Pa to the Chief Executives
PA TO THE CHIEF EXECUTIVES
Thank you for your interest in the above post. Please find attached:
· General information about the Company
· Job description
· Person specification
· Terms and conditions
· Equal opportunities policy
· Equal opportunities monitoring form
Please apply in writing with the following information:
· Up-to-date CV
· Covering letter setting out how your skills and experience meet the person specification
· Names and contact details of two referees
· Completed equal opportunities monitoring form
Send your application to:
Ruth Butterworth
General Manager
Royal Lyceum Theatre Company
30B Grindlay Street
Edinburgh
EH3 9AX
Or email
Closing date for applications: Monday 12 September at noon
Interviews: Tuesday 20 September
The Company
The Royal Lyceum Theatre Company is one of Scotland’s premiere producing theatres. Established in 1965 it has gained a reputation for excellence in both classical and contemporary work. As part of Scotland’s national theatre community we are committed to developing the considerable indigenous talents whilst presenting the best of international drama. The Lyceum aims to reach as wide an audience as possible, whatever their age or experience of theatre-going and to enable them to access the richly imaginative world of drama. Over 3,000 season ticket holders come to every show, and approximately 100,000 people come to our plays, workshops and participatory events each year.
With a seating capacity of 658, the building is a magnificent example of late Victorian theatre architecture. Our offices and rehearsal space are directly across the road, and our scenic workshop and wardrobe-making departments are situated at Roseburn which is a little over a mile away from the theatre.
The Company presents up to eight productions during the period September to July with a six/seven play season, for which we sell season tickets, running from September to May. Outside of this period, we host festivals such as Imaginate, the Magic Festival and National Theatre Connections - a festival of new writing and young theatre making. The Lyceum Youth Theatre runs Summer on Stage courses in July and in August the theatre is used as an Edinburgh International Festival venue.
Our policy is to develop a local, UK and international profile for the theatre that is uniquely Scottish; this includes commissioning new Scottish work, giving second productions to contemporary Scottish plays and producing classics of world theatre with a Scottish cast. The Company aspires to touring successful productions whenever possible.
50 full time and 30 part time staff are employed at The Lyceum. There are two joint Chief Executives, David Greig (Artistic Director) and Alex McGowan (Executive Director). There are 12 Board Directors chaired, since November 2012, by Shonaig Macpherson
The Lyceum operates in an increasingly competitive environment where there are around 9,000 theatre seats to be filled every night in a city with a population of 450,000 and, within a catchment area of a 30 mile radius a total population of 750,000.
The Company has an operating turnover of around £3.13 million of which just over £1.6 million is in grant aid from its principal funders, Creative Scotland and the City of Edinburgh Council. The box office income is budgeted at around £1 million. Other income is raised through sponsorship, hires and lettings. The theatre has a trading arm which generates income through the bars, events and rental activities for conferences and meetings. The restaurant is rented to Zucca.
The Royal Lyceum Theatre, workshop buildings and administration buildings are all owned by the City of Edinburgh Council.
PA TO THE CHIEF EXECUTIVES
JOB DESCRIPTION
Main Purpose of Post: To provide PA and administrative support to the Artistic Director and Executive Director (jointly the Chief Executives).
MAIN DUTIES
1. To be the main point of contact for the Artistic Director and Executive Director
2. Maintain effective communication between the Chief Executives and all other departments
3. Co-ordinate the Chief Executives’ correspondence and distribute all other mail
4. Maintain the Chief Executives’ diaries and ensure that they are kept fully informed of commitments
5. Make travel and accommodation arrangements for the Chief Executives and manage expenses
6. Be the main point of contact for creative teams
7. Liaise with casting director and/or agents for auditions, casting, availabilities and offers
8. Make travel and accommodation arrangements for creative teams as required and within budget
9. Compile relevant information and type up cast, artistic team contracts and venue contracts
10. Ensure Accounts and Communications departments are kept up to date with relevant creative team and casting information
11. Photocopy, bind and distribute scripts
12. Maintain efficient filing systems
13. Organise and service meetings and take minutes as appropriate
14. Undertake any other duties as required by the Chief Executives
PERSON SPECIFICATION
Essential
1. Excellent command of English with outstanding written and verbal communication skills.
2. A highly organised and systematic approach, with meticulous attention to detail.
3. Good time management and ability to prioritise a varied and heavy workload, meeting demanding deadlines whilst remaining calm and composed.
4. Ability to communicate well with people. There is a good deal of contact with writers, directors, actors, designers and other artists.
5. Proactive approach to problem solving.
6. PC literate in Microsoft Office Applications, with excellent Word, Excel and Outlook skills.
7. Willing and able to work flexibly, including evenings and weekends, when required.
Desirable
1. Budget management experience.
2. Previous experience in a producing theatre company.
3. Knowledge of Scottish arts sector.
Terms & Conditions
Title of post: PA to Chief Executives.
Salary: £18,000pa
Hours: 35 hours per week (exclusive of meal breaks), usually from 10am to 6pm Monday to Friday.
NB. Additional hours, including working evening and weekends, may be necessary to fulfil the requirements of the role. Time off in lieu of extra hours worked will be given wherever reasonably possible.
Contract type: Permanent, with a three-month probationary period.
Holiday entitlement: 20 days per year, plus such additional or substitute Public or Bank holidays as are decided by the Company from time to time up to a minimum of eight and maximum of ten days (pro rata).
Notice period: 2 Months.
EQUAL OPPORTUNITIES
STATEMENT of POLICY
The Royal Lyceum Theatre Company is committed to a policy of equality of opportunity for its staff (existing and prospective) and customers. The aim of this policy is to eliminate unlawful or unfair discrimination on the grounds of sex, marital status, responsibility for dependents, disability (mental and/or physical), sexual orientation, race, colour, ethnicity, nationality, religious belief, politics, social background, part-time employment, age, trade union activity, employment status, HIV status or gender reassignment and to ensure that no person or group is disadvantaged by unjustifiable reasons or conditions.
Employment practices will be operated based on the merits and abilities of individuals and decisions regarding recruitment, selection training and promotion will be based solely on objective, job-related criteria. The Company undertakes to apply employment procedures and practices in such a way as to minimise the possibility of discrimination and to develop means of combating it whenever it arises. The Company will ensure that its Policy is made known to all employees.
This Policy applies to advertisement of jobs, recruitment and appointment, training, conditions of work, pay and every aspect of employment.
RECRUITMENT
Equal Opportunities applies to the advertisement of jobs, recruitment and appointment. The Company will promote equal access to employment opportunities by ensuring contact with the widest possible employment market. The Company will ensure that its Policy is made known to all job applicants.
The imposition of a condition or requirement which disadvantages individuals of a particular race or sex (as they are less likely to be able to comply with a requirement, whether directly or indirectly) will be unlawful unless it can be justified on the grounds of business need. Any questions about this should be addressed to the General Manager.
In addition, the Company aims to ensure that;
· all sections of the local community know about job opportunities in the Company, where appropriate;
· where possible, under statutory rules, members of groups who are under-represented in the workforce will be encouraged to apply for jobs;
· everyone who applies for a job or promotion with the Company will receive fair treatment and will be considered solely on ability to do the job against justifiable selection criteria and unbiased personnel specification;
· all procedures and practices used in recruitment and selection will be reviewed regularly to make sure that there is no unintended bias;
· whilst it is Company practice to employ people between the ages of 16 and 65, any other age limits should only be used if they are imposed by statute or can be shown to be essential for the job;
· all employees including part time staff, will be advised that they have equal access to training and are encouraged to take advantage of such training;
· all areas of the workplace are accessible to all employees. Lifts have been installed in all three buildings to enable access to employees and visitors with mobility difficulties.
MONITORING
The Company will develop a separate policy to monitor the progress of the equal employment opportunities policy in practice. This policy will address all aspects of collecting relevant statistics and information on the composition of the workforce and job applicants.
The composition of the workforce and job applicants will be monitored primarily by means of voluntary self-classification in the following areas:
a) gender
b) marital status
c) disability
d) racial/ethnic origin
e) age
The information collected will be used solely for monitoring purposes. The Company will ensure that arrangements are made to protect confidentiality during its collection and retention.
RELEVANT LEGISLATION
Equalities Act 2010
EQUAL OPPORTUNITIES MONITORING
PA TO THE CHIEF EXECUTIVES
The Royal Lyceum Theatre Company is committed to equal opportunities for all, irrespective of race, colour, ethnic or national origins, gender, marital status, sexuality, disability or age. So that we can monitor the implementation of our policy we are seeking your help. It would be of great assistance in pursuing our commitment to equal opportunities if you would complete and return this monitoring slip. All forms are submitted anonymously and the information garnered will be treated in the strictest confidence and will be used only for statistical monitoring purposes only.
Are you:
Male ……..
Female ……..
Prefer not to say ……..
Do you consider yourself to be:
Irish ……..
Gypsy/Traveller ……..
Polish ……..
White other, please specify: ……………….……
Asian/ Asian Scottish/ Asian British ……..
Chinese/ Chinese Scottish/ Chinese British ……..
African/ African Scottish/ African British ……..
Caribbean/ Caribbean Scottish/ Caribbean British ……..
Black/ Black Scottish/ Black British ……..
Arab/ Arab Scottish/ Arab British ……..
Mixed or multiple ethnic groups, please specify …………………….
Other, please specify …………………….
Prefer not to say ……..
Age band: (Please circle)
18-24 25-29 30-36
35-39 40-44 45-49
50-54 55-59 60+
Are you/ Do you consider yourself to be/ Do you consider yourself to have a:
Non-disabled ……..
Visual impairment ……..
Hearing impairment/ Deaf ……..
Physical disability(ies) ……..
Cognitive or learning disability(ies) ……..
Mental health condition ……..
Other long term/chronic condition ……..
Other, please specify …………………
Prefer not to say ……..
Are you/ Do you consider yourself to be:
Heterosexual ……..
Gay/ Lesbian ……..
Bisexual ……..
Other ……..
Prefer not to say ……..
Where did you see this vacancy advertised?
Please note that by submitting this form you are giving consent for Royal Lyceum Theatre Company to collate the data as contained herein, which is understood to be for statistical purposes only. Royal Lyceum Theatre Company, as a publicly funded organisation, has a statutory duty to record and then amalgamate data as collected by this form.