Arts and Events Assistant Manager

We are seeking to recruit an experienced Arts and Events Assistant Manager for the Ruddock Performing Arts Centre (RPAC). The RPAC is located on the shared site of two independent schools, King Edward’s School and King Edward VI High School for Girls, and the Assistant Manager will ensure a professional and effective front of house experience for all customers, which includes community and professional groups, as well as the staff, students and parents of the two schools. This role will also support the Arts and Events Manager in the management and delivery of events and lettings across the site, and help facilitate the running of performing arts productions in both schools.

The ideal candidate will have experience of working in a demanding customer facing environment, have strong administrative ability, and will be motivated, professional and flexible in their approach to work. They must be confident in handling challenging customers, managing people, and be proactive in dealing with unexpected situations.

This is a permanent, part-time role, working mostly term time and a few days in the school holidays. The standard working hours are 28 hours per week, which dependent on event commitments will be worked between the core hours of 3.30pm to 7.30pm Monday to Friday, with the remaining hours worked as needed to support that week’s events or banked for future events. A high degree of flexibility around working hours will be required, as it is essential that the Arts and Events Assistant Manager is generally available to support performance and events according to the rota: where there are events taking place, the working pattern will alter to accommodate event schedules, which will include later into the evening and weekends. This may also involve working additional hours during busy periods.   Additional hours will be worked on a time off in lieu (TOIL) basis and taken during quieter periods.  Excess TOIL will be paid out at the end of the financial year, however the expectation is that TOIL balances will be managed over a 12-month cycle.  Staff rotas will be agreed in advance to facilitate this working practice..

The salary offered is £17,595 based on 28 hours per week (£28,039 FTE), term time plus 10 days.

The Arts and Events Assistant Manager reports to the Arts and Events Manager and will also work closely with the PAC Technical Manager and the Directors of Drama and Music.

Key responsibilities:

Front of House:

• Management of the Box Office and setting up of events on the system, in liaison with those using the facility, both internal and external
• Operation of the Box Office and associated ordering, marketing, reporting and ticketing systems
• Provide effective customer service to the public, school staff, students and hirers, both over the phone, by email and face to face
• Maintain secure and accurate handling of monies in line with RPAC/KES/KEHS financial regulations and policies
• Be familiar with fire evacuation procedures and processes in order to carry out emergency procedures correctly and successfully
• Act as a First Aider
• Maintain awareness of cleanliness, tidiness, health, safety and hygiene in both public and staff areas of the foyer, auditorium and studios, and take responsibility for maintaining high standards at all times
• Responsibility for the front of house casual team and volunteers – including recruitment; induction and training; scheduling rotas in accordance with event requirements; administration of timesheets; and reward scheme for school volunteers
• Work with the team to support and cover for any events, activities or undertake specific instructions related to these, as required
• Act as Duty Supervisor for the building during both school and hirer events and activities.  This includes opening and locking the building, and maintaining appropriate use of the building and its surroundings by the user group.  Duties will be shared with other members of the RPAC team
• Undertake bar/service of refreshments duties
• Support the RPAC team to deliver a friendly, efficient and professional service to School staff, students, hirers and the public at all times, across a range of activities and events

Booking Administration:

• Dealing with potential hirers, and providing information relevant to specific enquiries over the phone, by email and face to face
• Preparing paperwork associated with the booking systems across both schools and the performing arts centre, and liaison with finance in order to generate invoicing and follow up procedures
• Liaising with the staff responsible for co-ordinating sports lettings across the site as and when necessary
• Ensuring that all requested paperwork and information is returned as agreed, checked, recorded and filed appropriately
• Recording bookings according to internal systems, and ensuring calendars are kept up to date.
• Maintain a good understanding of the requirements of users in order to operate in a production/performance/public space, in order to pre-empt any issues that may arise, or unsuitable booking requests
• Liaising with the PAC team over bookings and booking requests in order to ensure that hirer requirements can be met
• Recording payments, prior to forwarding for banking
• Minute lettings meetings, and circulate to all staff involved

Additional responsibilities:

• Support the Drama and Music departments of both schools in the delivery of productions, rehearsals and other activities related to their work within the RPAC
• Deputise for the Arts and Events Manager in the negotiation, administration and set up of events and lettings across the PAC and the schools: including liaison with the Performing Arts departments, Outreach and Development teams; relaying information to the Sports Lettings team; managing events on site
• Taking an active role in the development of the Performing Arts Centre and Arts events across the site, and supporting a range of departments and external hirers to develop projects/resources which enhance the schools’ offer

The above information is not an exhaustive list of tasks that the post holder will be required to carry out, but it does outline the main duties. All staff are required to act in a professional, co-operative and flexible manner in line with the requirements of the role.

Box Office

Opening hours are currently between 4-6pm Monday to Friday, although we extend these during very busy periods.  The Box Office is always open for events. Box Office shifts will be shared with the Casual PAC Assistants where necessary and as agreed by the Arts and Events Manager. It is envisaged that during quieter periods, administrative tasks would be undertaken alongside Box Office shifts.

Performances and events

It is essential that the Arts and Events Assistant Manager is generally available to support activities, performances and events according to rota. Although every effort will be made to rota the team fairly so that evenings and weekends can be distributed equally, there will be times where the whole team will need to be involved. The rota for events cover is usually discussed and negotiated by the staff team well ahead of the dates required, but this is entirely dependent on the notice we have of these taking place.

Training

First Aid, Fire Warden Training, Evac Chair and job role specific training will be provided, if not already undertaken.