Administator Job Pack November 2019 - Paines...

Paines Plough Ltd 2nd Floor, 10 Leake Street SE1 7NN tel +44 (0) 20 7240 4533 e-mail [email protected] web:www.painesplough.com Registered charity No. 267523 | Registered company in England and Wales No. 1165130 | VAT No. 156 8615 38 | ITC Member

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Hello!

We are looking for an Administrator to join our team here at Paines Plough.

The Administrator is vital to holding all of Paines Plough together and supporting our busy programme.

Do you like organising things, numbers and spreadsheets all whilst being part of a creative environment? Excellent. Please take a read of the full pack below, we can't wait to hear from you.

This is our team…some of us at least!


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How to Apply

To apply, please submit a completed application form via email with subject line: ‘Administrator application’ to [email protected]. Please do not attach any additional information to your application form. CVs will not be considered.

Deadline for applications is 10am on Monday 9th December 2019. Interviews will take place on Friday 13th December 2019. Please let us know any availability issues in your email. Guidance Notes for Applicants The Application Form is your opportunity to tell us specifically why you wish to apply for the vacancy and what makes you suitable for the role. It is important to demonstrate that you have the knowledge, skills and experience set out in the person specification. With this in mind, if you don’t think you explicitly meet all the criteria, tell us what transferrable skills and experience you do have that would still make you great for the role.

Shortlisting and Interviews

When shortlisting we are looking at how closely your application meets the criteria set out in the person specification. We will reply to all candidates via email, regardless of whether you have been shortlisted or not. Offers

All offers are made subject to satisfactory references, proof of identity, address and eligibility to work in the UK.

If you have any questions about the application process, specific requirements or would like to talk to us about the role, please contact Svetlana Karadimova, Admin and Finance Manager, [email protected] or call us on 020 7240 4533.

If you would find it easier to complete this application in another format please get in touch.


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About Paines Plough

Hello. We're Paines Plough. We champion, develop and nurture exceptional new writing, connecting with people and communities across the UK. Whether you’re in Swansea or Sheffield, Glasgow or Gloucester, a Paines Plough show is coming to a theatre near you soon. "The lifeblood of the UK’s theatre ecosystem." The Guardian Paines Plough was formed in 1974 over a pint of Paines Bitter in the Plough pub. Since then we’ve produced more than 130 new productions by world renowned playwrights including Stephen Jeffreys, Abi Morgan, Sarah Kane, Mark Ravenhill, Dennis Kelly, Mike Bartlett and Kate Tempest. We’ve toured those plays to hundreds of places from Brisbane to Bristol to Belfast. This summer Charlotte Bennett and Katie Posner became Paines Plough’s new Artistic Directors and we are setting our vision for the coming years! "That noble company Paines Plough, de facto national theatre of new writing." The Daily Telegraph Each year nearly 30,000 people see a Paines Plough show or take part in one of our events and activities. We take our work to theatres across the UK, to village halls, music festivals and student unions, and tour with our own pop-up theatre ROUNDABOUT. Our small-scale work tours to over 30 locations nationally, while ROUNDABOUT hosts a jam-packed Edinburgh Festival Fringe programme before heading on a nationwide tour where it brings a festival of work to communities. Going forward we are renewing our commitment to growing mid-scale work and using this to evolve the British theatre canon so that it becomes truly inclusive and representative of our society. We also publish plays online on our smartphone app COME TO WHERE I’M FROM, available free on iOS and Android. It features over 150 short audio plays from Olivier Award winners to first time writers. Check it out! "I think some theatre just saved my life." @kate_clement on Twitter


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Job Description

Role: Administrator Responsible to: Administration & Finance Manager

Responsible for: Administrative work placements, trainees and volunteers

Role Overview The Administrator is key to supporting the running of Paines Plough. You will work across all company activities, providing vital administrative and financial support. You will work especially closely with the Administration & Finance Manager to ensure the day-to-day running of Paines Plough’s financial, administrative and HR processes. We hope the successful candidate will have a passion for new plays and touring. Training and support will be provided for the right candidate if necessary.

