Arts Administrator - Derby Theatre

This role will be based on site, primarily in the named location. We have one simple promise – to make a positive impact. Through our ground-breaking research, teaching excellence and commitment to sustainable living, we are changing lives for the better. The University of Derby is a modern university with a modern outlook. Everything we do is driven by delivering excellence and opportunities for our students, our staff and our region.

We have some of the best university facilities in the UK and achieve outstanding results for our teaching and research and have been awarded Gold in the prestigious Teaching Excellence Framework (TEF) 2023 – making it one of the top universities in the country recognised for its outstanding student experience and student outcomes. Financially strong and seriously ambitious we offer our employees an inclusive culture that centres itself around staff wellbeing, where you can be confident you will receive all the help and encouragement you need to build a rewarding career with lots of opportunities to enhance your skills.

At Derby Theatre, we are a charity and a National Portfolio organisation for Arts Council England, and we’re known for artistic excellence. We’re committed to education. And we believe that theatre can change your life. Previously Derby Playhouse, we have a long and important theatrical history. As Derby Theatre, we work in partnership with the University of Derby and are a home for higher education students. We produce new plays and projects, collaborate with artists and local people, and offer training for young people too, with opportunities for learners of all ages. It’s all about empowering people to tap into their potential and achieve.

To provide general administrative support for Derby Theatre, with a focus on providing direct support for the Leadership Team and supporting the HR function of the organisation. The role also ensures Derby Theatre meets the needs of all its users as efficiently, safely, and cost effectively as possible in a smooth and efficient manner.

Please note you must be at least 17 years of age to apply for this role. The anticipated interview date is Wednesday 29th April.

To be successful in this role; you will demonstrate excellent organisational and administrative skills, with an eye for detail. You will have excellent communication and interpersonal skills, written and verbal, with an ability to work well with people at all levels within the organisation. Trustworthy and discrete in dealing with confidential and sensitive information, with the ability to demonstrate high levels of confidentiality; you will also be able to work under pressure, managing time and priorities and taking a proactive approach.

What should I expect if I am invited to an interview? We aim to make the interviews as accessible and engaging as possible, and we want you to talk about yourself and your work experience in a relaxed and friendly setting. We believe an interview is a chance for you to find more information about the role, us as an organisation and for you to get a sense of whether this is the right environment for you. With this in mind, we have designed an interview process which will enable potential candidates to meet members of the team and partners, see some of the spaces you might be working in, and of course a chance to talk about you and your work experience.

To provide administrative support across all HR areas including: placing adverts, and processing, ensuring GDPR compliance; supporting managers with the recruitment process and arranging inductions; acting as an interface between the University’s and Theatre’s HR systems; and scheduling annual performance reviews. To keep abreast of changes to relevant Union Agreements, including BECTU and Equity, and to disseminate these to staff as appropriate. To administrate DBS (Disclosure & Barring Service) checks where required. To maintain a file of the theatre’s policies and procedures and a rolling timetable for reviewing these. To ensure the staff handbook is up to date, all staff are informed of new changes etc. To track all HR statistics and recruitment data and to report on these regularly to Workforce meetings and SMT.

To support the work experience programme through administration of applications, interviewing candidates and scheduling a suitable programme of work whilst supporting to facilitate the programme, acting as a point of contact for the young people during their visit.

General Office Systems & Administration

To provide administrative support for internal theatre meetings, including: Board, Senior Management Team, workforce meetings, the Equality, Diversity and Inclusion meetings. This includes collating and circulating papers, booking meeting rooms and producing minutes. To ensure effective monitoring systems are in place for external reporting, and issue and collate stats (such as equalities and diversity) as and when required, such as the Arts Council England Annual Survey. To manage the diary of the CEO/Artistic Director, Creative Learning Director and Executive Director where needed arranging meetings, insurance and accommodation and undertake administrative tasks for the Leadership team and SMT as appropriate. To ensure stationery and supplies in the office are up to date and in order, ensuring the printers and IT are in working order, liaising with the IT team as required and to order cleaning supplies. To send POs and contracts as required and to support freelancers and artists in setting up on the finance system as required.

Stage Door

To welcome artists, creative teams, visiting companies, contractors and other non-public visitors to the building at Stage Door and to fulfil the Stage Door function: acting as first point of contact for performers, creative teams and touring companies, providing relevant information, issuing access passes etc. The Administrator should spend a minimum of 2 days a week on stage door and fill in when required. To provide administrative support for the Stage Door function, e.g. creating sign-in sheets, updating ‘All Staff’ email group, distribution of access cards, stocking up the green room etc.

