Deadline for applications: 12noon, Thursday 30 March by , with the subject ADMINISTRATOR to

Transcription

1 ADMINISTRATOR JOB DESCRIPTION & PERSON SPECIFICATION Responsible to: Executive Director Salary: Up to 28,000 depending on experience / Full-time Deadline for applications: 12noon, Thursday 30 March by , with the subject ADMINISTRATOR to recruitment@punchdrunk.org.uk OUR HISTORY Formed in the UK by Felix Barrett in 2000, Punchdrunk has pioneered a game-changing form of immersive theatre in which roaming audiences experience epic and emotional storytelling inside sensory theatrical worlds. Blending classical texts, physical performance, award-winning design installation, and unexpected sites, the company s infectious format rejects the passive obedience usually expected of audiences. Our award-winning productions invite audiences to rediscover the childlike excitement and anticipation of exploring the unknown and experience a real sense of adventure. The company s international production, Sleep No More, has recently celebrated five years of its extended run in the USA, and opened a new version in Shanghai this Christmas. Punchdrunk s award-winning productions include Faust (in collaboration with the National Theatre, 2006), The Masque of the Red Death (2008), Tunnel 228 (in collaboration with The Old Vic, 2009), It Felt Like A Kiss (with Adam Curtis and Damon Albarn, Manchester International Festival, 2009), Sleep No More (with the American Repertory Theatre, Boston, Mass., 2009), The Duchess of Malfi (with ENO, 2010), The Crash of the Elysium (Manchester International Festival, 2011) and The Drowned Man: A Hollywood Fable (with the National Theatre, 2013). Since 2008, Punchdrunk Enrichment has taken this immersive practice into communities, creating performances with and for children, young people and the wider community. OUR CURRENT CONTEXT Punchdrunk (charitable organisation) and Punchdrunk International (commercial company) co-located in Punchdrunk s offices in Tottenham. The organisations work alongside each other with the charity focused on UK productions, Enrichment and research and development, while Punchdrunk International produces the large scale international work and a selection of key partnerships. This role is employed by Punchdrunk but will develop relationships with both teams and oversee the management of co-located premises. THE ROLE We are seeking a talented and bright individual, whose personality will suit the collaborative nature of our busy, hard-working team. The right candidate will have a proactive attitude, unparalleled communication skills and a passion for organisation and accuracy. The role is a senior administrative position, pivotal to the effective running of the organisation. The administrator is responsible for coordinating the smooth running of the premises, office systems, and key teams. The candidate will be proactive, un-phased by a diverse and wide reaching workload and comfortable forming relationships with a range of stakeholders, contractors and suppliers.

2 JOB DESCRIPTION RESPONSIBILITIES INCLUDE: ADMINISTRATION First point of contact for general phone calls and enquiry s responding and fielding as needed Enabling clear and sufficient communication amongst the staff team, including the sharing of calendars and regular updating of shared information. Manage the company diary and undertake diary management for the senior team as necessary Ongoing Google server management, keeping shared information up to date, and acting as support for any server issues. Ensure all staff are fully inducted in the use of the shared google drive and are utilising it correctly. Lead and manage relationship with IT service provider Lead on new starter inductions ensuring all systems and equipment in place, in conjunction with General Manager Managing communications with technical support. Maintaining phone and internet contracts and systems Developing and maintaining filing and archiving systems, both digital and paper Assisting with the scheduling and booking of national and international travel for members of the team Supporting hospitality arrangements on and off site Ongoing management and development of Punchdrunk s Filemaker database. Taking minutes at meetings as required Assisting with preparations for Board meetings, including booking meeting rooms and preparing board packs Administration of other company needs such as recruitment processes and auditions, receptions and events FINANCE Budget holder for office overheads budget as set by Executive Director Regular and consistent finance support to the Finance Manager including filing, data entry and reconciliation of receipts and invoices Handling / managing petty cash and company floats as required Overseeing company paypal account DATA MANAGEMENT To implement and oversee a robust data management system for Punchdrunk encompassing staff, contractors, artists and audiences. To ensure evaluation is considered across the company s projects, supporting teams to ensure all data and feedback is collated and accessibly filed To ensure data collection adheres to and supports Arts Council England funding requirements Assist the General Manager in compiling the Arts Council England annual report. FALLOW CROSS ADMINISTRATIVE SUPPORT Support the production manager in ongoing maintenance and administration of the Village space including but not limited to ordering supplies, invoice processing, maintaining health and safety paper work, sourcing quotes for works and hiring contractors Acting as Duty Manager as required. OFFICE MANAGEMENT Managing the office operations, including; ordering office stationery and other equipment, general housekeeping, organising and managing stock, collecting and