Main Duties and Responsibilities Company and Office Administration

• Act as a welcoming first point of contact for all enquiries and visitors. • Support good communication across the organisation, taking responsibility for

maintaining day-to-day administrative systems. • Be responsible for general office management, including filing and archiving, mail,

organising deliveries, housekeeping, office consumables. • Oversee service and utilities contracts to ensure office facilities are maintained to a

high standard. • Assist with team IT queries and liaise with the company’s external IT support. • Maintain and develop the company databases, including Salesforce, the annual

Company Schedule, Production Metrics and Show Progress Chart. • Support in meeting reporting requirements and preparing reports for submission to

funders, Companies House and the Charity Commission. • Coordinate and minute company meetings and organise events. • Manage invitations to external productions, circulate them to the team.

Finance

• Ensure the company adheres to its financial controls and authorisation processes. • Process invoices, make weekly payments and deposit cheques/cash as required. • Maintain accurate and timely records for internal finance systems. • Be responsible for petty cash; issuing and logging transactions and managing

monthly reconciliations. • Manage the monthly reconciliation of credit cards and accounts statements. • Support the Administration & Finance Manager to ensure supplier accounts are up

to date. • Be responsible for freelance staff payroll. • Ensure compliance with VAT and international tax regulations.


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Human Resources

• Maintain accurate and up-to-date HR records, including logging annual leave and TOIL.

• Assist with recruitment and on-boarding of new staff, work placements and trainees. • Co-ordinate and manage the staff theatre ticket allowance and budget. • Support in ensuring all handbooks, policies and risk management processes are

appropriately up-to-date and communicated to all permanent and temporary staff. • Act as one of the company’s designated fire marshals and first aiders. • Act as the company’s appointed Health and Safety officer.

Literary, Production and Open Auditions

• Be responsible for managing unsolicited script submissions, including corresponding with writers and distributing scripts.

• Co-ordinate Open Auditions and manage all related communications. • Ensure programme accessibility, including arranging accessible performances and

training, encouraging best practise, managing access organisation relationships, and being a point of contact for access users as necessary.

General

• Attend weekly company meetings. • Attend company previews, events and press nights as required. • Be an enthusiastic advocate of Paines Plough and have a thorough understanding

of the company’s vision, misson, values and aims. • Always act in Paines Plough’s best interests. • Uphold and implement Paines Plough's policies outlined in the Staff Handbook.


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Person Specification Essential Criteria • Experience of working in an administrative capacity and of overseeing bookkeeping

and financial administration. • A high level of organisational skills and proven ability to prioritise a wide variety of

tasks with effective time management in order to meet deadlines. • Strong numeracy, experience of handling money and working with finances. • A high level of accuracy and attention to detail. • Proven ability to communicate in a timely and professional manner with a variety of

stakeholders. • Knowledge and ability to work with computer systems and programmes, especially

Microsoft Office. Qualities and Behaviours • Enthusiasm for theatre, particularly new writing. • A friendly and approachable attitude. • High level of self-motivation and ability to take initiative. • Ability to work under pressure and maintain a positive outlook in challenging

circumstances.

Desirable Criteria

• Experience of working in the arts. • Experience of using QuickBooks or other accounting software. • Knowledge of CRM systems and understanding of monitoring and evaluation. • A knowledge and understanding of the theatre industry, in particular Paines Plough’s

work. Don't worry if you don't meet all of these criteria - tell us what skills you do have that would make you good for the job. Paines Plough strives to be an equal opportunities employer and we are committed to working towards a more diverse and inclusive theatre industry. We welcome and encourage applications from people from all backgrounds and walks of life. We particularly encourage applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates, as staff from these groups are currently under-represented within our team


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Terms and Conditions

Salary: £21,500 per annum (to be reviewed following probation)

Contract: Full-time, fixed-term for a period of one year

Pension: Auto-enrolment in our company pension scheme with 5% employer contribution and 5% employee contribution (on completion of probation).

Holiday: 20 days per year plus authorised public holidays. In addition the period between Christmas and New Year is generally given as holiday.

Hours: Normal office hours are between 10am and 6pm, Monday to Friday, with one hour for lunch. Additional hours may be required to fulfil the requirements of the post, including some evening and weekend work for which no overtime is payable. Paines Plough operates a time off in lieu policy.

Location: Our office is based in Central London with the exception of August when we relocate to Edinburgh. Travel out of London may be required on occasion as part of this role. All work-related travel and accommodation will be covered by Paines Plough.

Probation: Three months

Benefits: Season ticket loan scheme Bike to work scheme

Theatre ticket allowance Training and professional development opportunities

Notice period: During the probationary period, three weeks’ notice on either side is required. After completion of the probationary period, two months’ notice on either side is required.

Administator Job Pack November 2019 - Paines...

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