Administrative AssistantRecruitment pack

1. How to apply 2. The Albany background information 3. Job description 4. Person specification 5. Organisational chart 6. Application form 7. Monitoring form

2

Applying for the position Back to beginning

Thank you for your interest in the above position. If you are also interested in applying for the Box Office Assistant role, please indicate your preference by ticking the boxes on the application form, and refer to the job description for this role, which can be found on our website: http://www.thealbany.org.uk/news/Part-Time-Box-Office-Assistants

Please complete an application form and monitoring form. Please note that we do not accept CVs. Applications must be submitted to the (e)mail address below by 9.00am on Monday 22nd August 2016. Alternatively return by post or by hand during opening hours to:

RecruitmentFAO Aurella YussufThe AlbanyDouglas WayDeptfordSE8 4AGT 020 8692 0231 ext.206 E vacancies@thealbany.org.uk

For more information about the Albany please visit our website www.thealbany.org.uk or contact us via the details above if you require information in an alternative format.

If you have any access needs in relation to your application and interview then please let us know in advance.

We are only able to contact applicants selected for interview. Therefore, if you have not heard from us within 3 weeks of the closing date, please assume that your application was unsuccessful on this occasion.

The Albany background information Back to beginning

The Albany, in the heart of Deptford, is a vibrant performing arts venue, with a strong focus on working with diverse, local communities. Our mission is to provide:

An artistic and community resource where diversity and creativity flourish. A space where new talent is nurtured and exposed to ideas from across the world. High quality creative experiences relating to the communities we serve. A creative centre for learning within the community, contributing to the cultural,

social and economic benefit of South East London.

The organisation has grown considerably over the last three years with turnover doubling to £2.6million in 2015/16, and the staff team growing to 53 full and part time roles. The Albany is a registered charity and operates a social enterprise business model generating over 50% of its turnover from earned income. It is also grateful for the consistent support of the London Borough of Lewisham and the Arts Council England.

During the last year over 180,000 people visited the Albany and used its facilities, including audiences of 40,000 at over 400 events. Not including its use of outdoor spaces and other sites, the Albany has four performance spaces, and its year-round programme encompasses music, theatre, outdoor arts and spoken word as well as an array of learning, participatory and community-based projects. Our other facilities include rehearsal and meeting rooms for hire, office space for 26 resident companies and a catering operation across three sites.

The Albany also manages cafes, community and performance spaces at Deptford Lounge and Canada Water Culture Space on behalf of Lewisham and Southwark Councils, including the 150-seat studio theatre at Canada Water. The combined footfall across all three buildings is now in excess of a million a year.www.canadawaterculturespace.org.uk www.deptfordlounge.org.uk

Job description Back to beginning

Job title: Administrative Assistant

Hours: Part-time, 12 hours per week

Salary: £17,680 p.a. pro rata

Contract: Permanent

Reports to: Administration Manager

Responsible for: Interns, Trainees

About the role

Working with the Administration Manager, you will support recruitment, personnel administration, IT and office management to ensure an effective administration operation. We are looking for an organised and self-sufficient candidate who meets the demands of a fast-paced environment with good humour and energy.

Principal duties

1. Effective office management and administrative systems for the organisation

Carry out a range of administrative duties to ensure smooth administrative systems across the organisation

Process personnel and recruitment administration including holiday entitlement, sickness absence monitoring, processing DBS checks and training arrangements.

Attend to the upkeep and maintenance of the staff offices and office equipment, including ordering stationery.

Work with the Administrator to maintain effective IT systems; liaise with the Albany’s IT support and external phone system support to resolve IT and phone problems.

Job Description Box Office Team Member Page 5 of 15

Assist with the maintenance of filing and archiving systems.

Update databases for communication and monitoring purposes.

2. Administrative and clerical support

Provide administrative support – including correspondence, arranging meetings, preparing documentation, filing and archiving.

Deal with a range of general enquiries made by phone, post, or in person ensuring high level of customer care.

Assist with administration relating to governance and Board meetings.

Take meeting minutes ensuring their timely circulation.

