Administrator

Job Title: Venue Administrator - Fareham Live

PERSON SPECIFICATION

The role of Venue Administrator is integral to the smooth operation of the venue, as they handle a significant amount of the documentation and day to day office tasks. We are looking for an individual who is flexible and capable of responding to the pressures of a demanding venue. Completing the administration responsibilities successfully, requires the ability to keep accurate records, a keen eye for detail and excellent time-management. The role would require handling of sensitive, personal data so an understanding of GDPR and professional discretion would also be necessary. We are looking for an individual who can prioritise and keep calm under pressure, as well as being an excellent communicator. The Administrator serves as the central hub of the theatre, fostering essential relationships and ensuring the seamless coordination of teams, schedules, and operations that keep the entire organisation connected and thriving.

KEY RESPONSIBILITIES

Office Administration – Human Resources

• To attract, hire, and retain top talent and support recruiting managers as needed with staff engagement, including advertising, references, and right-to-work checks, while ensuring compliance with regulations.

• To ensure accurate and up-to-date personnel records are kept at all times, including in particular, Employee Starter Forms, proof of the right to work in the UK, Employment Contracts, references, training and leaving processes.

• Under the guidance of the payroll department, maintain and submit all required payroll timesheet information, including overtime and expenses, ensuring all venue staff are paid accurately and on time as per company policy.

• To assist the Theatre Director by ensuring that Annual Leave balances are accurately managed and time off is correctly requested.

• To assist the Theatre Director by ensuring that absences are recorded and manged in accordance with the appropriate polices.

Office Administration – Finance and process

• To assist the Heads of departments in ensuring that all invoices accurately correspond with delivered goods and services, as well as relevant purchase orders, and that any discrepancies are investigated and reported to the Theatre Director.

• Ensure accurate and timely creation, dispatch, and return of show contracts, invoices, and settlements for shows and events.

• To handle the venue’s petty cash, ensuring that it is reconciled on a weekly basis.

• Control of budget lines for the Administration Department, office equipment, printer contract; monthly reconciliation and management of company credit card usage.

• Support HODs with budget lines such as training, postage, first aid provision, and uniform.

• To assist with merchandise reconciliation as and when necessary.

• To collate monitoring information on a quarterly basis for Fareham Borough Council

Office Administration – Property & Health & Safety

• To ensure that all licencing is up to date and accurately recorded, assisting in arranging the renewal of certificates and reports when required.

• Liaising with the relevant HOD ensuring property inspection certificates, and service maintenance reports are accurately filed and up to date.

• To attend and record accurate minutes of all Venue Health and Safety meetings and Operations Meetings.

• To adhere to all Health & Safety procedures to minimise the risk of injury and accidents, reporting incidents to the Theatre Director and logging them accordingly.

• In liaison with the Technical Manager, to ensure that all pre-production and events documents are completed prior to the commencement of the production.

• To assist the HODs in ensuring training compliance standards.

GENERAL RESPONSIBILITIES

• Maintain and grow positive working relationships with clients and potential clients, including commercial and community promoters, producers, and hirers, enabling continuing programme liaison in the Theatre Director's absence.

• Accurately maintain the venue’s electronic show diary (Artifax).

• To always represent Fareham Live in a professional manner, providing excellent internal and external customer service to company colleagues, visiting production staff and building contractors.

• Being a champion for new systems and software initiatives.

• Confidently being able to take minutes for any meetings that are required.

• To attend training courses, as required, and take responsibility for ongoing professional development.

• To support all Heads of Departments at the venue.

• To complete any other delegated task that may assist the company in achieving its business objectives, as required by the Theatre Director.