3 dispatching post on a daily basis, office subsistence, basic technical support for the office and staff, maintaining operating systems. Sourcing and contracting all repair and maintenance Utilities liaison and management Managing the office environment to ensure sufficient health and safety standards are met, including: Ø Ensuring regular PAT testing. Ø Maintaining adequate training for designated H&S/Fire officers. Ø Inducting staff & maintaining adequate H&S records. Ø Regular reviewing of risk assessments and carrying out the relevant actions identified. Ø Maintaining records of IT equipment, warranties and expiry dates. Ø Oversee waste management for the premises Maintain Key relationships: Ø Landlords / Premises Licensors day to day Ø Local council re: rates and other requirements Ø Co-tenants re: maintenance and repairs of common parts and shared contracts Ø All office contractors, including Key-holding and alarm services Ø Any ad hoc repair or maintenance contractors STORE & VAN MANAGEMENT Management of the core store and van budgets. Looking after the company van, responsibilities include; Ø General upkeep (tax, MOT, servicing, parking, congestion charge, investigating and dealing with penalty notices, general maintenance/cleaning) Ø Facilitating internal hires, according to the company s hire procedure Looking after the Punchdrunk store, responsibilities include; Ø Managing the lease and rental contract ensuring the continued use of the store as needed by Punchdrunk Ø Working with the Store Manager to maintain the general upkeep of the store (scheduling the use of the store, developing store policies and procedures, ensuring good communications between users, responding to messages regarding housekeeping / maintenance, annual PAT testing & keeping records, management of health and safety including ensuring relevant training is provided to users where appropriate) Ø Working with the Store Manager to facilitate internal and external hires, according to the company store policy DEVELOPMENT SUPPORT Support the development team as needed with stakeholder and database management Support in the organisation and delivery of events GENERAL To comply with Punchdrunk s Equal Opportunities, Health and Safety and other policies at all times. To attend events, performances, sharings and team/company meetings Undertake ad hoc research as directed To assist General Manager with equal opportunities and other monitoring requirements. This job description is a guide to the nature of the work required of this position. It is neither wholly comprehensive nor restrictive and does not form part of the contract of employment.

4 PERSON SPECIFICATION: ESSENTIAL EXPERIENCE, SKILLS AND ATTRIBUTES Minimum 3 years of administrative experience Excellent IT skills, confidence trouble shooting and supporting the wider team Excellent and confident communication skills with great attention to detail Experience of managing budgets Experience of databases, information gathering, organization and dissemination Proven track record of managing a range of relationships: pro-actively keeping relevant stakeholders informed Proven ability to deal with multiple work-streams with a range of deadlines Manages time and workload effectively, willing to ask for help when needed Willingly shares ideas, resources and information with others Learns from errors, putting in place systems and processes to ensure problems don t reoccur Calm under pressure, with a positive attitude EMPLOYMENT TERMS Standard 40 hours per week Monday to Friday 6-month probation (notice during probation 4 weeks on either side) 3-month notice period up to 28,000 per annum depending on experience TOIL provision Pension 5% employer contribution, following completion of probation period 25 days holiday per annum + UK bank holidays Place of Work: Punchdrunk offices in London Direct Report to Executive Director Due to the nature of this role some evening or weekend work will be required NOTES TO APPLICANTS If you are called for an Interview you will be required to sign a Punchdrunk International Non-Disclosure Agreement in advance of the meeting. All applicants must be eligible to work within the UK. HOW TO APPLY Please submit answers to the questions as the end of this Job Pack your answers should cover no more than 2 A4 sides in total. In addition please submit your CV. Applicants should provide contact details for two references and we will seek your permission before making direct contact with any referees. Please note that it is likely we will take up at least one reference for candidates progressing to second interview, prior to making an offer. Please address your application to Lucy Whitby (General Manager) and submit it by , with the subject ADMINISTRATOR to recruitment@punchdrunk.org.uk by 12noon on Thursday 30 th March Shortlisted candidates will be notified by Thursday 6 th April 2017 for interviews on Monday 10 th April Second round interviews will be held on the afternoon of Thursday 13 th April As an Equal Opportunities Employer, Punchdrunk welcomes applications from all sectors of the community, regardless of gender, age, race, sexuality or disability

5 and makes appointments based solely on ability to fulfill the duties of the post. Candidates who are shortlisted for interview will be given the opportunity to specify any access needs so that appropriate arrangements can be made. Please complete a short online equal opportunities monitoring form, accessible via the following link HERE. All information will be treated in confidence and will not be seen by staff directly involved in the appointment and used only to provide information for monitoring and evaluation purposes. RECRUITMENT TIMELINE Deadline for applications: 12 noon on Thursday 30 th March 2017 First Interview: Monday 10 th April 2017 Second Interview: Thursday 13 th April 2017, pm Contract commences: as soon as possible APPLICATION QUESTIONS Please answer these questions (maximum 2 sides of A4). In your answers, please link back to the job criteria and be as specific as possible, giving examples wherever appropriate. 1. With reference to the job description please provide examples of the following: (a) your administrative experience to date and how it applies to this role. (b) how you have effectively manage and prioritise multiple workstreams and demands with shifting deadlines. (c) your accounting and budgeting experience. (d) your experience of communicating with and managing relationships with wide ranging contacts, including stake holders, contractors, suppliers, and your colleagues. 2. Further personal statement This is your opportunity to tell us anything in addition to the above which you feel demonstrates your suitability to the role.