Vacancies

Office Manager

This post is part time, with the post-holder ideally working 5 half-days per week (20 hours)

Salary: £22-24k pro-rata (depending on experience)

Based in Cardiff, Music Theatre Wales is one of Europe’s leading contemporary opera companies, recognised since its formation in 1988 as a vital force in opera, presenting bold new work that is characterised by the powerful impact it makes on audiences and artists alike. Supported by the Arts Council of Wales and Arts Council England, we normally produce one major UK tour every year, plus smaller scale projects and outreach work, and occasional international touring. More details of our work can be found on our website.

An exciting opportunity has arisen for an Office Manager to join the team, currently comprising Chief Executive, Artistic Director, and Artistic Administrator who doubles as Company Manager. There are also imminent plans to recruit a Marketing/Communications Manager. Beyond this core team, a freelance press consultant supports the company’s work throughout the year, while the accounting function is out- sourced to our accountants. The company is based in an attractive modern office situated within a listed building close to Cardiff Bay station.

During production and touring phases, the company personnel expands to up to forty people, including creative teams, singers, musicians and technical staff, for whom the Artistic Administrator/Company Manager provides the necessary support.

Music Theatre Wales is a charity and a company limited by guarantee and is governed by a board of trustees who support the company in a voluntary capacity.

This new post will report to the Chief Executive. As it’s a new role, the list of responsibilities that follows is indicative so the successful candidate will be someone who is able to adapt to change and be prepared to take on a range of responsibilities to ensure the smooth running of this small and ambitious organisation.

We need someone who is flexible, highly organised, a good team player, IT literate, with excellent communication skills, and previous experience of managing suppliers and external contractors. We’re looking for someone who will demonstrate genuine commitment to the type of work we do and who is happy to work largely independently in a small and fast-paced environment.

Purpose of the job

The post holder will support our small team and manage the day-to-day administrative requirements of the office.

Key responsibilities

Duties will include: arranging and co-ordinating logistics including internal and external meetings, taking minutes of team meetings, dealing with external enquiries, meeting and greeting external parties, administrative support for aspects of programme delivery and ensuring that everything runs smoothly for everyone in the office. The post holder will also be responsible for managing the equipment in the office and relationships with outsourced suppliers/ maintenance contracts including managing MTW’s IT support provider.

We’re keen to ensure that there is ongoing re-evaluation of systems and processes in order to improve their efficiency and reduce administrative burden for the team. The Office Manager will have a vital role in driving this forward. The post-holder will also support the team in ensuring that the work we do is monitored and reported on, and that results and evaluation findings are collated and shared.

Administration

  • Manage all day-to-day operations of the Music Theatre Wales office and be the first point of contact for enquiries and visitors.
  • Ensure that all day to day administrative and office management functions are undertaken so that the office is an efficient and comfortable environment in which to work.
  • Implement, maintain and improve electronic and hard copy filing systems and procedures ensuring strict adherence to Data Protection Legislation.
  • Gather and analyse data as required to update administrative systems with accurate information.
  • Act as the main point of contact with the landlord and their maintenance team.
  • Manage the company’s relationships with external suppliers including utilities and IT.
  • Manage and order office supplies.
  • Deal with enquiries, booking meeting rooms, photocopying, making travel arrangements.
  • Provide additional support and cover in the office during absence/holidays.
  • Coordinate meetings for MTW staff – particularly Chief Executive and Artistic Director.
  • Maintain the Team Calendar including monitoring staff holiday allocations and TOIL.
  • Deal with issues/problems with initiative on a largely independent basis.

Staffing

  • Administer the recruitment of full-time and part-time staff.
  • Preparation of employment contracts and maintenance of confidential and appropriate filing systems for employee records.
  • Implement advice from external consultant to ensure that the company complies with all statutory obligations regarding employment, insurance, equal opportunities, pension, health and safety, and company law, and update the Company Handbook as necessary and on a regular basis.
  • Manage the office cleaner.

Finance, regulatory and governance

  • Ensure the necessary bank mandates are up-to-date and appropriate debit cards in place.
  • Manage petty cash and bank cash or cheques, including donations and programme sales income.
  • Ensure payroll and pension scheme data is accurately collated and processed to our accountants.
  • Maintain records of data processing for Data Protection Legislation purposes and coordinate the regular updating and cleaning of data held.
  • Ensure that the company acts in accordance with all statutory and legal requirements, including Charity Commission and Companies House by making the necessary updates and annual returns.
  • Manage the collecting and collating of monitoring statistics, feedback and other evaluation materials across all company activities.
  • Complete the relevant statistical surveys required by statutory funders.
  • Administer the recruitment of new members to the Board of Trustees and support the Chief Executive in arranging their training and induction
  • Organise and service Board and sub-committee meetings (book rooms and catering)

Other

Undertake any other duties as may be reasonably required by the Chief Executive

Person specification

Essential

  • Significant experience of working in an administrative office environment.
  • Excellent planning and organisational skills.
  • Excellent time management skills.
  • Ability to prioritise competing deadlines and meet them.
  • Meticulous attention to detail.
  • High level of literacy, numeracy and IT competence to include MS Office.
  • Commitment to efficient and effective process improvement.
  • Ability to work independently and use own judgement to trouble shoot and solve problems.
  • Ability to communicate effectively and professionally with a wide range of people.
  • Committed to working flexibly within Music Theatre Wales to achieve the team's objectives.
  • Willingness to learn about the work of Music Theatre Wales.
  • Commitment to Music Theatre Wales' role in championing the Welsh language both in Wales and internationally.

Desirable

  • An interest in the arts.

Terms

This post is part time, with the post-holder ideally working 5 half-days per week (20 hours)

Holiday entitlement: 20 days per year in addition to 8 public and bank holidays (pro rata).

Salary: £22,000 -£24,000 pro rata (depending on experience).

How to apply

If you believe that you have the skills and experience for the role, please apply with a CV and covering letter outlining how you meet the criteria in the person specification. Please send your application to Carole Strachan by email only carole@musictheatre.wales

Closing date: Monday 28 January 2019 at 5pm

First interviews to be arranged for 31st January 2019 onwards.

Final interviews to be confirmed

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