Taunton Theatre Association Ltd.

JOB TITLE: FINANCE & ADMINISTRATION MANAGER (Maternity Cover)

CONTRACT:Minimum 6 months’ assignment with potential to extend

HOURS:Part-Time (3 days) – to cover maternity leave for finance function

Full-time (temporary) contract available with additional HR, business development and fundraising support added to finance role.

REPORTING TO:CHIEF EXECUTIVE

BACKGROUND INFORMATION

The Brewhouse Theatre and Arts Centre has been operated by Taunton Theatre Association Ltd (TTA) since 2014. The Brewhouse is a multipurpose venue with 352 seat auditoria, studio theatre, meetings rooms, workshop spaces, gallery, café/bar and outdoor area. The Brewhouse programmes a range of high quality live performances, cinema, exhibitions and participation activities. The arts centre also presents local community theatre companies and school productions, as well as hosting external conferences and meetings.

The organisation is young and ambitious, and the environment is exciting and fast-paced. It has experienced exponential growth in its first three years of operation attracting in the region of 65,000 visitors per annum. The theatre is run by a small team of professionals assisted by a large team of volunteers. The management team are fleet-of-foot and opportunistic, the ideal candidate will be an excellent team player and confident to contribute ideas to help grow and improve the business. There are plans to improve the catering offer in the short-term and redevelop the theatre in the long-term.

For more information, please see Overview of Operation 2018.

JOB DESCRIPTION:

This is a senior part-time assignment to cover the maternity leave of our Finance Supervisor. There is an option to make this into a full-time role with additional HR, business development, administrative and fundraising support for the CE.

The role is suited to a proactive individual with a broad range of financial, administrative and organisational skills. The ideal candidate will be able to manage and prioritise a busy and diverse workload, while demonstrating high-quality administrative, IT and communication skills. TTA use QuickBooks accounting software package and the Spektrix Box Office system as well as the usual Microsoft Office systems. The Finance and Administration Manager will report directly to the CE and be supported by and be responsible for line-managing the part-time Finance Assistant.

ROLE AND RESPONSIBILITIES ESSENTIAL

As the senior finance person, the post-holder is responsible for managing and administering the company’s finances and accounts, for both the charitable and trading arm of the company. The post holder will assist the CE in developing company revenue and reducing costs across TTA’s operations.

Management

  • Line manage the part-time Finance Assistant and supervise their workload.
  • Produce monthly, quarterly and year end P&L reports and Balance Sheets for CE, Chair and Boardon an accrual basis.
  • Monthly meetings with each budget holder to review their ROE/ROI against budget forecast.
  • Manage specific budgets in relationship to grants and projects i.e. Christmas Production.

Finance

Reporting

  • Liaise and meet on a regular basis with CE and Trustee with Finance specialism.
  • Producing reports for the CE, TTA’s Board, Taunton Deane Borough Council and external finance and auditing company AC MOLE.

Audit

  • Oversee and be chief liaison during audit with AC Mole Accountants.

Day to day processing, including but not limited to

  • Correspond, produce and send financial settlements to visiting companies, artists and hirers.
  • Credit Control, raising invoices and chasing payments; highlighting any debtor concerns to CE.
  • Work with Finance Assistant to accurately capture and code expenditure and income, reconciling transitions with bank statements.
  • Apportion accruals and depreciation on a monthly basis.
  • Manage charity and trading company cards, keeping up-to-date records of transactions.
  • Liaise with outsourced payroll function regards salaries, pensions and other related matters.
  • Process salaries, set up and make on-line payments and raise cheques.
  • Process VAT returns, HMRC payments and claim Gift Aid.
  • Oversee data entry (some inputting will be required).
  • Financially administrate TTA’s Friends Membership scheme.

Asset Management and Procurement

  • Negotiate (non-artistic) contracts as necessary and secure competitive service providers.
  • Research and obtain products and service providers as necessary.
  • Oversee procurement of capital assets ensuring company policy is maintained
  • Manage the asset register, capitalising expenditure and depreciation items in-line with company policy. Work with managers to ensure our asset register is maintained appropriately and appropriate processes are followed with regard to disposal of assets.
  • Ensure insurance is up-to-date and cover appropriate.

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ROLE AND RESPONSIBILITIES: ADDITIONAL / DESIRABLE

Human Resources

Be the first and main point of contact for all HR matters, ensuring HR records are kept up to date and are in compliance of GDRP and PECR.

  • Ensure TTA’s HR policies and procedures are followed, kept updated and records kept.
  • Manage administrative work associated with employees and volunteers.
  • Organise staff training and development opportunities in line with individuals appraisals, for the performance of staff duties and to meet TTA legal requirements.
  • Work closely with the CE to recruit and contract new staff.
  • Organise induction and training for new starters.

Business Development and Fundraising

Work on specified projects to develop the organisation and its revenue streams e.g. assist in the procurement of and contracting terms of a catering company to improve the venue’s food and beverage offer.

Assist the CE in fundraising activities, administering donations and grants from individuals, sponsors and funders.

  • Individuals: collate, develop and report on individual donations working with other colleagues to promote awareness of TTA’s charitable status to promote individual giving, increase Gift Aid declarations and benefit from national initiatives.
  • Sponsors: assist CE in developing sponsorship agreements and help finalise and implement a membership scheme for local businesses.
  • Trusts and Foundations: assist the CEby preparing and managing budgets relating to project funding and any financial reporting in relationship to these grants.

Other

Carrying out any other administration tasks or organisational development work, as the Chief Executive may reasonably require, in-line with the post holder’s area of expertise and responsibility.

Assist in carrying out any company secretarial duties that the Chair may require.

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PERSONAL SPECIFICATION:The ideal Candidate will possess the following skills and qualities:

ESSENTIAL / DESIRED
A commitment to TTA’s values and objectives are essential. / A passion for performing and visual arts.
Hold an AAT level 3 qualifications with demonstrable experience in a similar accounting or financial role or equivalent work experience. / ACCA accountancy qualification.
Experience of managing and motivating staff. / Experience and knowledge of HR procedures, statutory requirements and contracts.
Understanding of third sector finance. / Knowledge of Fundraising.
Excellent prioritisation skills and ability to remain calm and manage workload under pressure. / Procurement experience.
Excellent working knowledge of on-line Finance Software Packages, Microsoft Excel, outlook and databases and Office systems. Ability and confidence to learn new software systems quickly. / Expertise in QuickBooks and experience of Box Office systems (TTA use Spektrix).
Excellent communication and interpersonal skills – be able to communicate confidently at all levels verbally and in writing.
Meticulous attention to detail.

REPORTS TO: Chief Executive

HOURS: Thisshort-term position is available immediately and is offered initially for a minimum of six months. It is timed to provide Maternity Cover for our Finance Supervisor but may be extended by agreement. The position is offered as a part-time (essential finance role only) at 21 hours per week or full-time (including additional desirable roles) at 35 hours per week. The position will be reviewed at end of October, two months before the Finance Supervisor’sintended return date (2 January 2019).

REMUNERATION: This role is offered at c£26-28,000 per annum pro rata, according to experience, paid monthly in arrears. Holiday is 28 days per year pro-rata, including the standard Bank Holidays for England. The leave year is from April 1 to March 31. TTA operates a NEST Pension scheme for employees.

NOTICE: The notice period will be 6 weeks either side.

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PRO BONO: In keeping with the volunteer ethos of Taunton Theatre Association all employees are encouraged to donate time and/or activities beyond those contracted. This helps build rapport and good team spirit with colleagues, audiences and with the volunteers on whom the organisation depends.

HOW TO APPLY:Please apply completing our application form which includes provision for a short statement of how you meet the personal specification, evidenced by your previous experience.

Please send this document with a completed Equality and Diversity Monitoring form to: with Fin Admin Manager in the subject line and indicating whether your interest in full or part-time role.

Completed forms must be received by 12.00 noon on Friday 4 May 2018.

Interviews will take place on Thursday 10 May2018.

Taunton Theatre Association Ltd, Brewhouse Theatre & Arts Centre, Coal Orchard, Taunton, TA1 1JL

Telephone: 01823 283244 Website:

Company Registered in England & Wales No. 8658085 Registered Charity No. 1156472