Other clerical and administrative assistance as requested by the Administrative Director or CEO. This may include completing administrative tasks for other teams.

3. General duties

Maintain confidentiality and data protection standards at all times.

Support the aims and objectives of the Albany both internally and externally.

Develop efficient working relationships with all teams, resident companies and other third parties.

Work actively within the Albany’s Equality and Diversity, Child, Young and Vulnerable People Safeguarding and Health & Safety Policies.

Attend meetings and training sessions as required.

Support the Albany’s objective to offer work training to placements, interns and trainees.

Provide cover during holiday and sickness absences; and emergency cover on reception.

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Contribute - within the post holder’s expertise - to the delivery of business contracts including but not limited to organisational mentoring, venue management and contract delivery at satellite sites.

Undertake any other duties reasonably requested by the line manager or senior manager.

This job description is a guide to the nature of the work. It is not wholly comprehensive or restrictive and may be reviewed as required; other responsibilities may be added depending on experience and need.

Person specification Back to beginning

Essential

Experience of office administration

Excellent written and oral communication, numeracy, IT (MS Office) skills

Aptitude for IT management (photocopier and telephone systems, hardware and software)

Experience of electronic and paper filing systems

Accuracy and attention to detail

Ability to plan and organise own work load efficiently

Ability to resolve problems independently

Proven time management skills with the ability to meet dead lines

Strong customer care focus

Commitment to the principles of Equality and Diversity

DesirableJob Description Box Office Team Member

Page 7 of 15

Experience of recruitment and personnel administration

Experience of data capture, processing and databases

Knowledge of Content Management System (website maintenance)

Project management skills

Interest in an arts administration career

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Albany Staff Structure Back to beginning

Job Description Box Office Team Member Page 9 of 15

Technical Manager

Technician

Apprentice Technicians

Freelance Technicians

Maintenance

Bookings Coordinator

Board of Trustees

Chief Executive

Finance Manager

Finance Assistant

Administrative Director

Head of Production and Premises

Administration Manager

Administrative Assistant

Deputy Operations Manager

Duty Managers

Premises Assistants

Creative Programmes

Manager

Programme Manager (Youth &

Community)

Project Manager(Meet me at the

Albany)

Project Manager(Hothouse)

Head of Marketing

Marketing Coordinator

Marketing Assistant

Box Office Supervisor

Box Office Assistants

Head of Creative Programmes

Head of Development

Finance Director

Operations Manager

Café Supervisor (Canada Water Culture Space and Deptford

Lounge)

Café Supervisor (the Albany)

Kitchen Supervisor

Fundraising Apprentice

Head of Food & Beverage

Sales & Events Manager

Garden Project Co-ordinator

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Senior/ Trainee Front of House Assistants Café/Bar/ Kitchen Assistants

APPLICATION FOR EMPLOYMENT

APPLICATION FORM Back to beginning

POSITION APPLIED FOR: Ref: PERSONAL INFORMATION

First name Surname Title

Address

Postcode Email

Mobile Telephone Home Telephone Work

DECLARATION (Please read this carefully before signing this application)

1. I confirm that the above information is complete and correct and that any untrue or misleading information will give my employer the right to terminate any employment contract offered.

2. Should we require further information and wish to contact your doctor with a view to obtaining a medical report, the law requires us to inform you of our intention and obtain your permission prior to contacting your doctor. I agree that the organisation reserves right the right to require me to undergo a medical examination. In addition, I agree that this information will be retained in my personnel file during employment and for up to six years thereafter and understand that information will be processed in accordance with the Data Protection Act.

3. I agree that should I be successful in this application, I will, if required, apply to the Disclosure and Barring Service for a disclosure. I understand that should I fail to do so, or should the disclosure not be to the satisfaction of the company any offer of employment may be withdrawn or my employment terminated.

