Situated in the beautiful and historic town of Richmond-upon-Thames, Richmond Theatre has established a reputation for quality and diversity in its programme.

We are seeking a highly organised individual to take on the role of Administrator.You will work closely with the General Manager and Deputy General Manager to undertake all administrative duties associated with the effective running of the venue, including all responsibilities with regard to Personnel issues, as well as playing a key role in the day-to-day financial concerns of the venue. In addition you will be responsible for generating ancillary hires and events, including local hires, filming and weddings.

This is a demanding role but ideal for anyone looking to pursue a career in venue management.
PERSON SPECIFICATION

Essential:Experience and evidence of working in a busy administration environment
An excellent communicator and exceptional team player
A creative and innovative thinker, able to work on own initiative
An ability to multi-task, manage own workload and keep to deadlines in a fast paced environment
An enthusiasm for live theatre, and actively engaging in all areas of the operation
Desirable:A minimum of 12 months experience in a similar role
MAIN PURPOSE:

To provide a high-level administrative service to ensure the smooth running and efficiency of the Administration Department of Richmond Theatre.
To be responsible for generating ancillary hires and events, including local hires, filming and weddings.
KEY RESPONSIBILITIES
Administration:To provide a continuous high standard of administrative service to the General Manager, Deputy General Manager and to other RT and ATG Managers as required, prioritising work to meet all deadlines.
To deal with and act upon written correspondence and telephone messages, confidential filing, arranging meetings and liaising with external guests.
To organise various meetings as required, circulating agendas and relevant papers, and to take/circulate the minutes if necessary.
To be proficient in the use of all office equipment and ensure that it is maintained.
To ensure that the Richmond diary is maintained and organise Operations Meetings.
To ensure that filing is carried out regularly and files are kept up-to-date.
To implement regular housekeeping duties on computer and email system to ensure memory space is kept to a premium and back-up disks are regularly kept up-to-date in case of system error.
To oversee feedback, administrating comments and complaints, and to report on these at relevant meetings.
To oversee accident, incident and Near Miss reports, and to report on these at relevant meetings.
Finance
In conjunction with the General Manager:To liaise with Woking Accounts when necessary with regard to invoicing, advance payment requests and
any other matters relating to monthly budgeting.
To send contra information to the accounts department in a timely fashion and check the final settlements against contract and additional information when produced. To deal with any production queries arising from the contra accounts.
To maintain the relevant administration and staff welfare budgets.
To monitor the reconciliation of Petty Cash on a regular basis.
PersonnelTo process offer letters for new staff and, after acceptance, issue a Contract of Employment, starter pack, apply for two work related references as necessary to satisfy company procedures and insurance company requirements, and chase if necessary to ensure all employment conditions are met.
To complete and maintain all personnel administration.
To administer all documentation relating to external training courses i.e. initiate all documentation to trainers/trainees, organisation of room set-up, hospitality etc.
To organise and provide induction training for all new staff.
To ensure that staff payroll details are in place for payment of wages and salaries and that appropriate records are maintained.
In conjunction with Department Heads to identify training needs arising out of staff appraisals and review meetings, to liaise with the HR department and book staff onto relevant courses.
Hires & EventsIn conjunction with the General Manager, Technical Manager and FOH Manager, to organise the hiring of the theatre for performances, galas, charity events, filming, photoshoots, weddings etc and to coordinate the hiring by liaising with Department Heads.
To actively promote the venue as available for all forms of hires and to maintain positive relationships with all hirers and promotional persons.
Other DutiesIn conjunction with the Deputy General Manager to act as a point of contact in the General Manager's absence.
To attend and contribute to regular Access, Operations, SET and weekly HODs meetings.
To adhere to all Health & Safety procedures to minimise the risk of injury and accidents.
To attend training courses as required in order to further self-development.
Such other duties as necessary to ensure the smooth running of the Administration Department and to aid the efficiency of Richmond Theatre and The Ambassador Theatre Group.