Assistant to the Directors - Application Information Thank you for your interest in the post of Assistant to the Directors at Bristol Old Vic The contents of this pack include: Information about Bristol Old Vic A job description including person specification Application form Equality and Diversity Monitoring Form Guidance notes How to Apply Please complete the application form. Please refer directly to the job description and person specification in your application. Do not enclose a CV with your application. We would be grateful if you would also complete the Equality & Diversity Monitoring form and attach to your application. This will be separated from your application before shortlisting. Your application should be addressed to: Jane Edwards Reynolds (HR & Company Administration Manager) Please submit your application by email to: jobs@bristololdvic.org.uk OR You can submit your application by post to: Jane Edwards Reynolds HR Manager Bristol Old Vic King Street Bristol BS1 4ED Please mark your email/envelope: AD Job Application (Please note -If you have submitted your application by email, you do not need to send us a hard copy too). The closing date/time for applications is Wednesday 4 April 2018 at 12 noon no late applications can be accepted as shortlisting will take place immediately after applications close. Receipt of your application will be confirmed by email. Interviews scheduled for: 11 and 12 April We look forward to hearing from you. Correspondence Address: King Street, Bristol BS1 4ED. UK Telephone 0117 949 3993 Box Office 0117 987 7877 admin@bristololdvic.org.uk www.bristololdvic.org.uk Bristol Old Vic and Theatre Royal Trust Limited: a company limited by guarantee Registered Office: Narrow Quay House, Narrow Quay, Bristol BS1 4QA Registered Company number 756007 Registered Charity number 228235. VAT number 752 786300
MISSION To delight, surprise and inspire the people of Bristol and beyond with excellent live theatre in an environment of creativity, welcome and adventure. ABOUT US Bristol Old Vic is the longest continuously-running theatre in the UK and following a recent 12million redevelopment project, is now one of the most modern and comfortable with state of the art rehearsal rooms, a dramatically extended forestage and precision-engineered sightlines giving audiences an even more intimate theatrical experience. We are now completing the next phase of the redevelopment, which will result in a Front of House space worthy of our customers. It will be a beautiful combination of historic and new architecture; spaces that you might simply want to come and spend time in with your family and friends, and places that you might want actively to explore as we develop ways to tell our 250+-year history through new artworks and activities Our mission is to create pioneering twenty-first century theatre in partnership with the people of our energetic city; inspired by the history and magical design of the most beautiful playhouse in the country. We are led by artists who see the world with distinctive clarity and whose ability to articulate what they see allows us to understand and engage with our world afresh, whether that be through our 350-strong Young Company, our many outreach and education projects or helping ascendant artists by nurturing the spark or seed of an idea into something fully-formed. We are publicly funded by Arts Council England and Bristol City Council, using that investment to support experiment and innovation, to allow access to our programme for people who would not otherwise encounter it or be able to afford it and to keep our extraordinary heritage alive and animated. With the support of our stakeholders we want to: Create excellent theatre for a local, regional, national and global audience Ensure that everyone in the region has the opportunity to experience and be inspired by our work, including those who would not otherwise encounter it or be able to afford it Create real opportunities for the emerging talent of Bristol and the Region to find their voices and express their unique views of the world To open opportunities for every young person in the region to participate in our activities and embed creativity at the heart of their learning experience Articulate, animate and be always open to inspiration from our extraordinary heritage Belong to and engage with the whole city of Bristol Ensure that our business is flexible, resilient and environmentally sustainable We strive to be welcoming, professional and boundlessly curious; playful, ambitious and rigorous; resourceful, honest, and generous; collaborative, Bristolian, world class and bold. We try to remember at all times that everything we do is an experiment, that uncertainty makes discovery possible and that it is our job to explore rather than to define.
JOB DESCRIPTION Job Title: Responsible to: Purpose: Assistant to the Directors Chief Executive and Artistic Director To provide administrative support to the Chief Executive and Artistic Director, being their first point of contact, and ensuring the smooth coordination of their working day. To support the administration of the Producing Department, whose work closely overlaps that of the Directors. Main Duties and Responsibilities Coordinating and organising an effective administrative process for the work of the Chief Executive and Artistic Director (the Directors). Providing day-to-day support to the Directors including running their diaries, booking travel and arranging internal and external meetings as necessary. Preparing paperwork for internal and external meetings, liaising with internal and external colleagues as necessary, ensuring you sufficiently brief the Directors for their working day. Taking minutes for internal meetings as required. Acting as the first point of telephone contact for the Directors office. Welcoming guests and providing refreshments for visitors. Responding to correspondence and enquiries promptly and courteously and take accurate messages. Booking travel and accommodation and production tickets for the Directors. Co-ordinating and collaborating on internal arrangements for press nights and VIP Functions. Providing background research for the Artistic Director on aspects of the Artistic programme. Supporting the Chief Executive with Corporate Relations, maintaining an overview of the organisation s network, ensuring that you respond to invitations and appropriate staff members attend events. Regularly attending shows at the theatre and keeping up to date with contemporary theatre. Manage expenses and financial administration of the work of the Directors. Maintaining and accurately filing records of creative projects and artistic and working notes of the Artistic Director Supporting the Producing Department You will support the Producing department by co-ordinating the following: Administration of Inspiring Visitors contracts. Programme Memo Tracker Bristol Old Vic Productions creative contracts Arranging the travel and accommodation for Bristol Old Vic Productions creatives. Administrate the expenses of the Producing team
Supervisory Responsibilities There are no formal supervisory responsibilities, but occasionally the need to oversee and support the work of interns or those on work placements. General All Bristol Old Vic share the following responsibilities: To work for the benefit of the whole organisation. To comply with all Bristol Old Vic policies including Equalities, Safeguarding, RESPECT Charter, Health and Safety and other policies included in the Staff Handbook. To attend regular staff meetings and other departmental meetings that may be arranged. To keep up to date with the activities of the organisation. Undertake additional duties as may reasonably be required. Attend any training that may be mutually agreed on for the development of the post. The above list of job duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks within the scope and grading of the post. The Job description will undertake a regular review to ensure the accurate representations of the post. Terms & Conditions Salary: Hours: Holidays: Pension: Notice: 16,500 per annum, paid monthly by BACS A full time role based on a 35-hour week. Due to the nature of the role, there will sometimes be a requirement to work additional evenings. There is no overtime paid and no formal time off in lieu system except in agreement with the line manager. 5.6 weeks (including bank holidays) initially, rising to 6.6 weeks (including bank holidays) after five years service. It is the law that, depending on your age and level of earnings, we may be required to automatically enrol you into a workplace pension scheme where both you and the company will be required to make contributions (auto enrolment pension scheme). After a three-month (12-week) probationary period (during which notice is one week on either side), four weeks notice on either side.
PERSON SPECIFICATION ASSISTANT TO THE DIRECTORS Attributes Essential Desirable Education/Training Evidence of higher education achievement above A Level or equivalent Good administration, numeracy and IT skills (Word/Excel/Powerpoint) Knowledge/Experience Personal Skills & Attributes High standard of written English Some demonstrable professional experience in an arts administration role Good working knowledge of national contemporary theatre scene Passion for theatre and working with theatre makers in a creative and collaborative environment Experience of working with budgets/expense trackers Confident telephone manner Ability to deliver to deadlines Strong interpersonal skills Ability to work independently and self-motivate when required Ability to work as part of a team Exceptional organisation skills and flexibility Positive and logical attitude to problem solving Patience and a calm approach Good sense of humour A confident and proactive approach to the challenge of working with a wide range of artists and agents. Good time management and the ability to juggle priorities. A keen sense of accuracy and attention to detail Flexibility in working times (occasional evenings and/or weekends) Experience of proofreading /copy editing Experience of Programme administration/contract preparation Experience of accommodation/overseas travel booking Experience of high level diary management