Signed: …………………………………………………..(if sending by email an electronic signature will suffice)

12-hr p.w. contract AA0816 24-hr p.w. contract (12 hrs as Admin Asst and 12 hrs at Box Office)* BOAA0816*If you choose this option you need to add a paragraph in your supporting statement indicating your suitability for the box office post. Please refer to the job description/person spec:http://www.thealbany.org.uk/news/Part-Time-Box-Office-Assistants

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APPLICATION FOR EMPLOYMENT

IMMIGRATION – In order to comply with the Immigration Act 1996 we are required to see proof of your right to work in the UK. This will be requested once an offer of employment has been made. However, if you require a work permit in order to work in the UK please indicate:

YES/ NO

CRIMINAL RECORD – Please detail any criminal convictions. The amendments to the Exceptions Order 1975 (2013) provide that certain spent convictions and cautions are 'protected' and are not subject to disclosure to employers, and cannot be taken into account. Guidance and criteria on the filtering of these cautions and convictions can be found at the Disclosure and Barring Service website

If none please state.

REFERENCES – Please note here the names, addresses and emails of two persons from whom we may obtain both character and work references. One should be your current or most recent employer.

Can we contact this reference prior to interview YES/NO(Please delete as appropriate)

Can we contact this reference prior to interview YES/NO(Please delete as appropriate)

Job Description Box Office Team Member Page 12 of 15

If selected for interview, do you have any specific access requirements ?   Yes □  No □

APPLICATION FOR EMPLOYMENT

The Albany will offer an interview to anyone with a disability* who meets the essential criteria in the person specification.

□ Please tick this box if you are disabled and wish to be considered under this criteria.

* a physical or mental impairment that has a ‘substantial’ and ‘long-term’ negative effect on a person’s ability to do normal daily activities

SUPPORTING STATEMENT -With reference to the person specification, please concisely describe your suitability for the post, in no more than two A4 sheets. If applying for the Administrative Assistant role, you need to add a paragraph in your supporting statement indicating your suitability.

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If selected for interview, do you have any specific access requirements ?   Yes □  No □

APPLICATION FOR EMPLOYMENT

YOUR CURRENT OR LATEST EMPLOYMENT

Dates Name & Address of Employer

Job Title Duties Rate of Pay

Notice required:

EMPLOYMENT HISTORY (Please do not attach a CV)

Dates Name & Address of Employer

Job Title Duties Rate of Pay

EDUCATION HISTORY

School / College or University

Dates Qualification Gained

Job Description Box Office Team Member Page 14 of 15

APPLICATION FOR EMPLOYMENT

Equality and diversity monitoring formYou do not have to complete this form, but it would really help us if you do. We use the information it contains to report back to our funders (as we are required to do). Its most important purpose though is to try and ensure that our commitment to equality and diversity actually works in practice. The information you give us here will be used without your name attached, and will not be passed on to anyone. It is used only for statistical monitoring. Thank you!

Age Under 18 18-24 25 - 44

45 - 64 65+ Prefer not to say

EthnicityAsian Asian British Chinese

Bangladeshi Indian

Pakistani Other Asian (write in)_________________

Black African Black British

Caribbean Other Black (write in)_________________

Dual/multiple ethnic groups

Black African and White

Black Caribbean and White

Asian and White Other dual multiple ethnic (write in)_________________

White Irish Gypsy or Irish Traveller

White British Other White (write in)_________________

Other ethnic group Arab Other ethnic group (write in)_________________

Prefer not to say

Please turn over

Job Description Box Office Team Member Page 15 of 15

APPLICATION FOR EMPLOYMENT

DisabilityDo you consider yourself to be a disabled person?

Yes No Prefer not to say

If yes, please state the type of impairment that applies to you.

Learning disability Long-standing illness Mental health condition

Physical impairment Sensory impairment Other (write in)_________________

Gender Female Male Other (write in)

_________________

Prefer not to say

Is your gender identity different from the gender you were assigned at birth?

No Yes Prefer not to say

Pregnancy and maternityAre you pregnant or on maternity leave?

No Yes Prefer not to say

Religion/belief None Yes (write in)

_________________ Prefer not to say

Sexual orientation Bisexual Gay/Lesbian Heterosexual

Other (write in)_________________

Prefer not to say

Where did you see this job advertised?

Please specify: ___________________________________________________

Job Description Box Office Team Member Page 16 of 15