Administrative Assistant - Perth, United Kingdom - Perth Theatre and Concert Hall

Perth Theatre and Concert Hall

Verified Company

Perth, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Administrative Assistant
Recruitment Pack

Who we Are

Central to local cultural life for over 120 years, Perth Theatre and Concert Hall create life affirming, shared experiences in the performing arts that ignite the imagination and make living more meaningful.

Our world-class venues, award-winning programming and inclusive Learning & Engagement projects play an essential role in stimulating positive wellbeing within the communities we serve, benefitting the local economy and raising the profile of the area.

Perth Theatre and Concert Hall is the trading name of Horsecross Arts Ltd, the charitable organisation established in 2005 to run both venues.

Horsecross Arts Ltd is registered in Scotland, no. SC301328 and a charity no. SC022400.

Our Vision & Mission
-
"To ensure the performing arts are essential to our communities."_

From our base in Perth City and across Scotland at large, our mission is to use the performing arts to inspire, explore, connect, and educate, as sustainably as possible:

Inspire - as a source of entertainment, enlightenment, joy, and wellbeing;

Explore - forging into the new, inventing fresh approaches and developing different ways of working;

Connect - with our communities, meeting their needs, striving to include everyone;

Educate - by supporting learning and training across our whole range of activities for staff, participants, the sector, and future generations.

IDEA - Inclusion, Diversity, Equality & Accessibility

Perth Theatre and Concert Hall is working to ensure our organisation is fully representative of the communities we engage with locally and nationally.

We believe in the transformative power of the performing arts and understand that embracing diversity of backgrounds, experiences, skills, cultures, and outlooks is critical to fulfilling our Vision.

We start from a position of inclusion being fundamental to all our activities.

We are committed to providing life-enhancing experiences for everyone, whatever their age, background, ethnicity, gender, geographical location, physical or mental ability, religion, sexual orientation, social conditions, work or employment status.

Necessarily, our approach steps beyond the letter of the law to achieve this.

Our commitment to IDEA will be central to all our policies and processes, from recruitment and operations to the delivery of our public engagement, performances, and events.

Undertaking continual review and training, we will closely monitor, and be transparent about, our progress.

The Role

Job Title:
Administrative Assistant

Status: 22.5 hours per week Part-Time

Reports to:
Executive Assistant

Salary:
£21, pro rata)

This job description details the principal purpose and main elements of the job at this time.

It is a guide to the nature of the main duties as they currently exist but is not intended to be all-inclusive.

The post holder is expected to work flexibly and respond positively to changing business needs.

Responsibilities:

Book and arrange internal meetings through central diary system, liaising with required departments for setup, and catering requirements;
Attend and take minutes of internal meetings as required;
Take minutes of quarterly Board meetings in the absence of the Executive Assistant.
Compiling presentations for Leadership team;
Supporting diary management for the Leadership team;
Replenishing organisational stationery stocks, placing orders on a monthly basis and maintaining the stationery budget;
Input of expenses and petty cash onto accounting system;
Preparing and issuing contracts for all visiting companies using information from the central diary system;
Ensuring all contracts are signed and returned in advance of the arrival of incoming shows;
Organising travel and accommodation for visiting artists and providing itineraries for both internal and external use (if applicable);
Updating and maintaining departmental SharePoints;
Distributing company's incoming mail.

General:

Develop a clear understanding for the key aspects of our work and be able to articulate the Vision of the organisation in a compelling and confident way;
Comply with PTCH's charitable objectives and organisational procedures;
Support the implementation of PTCH's IDEA and Green policies;
Undertake ongoing professional development and training as required;
Any other reasonable requests, appropriate to the post, made by the Executive Assistant.

What We're Looking For

Essential:

Strong organisational and good time management skills;
Good verbal and communication skills;
Competent keyboard/PC skills;
Proven experience of Microsoft packages, in particular Word, Access, Excel and Outlook;
Good numeracy skills;
Attention to detail;
Good interpersonal skills;
Ability to use own initiative and be selfmotivated;
Ability to work as part of a team.

Desirable: