The Royal Court is the writers’ theatre. It is the leading force in World theatre for vigorously cultivating writers – undiscovered, new and established. Through the writers we are at the forefront of creating restless, alert, provocative theatre about now. We seek stories from everywhere and create theatre for everyone and we see our audience as one of our chief collaborators.

Applications are invited for the post of: FINANCE AND ADMINISTRATION ASSISTANT

Responsible to: FINANCIAL CONTROLLER

The Royal Court is the home of the English Stage Company Limited (ESC) and is the UK’s leading theatre dedicated to new writing.

Up to 14 plays a year are staged between two theatre spaces (the Jerwood Theatre Downstairs and the Jerwood Theatre Upstairs) at the Royal Court’s home on Sloane Square. Over 100,000 people visit the Royal Court every year and many thousands more see our work elsewhere, including transfers to the West End and New York, National and International touring and London residencies in Tottenham and Pimlico.

A significant amount of play development activity takes place year-round. This work aims to find and nurture the most talented new writers and develop the highest quality plays, for which the Royal Court is internationally renowned. There is an ongoing programme of writers’ attachments, readings, workshops and playwriting groups.

The Royal Court Theatre also has two commercial subsidiaries, Royal Court Theatre Productions Ltd (RCTP), which facilitates the transfer of Royal Court productions to the West End and ESC Catering Limited set up to run the catering operation at the theatre.

This is an excellent opportunity for someone keen to develop their administrative and finance skills within a busy producing theatre. Previous experience in a finance department is not essential but the successful candidate will be interested in the arts and be able to demonstrate transferrable organisational and administrative skills, as outlined in the person specification below.

MAIN PURPOSE

The Finance and Administration Assistant is often the first point of contact for people visiting the finance office for help with invoices, collecting forms, floats and other items so represents the team at all times. The accurate recording of transactions through cash, credit cards, paypal and floats is a key element of the role undertaken in conjunction with the Finance Officer and a high level of attention to detail is required. We expect the Finance and Administration Assistant to approach tasks with a questioning nature and other members of the team will be able to help and direct the post holder as required.

In a team of five, the Finance and Administration Assistant reports to the Finance Officer. The Finance and Administration Assistant will also help the Finance Director with some general admin and be involved in the wide range of tasks that are required from this busy theatre finance department.

MAIN RESPONSIBILITIES

Cash and Bank

  • Distribute, check, post and reconcile numerous cash floats (show and admin)
  • Count the admin float on weekly basis to ensure it is balanced and checked by Finance Officer. Top up as required.
  • Bank cheques and other receipts as advised by Finance Officer. Other banking duties as required.
  • Enter NatWest bank account donation income onto the spreadsheet on monthly basis

Box Office and Bookshop

  • Enter the daily credit card income onto the Box Office Report using the internet banking account.
  • Liaise with Finance Officer on any anomalies
  • Post monthly Box Office Journal using the monthly reports from Spektrix for Shows and Development. Liaise with Finance Director on any queries.
  • Enter Bookshop takings journals into Quickbooks and reconcile against the weekly spreadsheets
  • Post the monthly Bookshop requisition to record internal sales

Reconciliations

  • Reconcile various balance sheet accounts for Credit Cards and Box Office as required and with assistance from the Finance Officer or Financial Controller

HR and Payroll

  • Enter authorised holiday forms onto Simply Personnel and liaise with the Finance Officer when there is any unpaid or extended leave taken
  • Provide cover for Accounts Assistant by keeping up to speed on payroll entry

Purchase Ledger

  • Post ESC supplier invoices in a timely, accurate and informative manner, checking with the Finance Director in weekly meetings if there are any nominal posting queries. Ensure coding is correct and that authorisation is in place.
  • Liaise regularly with the Finance Officer when posting batches of invoices onto the Purchase Ledger.
  • Collate and check all the activity through the Company Credit cards. Use the on line facility to provide information for Mgt Accounts not yet reconciled
  • Enter Company Credit Card transactions after reviewing and checking codes and narrative with the Finance Officer
  • Manage on line log ins and passwords as directed by Finance Officer
  • Ensure all invoices, spreadsheets and reconciliations are checked and authorised according to the Finance Procedures Manual: Invoices weekly by HoD, Creative Fees by Financial Controller, CC’s by HoD’s and relevant signatories, Box Office and Bookshop returns by Financial Controller.
  • Analyse telephone and transport invoices for payment and submit to Financial Controller for authorisation
  • Check supplier statements to ensure all invoices are recorded in a timely and accurate manner.

Administration

  • Provide administrative support for Finance Director as required
  • Office Duties to include: opening, recording and distribution of post in consultation with Finance Officer and the finance team
  • Post cheques as required and file invoices and statements etc in a timely manner
  • Housekeeping: keep files up to date and rotated in the store cupboard so as to maintain an effective filing environment in the office
  • Ensure we have enough consumable supplies for the Franking Machine. Top up the account when the funds run low.
  • Liaise with auditors as required during their 2 week visit, helping with the preparation of schedules.

GENERAL

  • Play an active part in development, promotion and implementation of company policies: access, sustainability, health and safety and equality and diversity.
  • Attend company, management and other meetings on a regular basis.

This job description comprises the main duties of this post. Other tasks will be attributed as and when required.

PERSON SPECIFICATION

Essential

A keen eye for detail

Happy dealing with staff and artists at all levels

Excellent numeric skills

Ability to prioritise tasks

Good written and verbal communication and interpersonal skills

Ability to act with discretion and confidentiality

Enjoys working as part of a team

Positive attitude and a flexible approach to working patterns

Likes working with non-financial people to help resolve finance issues

Desirable

Experience of Sage, Quickbooks or other accounting package

Experience or interest in the accounting functions of a producing theatre or other cultural sector organisation

Intermediate Excel

Understanding of double entry book keeping

Studying for an accounting qualification

Experience of the Charity Sector

Terms & Conditions:

Title of post: Finance and Administration Assistant

Hours: 40 hours per week from 10am to 6pm Monday to Friday.

NB. Additional hours, may be necessary to fulfil the requirements of the role.

Salary:£21,000-£23,000

Holiday entitlement:20 days per year, plus 8 days for statutory holidays. Increasing to 25 days per year after 2 years’ service.

Contract: Permanent, subject to a six-month probationary period.

Notice period: 2 Months

Pension:The Royal Court operates a contributory company pension scheme for all permanent employees. Thecompany contributionis capped at 5% of basic salary.The employee is free to contribute at any level. We also operate an alternative workplace pension scheme. Details of both schemes will be available at point of contract.

Other Benefits:

  • Study Package
  • Complimentary tickets for preview performances, subject to availability and the Royal Court’s staff ticket policy.
  • Interest free season ticket loan, cycle to work scheme, free life assurance, subsidised exercise classes.
  • Discount on meals and drinks in the Royal Courts bar and Kitchen.
  • Discount on all purchases in the theatre’s Bookshop, subject to discount policy.

Application Procedure:

Please note that only applications submitted on the Royal Court’s standard Application Form can be considered, CVs are not accepted. Application Forms can be downloaded from:

Once the Application and Equal Opportunities Forms are completed please return, by the closing date below, to:

Email:

By post: Recruitment, English Stage Company, Royal Court Theatre, Sloane Square, London

SW1 8AS

Closing date for applications: TUESDAY 30 MAY 2017

Interviews to be held: Friday 2nd and/or Monday 5th June 2017

The Royal Court is committed to being an Equal Opportunities Employer and encourages applications from minority ethnic and disabled groups, as they are under-represented amongst are staff.

The English Stage Company (no. 231242) is a publicly funded registered charity.

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