry (E)» Understanding of Health & Safety issues and a commitment to the highest possible standards in these areas (E)» Experience of working in a marketing role (D)

4 Aptitudes (All Essential)» Empathetic to the work and approach of Talking Birds, and sharing a commitment to our values, particularly in relation to diversity, accessibility and sustainability.» Enthusiasm for arts and creativity and its capacity to effect positive change.» Ability to embrace on-going change in a positive way, and excited by the possibilities change brings.» Naturally curious - interested in all sorts of stuff, and willing to offer and debate ideas.» Bright, enthusiastic and confident.» Flexible during times of high work demand, with the ability to work occasional evenings and weekends (for which time off in lieu will be given). Wth a recognition that job descriptions never cover everything that comes up - and the ability to see that as a challenge and an opportunity! Other Applicants must already have the right to work in the UK, and be able to provide evidence of this before any confirmation of appointment. Terms and conditions This is initially a temporary contract for one year. We are currently seeking funding to extend this. Reasonable time off in lieu (at a time agreed with the General Manager), will be granted for excess hours worked. Occasionally, by agreement, additional pay may be offered instead of time off in lieu. The role is office-based, with some working off-site for projects, as required. We are based in Coventry, currently at Eaton House, 1 Eaton Road, Coventry CV1 2FJ (though we anticipate moving in the next months to a new space at Sandy Lane Business Park, CV1 4DQ). Salary will be pro rata of 18,000-21,000 per annum, dependent on experience. There will be 12.5 days of paid holiday per annum (pro rata of 25 day FTE). In addition, there is entitlement to the usual public holidays in England and Wales on a pro rata basis, normally to be taken in the week of each bank holiday. Talking Birds has a company pension which the Administrator will be eligible to join. From April 2019, employer contributions will be 3% and employee contributions 5%. Employees may opt out of this if they wish. There will be a probationary period of 2 months. The role is part time hours a week, (pro rata 0.5 of a full time working week of 37.5 hours). We are open to flexible working patterns (by agreement) and committed to family-friendly working. Some non-usual hours may be required depending on projects, possibly including at weekends or evenings, by prior arrangement.

5 Applications To apply for this position, please complete the online application form at We are committed to making our work as accessible as possible to everyone: if you have any specific access requirements or concerns, please let us know and we will do our best to meet your needs, including enabling alternative application methods. On receipt of your application we will send you a monitoring form which you must complete. This will be kept separate from the application process and used only for monitoring purposes. Deadline for applications: 12th February 2019 Shortlisted candidates will be contacted by 15th February 2019 Interviews: 25th/26th February 2019 If having read this pack fully you have any questions, please contact Philippa by (philippa@talkingbirds.co.uk), or telephone the office on Contact: Philippa Cross General Manager talkingbirds