General

To support and cover the other members of the administration team covering when on holiday etc. (arts administrator (creative programmes)). To actively support and promote Derby Theatre’s Learning Theatre model, including a commitment to engage with the University of Derby’s Theatre-related higher education provision; to contribute to learning opportunities such as work experience, placements, and the theatre’s role as a learning environment. To keep up to date with developments in the industry as they relate to your role, and to contribute to the overall development of the department and organisation. To undertake duty management and box office duties if required. To take an active role in the team and staff as a whole, and to attend team, departmental or cross-organisation meetings as required. To ensure that Derby Theatre’s policies, procedures and ethos are observed in every area of the department’s work, and to ensure that General Data Protection Regulations are adhered to as they relate to your role. To contribute to the development of departmental policies and practices. To act always in the best interests of Derby Theatre, protecting intellectual property and confidential information at all times. To carry out any other duties as may reasonably be required from time to time, commensurate with the level of the post.

The job description for this position may be reviewed and amended to incorporate the future needs of the department and the organisation. This job description is intended as a guide to the nature of the work required of this position, it is neither wholly comprehensive nor restrictive and is subject to review.

Excellent organisational and administrative skills – the ability to set up, maintain and improve administrative systems and processes. Excellent written communication skills with a high level of accuracy and eye for detail. Excellent interpersonal skills and verbal communication skills – ability to engage and nurture relationships with visitors and colleagues at all levels. Computer literate in Microsoft Office: Word, Excel and Outlook and ability to learn new systems, e.g. Artifax, quickly. Trustworthy and discrete in dealing with confidential and sensitive information with the ability to demonstrate high levels of confidentiality. Ability to contribute to a team and work well with people at all levels within an organisation. Positive, can-do attitude and willingness to embrace the ethos and values of Derby Theatre. Ability to work on own initiative and take a proactive approach. Ability to work under pressure – managing time and priorities to plan workloads effectively and meet deadlines. Keen interest in the arts generally and enthusiasm for the work of Derby Theatre.

Business requirements Experience

Experience of using management tools/systems e.g., room booking (Artifax), HR or finance (Oracle) to support administrative processes. Previous experience of administration, not necessarily in an arts organisation. Experience of supporting a Senior Leadership Team and/or as a Personal Assistant (PA) including diary management.

Skills, knowledge and abilities

Ability to effectively collate, manage and report on statistics and data (such as equality and diversity) and an understanding of data protection as it relates to your role.

Please refer to the job description for Derby Theatre benefits. Please note benefits from University of Derby do not apply.

For further information and informal enquiries regarding the role, please contact Laura Winson, Head of Development via l.winson@derby.ac.uk. For enquiries regarding your application and for sponsorship eligibility, please contact the recruitment team via recruitment@derby.ac.uk.

The Theatre is unable to sponsor the employment of international workers under the Skilled Worker route for this role; however, applications are welcome from candidates who are able to demonstrate an alternative right to work in the UK. If you are successful, you will be required to undertake a Disclosure and Barring Service (DBS) check. Any information you provide will be treated in confidence and only used when considering your suitability for the post. To enable us to process your DBS check please ensure you are able to supply the documentation listed on the DBS website at interview stage.

Equity, diversity and inclusion

At Derby Theatre we aim to actively champion and celebrate diversity in all its forms. We are committed to equality of opportunity for all of those we work with and applications from individuals are encouraged regardless of age, caring responsibilities, disability, gender, marriage and civil partnership, pregnancy and maternity, race, religion or belief and sexual orientation. We positively encourage disabled people, people of African or Caribbean heritage, South Asian heritage, East Asian heritage, West Asian heritage, Central Asian heritage, South East Asian heritage and people of Middle East and North African heritage and those who have experienced racism.

By the term ‘those who have experienced racism’, we are referring to individuals who have experienced discrimination based on the colour of their skin, race and/or their culture. We are a Disability Confident Committed Employer, demonstrating our commitment to disability inclusion, and invite applicants to highlight adjustments they may require to ensure equitable participation in our recruitment processes.

At the University of Derby, we are passionate about embedding sustainability into everything that we do. We aim to bring environmental sustainability into all aspects of the University, including teaching, research and operational activities. In line with the University's strategic framework, we expect all our staff to embed sustainability into their working practices and support the University's objective to reach net zero carbon by 2050.

Don’t miss your chance – join the team and make a difference today!

How to apply

You can apply by submitting an online application. Once you have signed in or registered with us you will be able to begin your application. If you are creating an account for the first time, please ensure you provide an email address that you access regularly as this will be our main means of contacting you regarding your application. The University reserves the right to close this vacancy early if we receive a high volume of applications. We encourage you to submit your application as soon as possible to avoid disappointment. If you require any assistance, including the provision of any documentation in an alternative format, please contact the Recruitment team at recruitment@derby.ac.uk. Please note all applications must be submitted online by Midnight GMT on the closing date of the vacancy.

The University of Derby is committed to safeguarding and promoting the welfare of all our staff, students and children. At the University of Derby, safeguarding is everybody's concern.