BOX OFFICE ASSISTANT MANAGER

Transcription

1 Tricycle Theatre Company Limited trading as The Tricycle JOB DESCRIPTION BOX OFFICE ASSISTANT MANAGER ABOUT THE TRICYCLE Mission Statement: To present accessible work of the highest standard in theatre, cinema and visual arts, with a distinct voice responding to the local diverse community as well as maintaining a national and international profile. Educational work has the highest priority. Theatre: Seats 235, presenting both Tricycle and visiting productions for runs of usually four to six weeks and childrenʼs shows on Saturdays from September to June, plus schools performances and Sunday Events. There is also a Rehearsal Room for in-house productions and outside hire. Cinema: Seats 290, showing independent first run European and American films, changeover each Friday, plus a Saturday Family film slot, Thursday & Friday Matinees, Weekend World films, specialised Film Festivals, Charity Premieres & fundraising Q & Aʼs. Art Gallery: Exhibitions of five to six weeks with a particular focus on showcasing new and innovative visual art. Selected from submissions from around the UK, particularly focusing on practitioners of diverse backgrounds and artists in the Brent area. The Paint Box is run by the Artist in Residence offering tuition in painting and drawing, mainly for young people, in formal classes and as a drop-in facility. Education & Social Inclusion Programme: Linking all three art forms in a programme of workshops, outreach and training projects taking place in the James Baldwin Studio, the August Wilson Creative Space and the Paint Box, working with children and young people aged 18 months to 26 years, & occasionally older. The attractive, welcoming and accessible building also offers a Bar & Café, and is open 52 weeks a year, 7 days a week. For more details of the programme & photographs of the building go to 1

2 JOB DESCRIPTION BOX OFFICE ASSISTANT MANAGER The Box Office team comprises the Box Office Manager, the Assistant Box Office Manager, two/three Box Office Supervisors and a pool of approximately eight Box Office Assistants. The Box Office Manager is responsible to the FOH Business Manager for operational matters & to the Marketing Director for marketing matters. They in turn are responsible to the General Manager & the Artistic Director. Operational links are also maintained with the Finance Department, Education Department, Development Department and the House Managers. The Box Office Manager is responsible for the smooth & efficient running of the Box Office on a day-to-day & long term basis. The Tricycle uses ProVenue Databox ticketing software & there are two sales areas to be staffed one in the Theatre Foyer and one in the Cinema Foyer. The Box Office Manager is the lead officer for the programming & efficient functioning of the Box Office systems. Over the next few months the Tricycle will replace ProVenueDatabox with Spectrix. Hours of work will normally be 30 hours per week on a shifting rota. In addition there is an option of committing to an additional 8 hours work per week providing support for the Development Department in the upkeep of the Members Database. MAIN DUTIES and RESPONSIBILITIES are: Together with & in liaison with the Box Office Manager To sell tickets and take bookings for all Tricycle events in person, by post, by telephone, fax, and on the website, following the agreed procedures, and to actively sell merchandise. The Box Office processes in the region of 1.5 million per annum in ticket sales, workshops, memberships, merchandise, etc. To programme the system with all relevant shows and ticket sales information, sales reports, spreadsheets, etc within the time scales agreed. To liaise with ProVenue Databox on the day to day working of the systems ensuring that any technical problems are rectified as quickly as possible and in the most cost-effective manner. Equipment faults are similarly to be dealt with in a timely manner, usually through the Tricycleʼs IT support. To actively engage with the installation of Spectrix & support the Box Office Manager & team with regards to the new system, training, etc. 2

3 To liaise with the Box Office Manager on the day to day working of the Box Office equipment, ensuring that any technical problems, or equipment faults are rectified as quickly as possible and in the most cost-effective manner. To liaise with the Box Office Manager on the daily banking and to investigate and resolve any discrepancies and problems arising out of the transactions. To invoice schools, organisations, and individuals as required and to ensure payment is received within an appropriate time scale. To liaise with the Marketing Director & Marketing Manager regarding changes to programming information and special offers etc. To produce the relevant reports on events as requested by the management (usually the General Manager, the Finance Manager and the Education Director), film distributors, visiting companies etc. In collaboration with the Box Office Manager, maintain a rota of Box Office Staff to cover all necessary hours that the Box Office is open, with due regard to busy periods while keeping in mind the budget available, and to ensure that clear records are kept for wages purposes. To train and supervise the Box Office team in the relevant booking procedures ensuring that they maintain accurate cashing up, credit card reconciliations and the pulling of daily sales reports etc. To ensure that reservations, group bookings, mailing list requests and merchandise sales are processed efficiently and that all monies are received within the time scale laid down. To handle efficiently all dealings with Ticketweb, the Half Price Ticket Booth, Lastminute.com, Theatre Tokens, and liaise with the Finance Department as necessary. To receive and process Gallery and merchandise sales on the Box Office system, keeping detailed records as required To keep up to date the Box Office Manuals and to formulate and maintain Box Office administrative systems and ensure that they are adhered to by all staff. The senior management or Auditor must approve changes to the current systems as appropriate. To answer queries in person and on the telephone and deal with problems and complaints in the first instance. 3

4 To act as a receptionist when serving at the Box Office window, receiving visitors and customers & dealing with incoming & outgoing deliveries, using the laid down system. To keep-up-to-date regarding shows and events at the Tricycle and to communicate that knowledge to the general public, staff and visiting companies. To immediately inform the person responsible of any malfunction of the telephone system, fax, internet (ticket web), etc To ensure that all members of the Box Office staff maintain the appropriate standards of behaviour, dress and courtesy towards the public and staff at all times. To maintain rigorous records of any complimentary tickets. To be aware of the fire evacuation and Health & Safety requirements and report any problems to the Duty Manager. To attend weekly staff meetings wherever possible. To attend training courses as mutually agreed. To provide weekly or monthly report or as requested by the Artistic Director & General Manager, copied to HoDs for information. To give adequate notice & make suitable arrangements to cover planned absences. To be aware at all times of the Companyʼs charitable status & operate accordingly. To abide by and contribute to the Equal Opportunities Policy at The Tricycle. To work with trainees/interns/work experience students as arranged. And any other duties as are mutually agreed. 4

5 TERMS & CONDITIONS Hours: Hourly Rate Minimum 30 hours per week per hour Extra Payments For Overtime: Bank Holidays double time. Holiday: Sick Pay: Trial Period: Notice: Pension: Four weeks paid holiday per year based on average of the hours worked the previous 13 weeks. Four weeks per year based on average of the hours worked the previous 13 weeks. Three months, during which the notice period will be one week. One month from either Party after successful completion of trial period. The Tricycleʼs Stakeholder Pension Scheme Provider is Norwich Union. Subject to minor alterations. Updated November