INFORMATION FOR APPLICANTS: HR AND ADMIN ASSISTANT (PART TIME)

February 2018

Dear Applicant,

Please find attached an application pack for the position of HR and Admin Assistant at Sherman Theatre. Many thanks for your interest in this role.

These are exciting times for the company. Under Artistic Director Rachel O’Riordan, Sherman Theatre is now recognised as a major artistic force by audiences and critics nationally and internationally. Our Spring season includes three new Sherman productions – Dublin Carol directed by Matthew Xia, the outside London premiere of The Motherf**ker with the Hat, and Tremor directed by Sherman Theatre’s Associate Director David Mercatali.

This is a key role within the organisation, central to helping us to deliver on our ambition to create and present theatre which excites audiences in Cardiff and beyond.

To apply for the post, please download the application form, cover sheet and equal opportunities monitoring form from our website: and send them to us by email at: . Please note that, in line with our environmental policy, we are only handling applications electronically. The closing date is 12 noon onMonday 12 March 2018. We’ll confirm receipt of your application by email.

We hope to hold interviews on Tuesday 20 March 2018. Please let us know on the application cover sheet whether you would be available for interview on that date, so that we can be aware in plenty of time if we need to make alternative arrangements for any short-listed candidates.

If you need more information before you apply, please contact us by emailing

Thank you for your time in respect of this application – and we really do look forward to hearing from you, and exploring how your skills, experiences and passion will make a real contribution to our work.

Julia Barry

Executive Director

CONTRACTUAL DETAILS: HR AND ADMIN ASSISTANT (P/T)

Salary:£17,595 (pro rata)

Term:The post is offered as a permanent position, subject to successful completion of a 6 month probationary period.

Hours:31 hrs per week

Holidays:20 days per year, plus the 8 recognised bank/public holidays, with days accruing for length of service up to a maximum of 25 days plus bank/public holidays (pro rata)

Period of Notice:1 month with additional weeks accruing for length of service (The notice period during the probationary period is 1 week).

Pension:Sherman Theatre operates a qualifying workplace pension scheme.

Right to work:The successful applicant will be required to provide documentation under the Immigration, Asylum and Nationality Act 2006.

References:Offers of employment are subject to the receipt of references that are satisfactory to Sherman Theatre.

Start date:The post is available immediately.

JOB DESCRIPTION: HR AND ADMIN ASSISTANT (P/T)

Job title / HR and Admin Assistant (p/t)
Responsible to / Head of Finance and Administration
Key internal relationships / Artistic Director, Executive Director, Senior Management Team

MAIN PURPOSE OF ROLE:

To support the Head of Finance and Administration in ensuring arrangements and working practices are in place that enable the effective management and administration of the Company.

LEAD RESPONSIBILITIES:

HR/Personnel: Day to day responsibility for implementing and maintaining the company’s HR processes and assisting the Head of Finance and Administration in ensuring that the company’s HR policiesand procedures are robust and fit for purpose.

Company Administration:Responsible for implementing and maintaining administrative processes and for assisting the Executive Director and the Head of Finance and Administration in ensuring that the company’s policies and procedures are robust and fit for purpose.

Office Systems: Responsible for ensuring that the general administrative systems are effective and that office equipment and supplies are adequately maintained and supplied.

DETAIL OF RESPONSIBILITIES:

1 / HR / Personnel
Day to day responsibility for implementing and maintaining the company’s HR processes and assisting the Head of Finance and Administration in ensuring that the company’s HR policies and procedures are robust and fit for purpose.
1.1 / Policies and procedures:
-To implement and maintain the company’s HR policies and procedures, assisting the Executive Director and Head of Finance and Administration in ensuring that these remain up to date and reflect current legislation and best practise.
1.2 / Recruitment and Selection:
-To manage the recruitment process, including compiling recruitment packs, placing adverts, registering and monitoring applications, compiling Equal Opportunities Monitoring data, liaising with short listing panels, arranging interview schedules, contacting applicants, drawing up standard contracts and precession residence/work permit checks.
-To ensure proper storage and disposal of recruitment paperwork (both electronic and hard copies)
1.3 / Personnel Records:
-To maintain the staff databaseand personnel records, ensuring that all employee records are kept up to date.
-To manage the company’s annual leave card system, ensuring that contracted annual leave allowances are kept up-to-date and, for particular points in the year (such as Christmas, Easter and Summer) draft a holiday chart detailing leave for all staff for the Senior Management Team.
-To distribute annual data protection checks letters and update paper personnel files if required.
1.4 / Appraisal & Performance Management:
-To ensure that suitable systems are in place to monitor the probationary periods and appraisal timetables for employees and to bring overdue or incomplete appraisals to the attention of the relevant line manager.
1.5 / Staff Development & Training:
-To monitor the implementation of the company’s training and professional development programmes, ensuring that line managers have relevant and up-to–date training information pertinent to their area of expertise.
-To manage the training budget.
1.6 / DBS Scheme:
-To support the Head of Finance and Administration to ensure that Disclosure and Barring Scheme checks are carried out in accordance with the company policy.
-To submit timely and accurate applications for checks.
-To ensure that checks are renewed in accordance with company policy.
2 / Company Administration
Responsible for implementing and maintaining administrative processesand for assisting the Head of Finance and Administration in ensuring that the company’s policies and procedures are robust and fit for purpose.
2.1 / Board of Trustees:
-Working closely with the Executive Director and the Head of Finance and Administration to coordinate arrangements for Board and other meetings, including preparation, translation and distribution of papers via email and post.
-To take minutes at Board meetings and circulate to the Chair and Executive Director in a timely manner (1-week)
2.2 / Internal meetings:
-To coordinate company/staff meetings and ensure that minutes are taken and properly circulated as and when required.
2.3 / General Licensing and permissions:
-To maintain records of licence and regulatory renewals and issue reminders to the appropriate staff member.
-To record copies of appropriate certificates and append to applications for licence renewal.
2.4 / Office Supplies and Company Vehicle
-To ensure that office supplies are adequately maintained and supplied.
-To ensure documentation and legislation relating to the use of the company vehicle is maintained and kept up to date.
2.5 / Finance:
-To manage and control expenditure for delegated budgets – including, IT, Photocopying, Travel general, staff training, recruitment, stationery, office equipment, telephones and postage.
-To ensure that accurate financial records are kept and budget limits are adhered to.
-To be responsible for petty cash requirements of staff in the absence of the Head of Finance and Administration and the Finance Assistant
2.6 / Welsh Language:
-To ensure that company documents are translated in line with our language policy.
-To ensure that, where oral translation is needed (simultaneous or otherwise) for non-performance activity, it is booked and provided by a suitably qualified person.
3 / Office Systems
Responsible for ensuring that the general administrative systems are effective and that office equipment and supplies are adequately maintained and supplied.
3.1 / IT Systems:
-To monitor and maintain office equipment, and to liaise with external partners to research and coordinate equipment leases and renewals.
-To liaise with the IT Services company and oversee installations.
-To ensure that backup systems operate effectively.
-To manage the purchase of hardware and software.
-To oversee the IT infrastructure, trouble-shoot low level problems and make referrals back to the IT Services company as necessary.
3.2 / Training and Technical Support:
-To provide general operating systems mentoring and training for new members of staff (not includingbespoke software e.g. ticketing and production) and basic technical support in the use of office equipment to all staff.

It is a duty to abide by the current Equal Opportunities Statement and other Policy statements as detailed in the Staff Handbook.

Note: You are employed as HR and Admin Assistant. You may, however, be asked to perform other duties at the same grade and remuneration package and to the same total hours of work. You will be given four weeks’ notice of any proposed changes in duties.

PERSON SPECIFICATION: HR AND ADMIN ASSISTANT (P/T)

ESSENTIAL:

Strong administrative experience and expertise

Experience of recruitment and contractual procedures

Experience of monitoring budgets and expenditure

Ability to take minutes

Understanding of good governance and working with a Board of Trustees

A solid set of IT skills with a working knowledge of Microsoft Office systems and database management

Understanding of IT infrastructure and confidence to monitor and maintain low level systems

Excellent communication skills, both written and verbal

A confident approach to liaising with external stakeholders

The ability to act with discretion on confidential matters

The ability to work as part of a team and alone

The ability to work on a number of different projects concurrently, sometimes across several departments within the company

A commitment to equal opportunities and cultural diversity

DESIRABLE:

Experience working within a theatre or arts context

Experience of supporting appraisal systems

A desire to develop and improve procedures and office practices

A commitment to keeping up to date with current legislation related to the specific areas outlined in the job description.

Ability to work through the medium of Welsh and English.

First Aid certificate

Full Drivers Licence