Administrative Assistant 6mnth FTC

Administrative Assistant  (6 Month FTC) - Job Description

www.shaftesburytheatre.com

Purpose:  The Administrative Assistant supports the smooth running of the Shaftesbury Theatre, in particularly providing administrative support to the Operations Director as well overseeing the general smooth running on the Administration offices and providing some support for marketing and events. The role will also work closely with the Executive Assistant in delivering the rebrand and renaming of the Shaftesbury Theatre as it becomes the Judi Dench Theatre in early 2027.

The role is offered on a 6 month contract, alongside the rebranding of the theatre, but there is potential for the role to become permanent at the end of that time. The role in an onsite role, based 5 days a week (Monday to Friday) at the Shaftesbury Theatre.

Duties

Theatre Administration

·         Manage the Company’s diary management software system to ensure entries are consistent and correctly formatted.

·         Work in close liaison with the Senior Management team in managing and delivering an effective and efficient level of administration

·         Respond to all event enquires, passing on to the Executive Assistant, Operations Director or Chief Executive as appropriate.

·         Support the Executive Assistant in the delivery of all events

·         Oversight and on the day event management of some events

·         Working as a team with the Executive Assistant and Operations & HR Coordinator provide support and cover during busy times, or team absence

Office Administration

·         Provide an efficient and welcoming administrative service to the public, artists, producers and managements visiting and working at the Theatre.

·         Be the first point for all enquiries of an administrative nature.

·         Provide informed and accurate information to the public, in person, on the phone, by letter or electronic communication.

·         Manage all office equipment for the efficient operation of the administration functions.  Ensuring adherence to operational procedures, effective routine maintenance, cleaning and implementation of any agreed programme of replacement.

·         Order stationery, tea, coffee and milk for the offices

·         Manage all mail, both incoming and outgoing, efficiently to ensure that all correspondence is dealt with appropriately, speedily, and accurately with attention paid to the highest standards of presentation.

·         Ensure the organisation archive is kept up to date, including at the Orpington store

Website and Marketing

·         Create and update content across website, social media channels (e.g. Facebook, Instagram, LinkedIn, YouTube, Ticktock)

·         Ensure all material and copy is in line with our brand guidelines

·         Ensure all digital displays, print displays and signage in venue are up to date and impactful, and in line with brand guidelines

·         Take photographs for digital channels, and maintain a digital archive of photos and videos

·         Monitor and respond to audience comments and questions on social media

·         Create and send communications using email marketing software

·         Work closely with the Executive Assistant to support delivery of the rebrand, including resign, signage, web copy, social media and event planning.

Operations Director Support

·         Act as the Operation Director’s first point of contact, establishing strong working relationships and effective communication across all teams within the Shaftesbury Theatre and external, often dealing with sensitive information knowledgeably and professionally

·         Manage the OD’s diary proactively, prioritising meetings, anticipating work commitments, scheduling and allocating appointments, and booking rooms or booking zoom links.

·         Monitor the Operation Director’s inbox, ensuring key meetings and urgent issues are picked up and dealt with

·         Process expenses and credit cards reconciliations for the Operations Director

·         Support the Operations Director on internal communications, ensuring information is shared with other members with staff, and, where appropriate with the producing company

General

-        Advocate for the Shaftesbury Theatre, its aims and activities.

-        Be familiar with and abide by all Shaftesbury Theatre Policies including, but not limited to, our Equal Opportunities Policy and Health and Safety Policy.

-        Undertake any other duties as appropriate to the post, and/or as requested by the Senior Management team.

Personal Specification:

Experience and Knowledge

·         Experience of working in an office or administrative environment

·         Experience of room booking software (desirable)

·         Experience of working on events (desirable)

Skills

·         Fully computer literate including a good working knowledge of Microsoft Office

·         Demonstrably strong administration and organisational skills

·         Marketing skills including use of social media (desirable)

Attributes

·         Excellent attention to detail

·         Strong time management skills

·         Highly discreet, with an understanding of the importance of confidentiality

·         Personable and able to communicate effectively with a wider range of people

·         A friendly, professional manner on the phone, in person and in email/ writing

·         Proactive and flexible, with am enthusiastic approach

·         Passion & enthusiasm for theatre

We are Disability Confident Employer

If you're unsure whether you meet all the criteria, we still encourage you to apply. We value potential and enthusiasm, and we’re happy to support you as you learn on the job.

If you have access requirements or need adjustments for any part of the application process, please let us know — we’re happy to help.

We are committed to building a diverse and inclusive workplace. We actively encourage applications from people of all backgrounds, especially those currently underrepresented in the arts sector, including Black, Asian and global majority communities, disabled people, and those from working-class backgrounds.