Introduction
Built in 1792, the Theatre Royal in Dumfries is the oldest theatre in Scotland. Within its walls are 220 years of social, literary and dramatic heritage, woven together to create an historic legacy both for Dumfries and for the whole of Scotland. The theatre has been owned and managed since 1960 by the Guild of Players, a Scottish Charity and Company Ltd by guarantee. A major refurbishment in 2015 at the Theatre Royal Dumfries has allowed the Guild of Players to considerably expand its community and education programme.
Key tasks
Manage organisational and departmental budgets, invoicing, cash flow, book-keeping, cash handling, petty cash, banking, and financial reports for the Theatre Director, Management Board and funders.
Book-keeping, using the Sage Accounting system.
Organise all office management, IT and phone systems in conjunction with the appropriate consultants / suppliers. Create & maintain appropriate administration and communication systems.
Negotiate new IT support contract.
Assist the Theatre Director, including deputising for them, as required.
Act as line manager to the Operations Manager & Marketing Officer.
Maintain and operate all HR systems in consultation with the Theatre Director and Board.
Liaise with the GoP Board Directors, Master of the Guild of Players, Guild Council, Board sub-committees, volunteer and paid staff and officers, to ensure efficient operation and communication between all departments.
Attend internal meetings as required and provide secretarial support for the Board (usually monthly Board meetings) and its sub-committees.
Assist with Guild of Players Membership administration.
Contribute to and provide admin support for ongoing funding- grant applications/ sponsorship / fundraising.
Manage and maintain Training / Health & Safety systems & records with advice from the Theatre Director, and in consultation with the Technical contractor and our H&S Consultant. This will include service contracts and inspections/ certification.
Liaise with producers & artists including drafting show contracts from bookings sheets and standard templates.
Manage and develop room hire and costume /prop hire business.
Deal with enquiries, Incoming mail & messages appropriately.
General office tasks, eg ordering stationery, janitorial supplies, waste disposal including skip hire & permits.
Manage and maintain all Insurances and licences including PRS/PPL, Theatre Licence, TV licence, and Premises Licence.
Ensure the theatre is compliant with all relevant legislation, including fire regulations by reporting impending changes or recent breaches in-house.
Management of COVID regulations for all participants, visiting companies, contractors, volunteer and paid staff.
Manage repairs, maintenance and cleaning of the building by relevant staff, volunteers and contractors, including keeping full records.
Negotiating trade deals and organising tenders.
Undertake regular building maintenance & safety checks.
Act as a mentor & undertake training for interns, students and volunteers.
(The duties listed above are not exhaustive, and the postholder may be required to undertake other duties consistent with the job purpose).
Essential skills and experience
A minimum of 2 years’ experience in a business-related environment and/or administrative post.
Experience of leading and energising a small team of staff and working with volunteers.
Excellent communication and presentation skills.
Good interpersonal, negotiation and influencing skills, capable of dealing with both internal and external customers comfortably.
Ability and experience of working as part of a team.
High standard of written English, ability to state a case clearly, logically and concisely.
Good standard of numeracy, budgeting and financial awareness.
Experience of working with accounts, budgets and fundraising.
A proven high standard of IT skills including Microsoft Office Packages
Desirable skills and experience
Experience of volunteer run organisations.
Web content management and social media skills
Educated to degree level in a relevant field.
Experience of working with Sage accounting software.
Proven experience of and passion for the Performing Arts.
Hours and leave
The post will involve occasional weekend and evening work, including the monthly evening Board meeting. Additional hours will be required during busy periods and may be redeemed as time off in lieu.
A PVG check will be completed for the successful applicant
