Theatre Assistant job description
Responsible to: Theatre Manager
The Acorn is looking for an enthusiastic, highly organised, and flexible Theatre Assistant to support The Acorn’s administration and become a key member of our small team.
How to Apply
This pack contains the job description and person specification for the position of Theatre Assistant at the Acorn.
To apply for the post, please provide a CV and cover letter via email to:
Richie Cawley, email@example.com
Please state Theatre Administrator in the subject line.
Alternatively, you may post your application to:
The deadline for applications is noon on Friday, 14th April 2023.
Interviews will take place on Thursday, 19th, and Friday, 20th of April 2023.
The start date is immediate/earliest.
The Acorn is Penzance’s favourite affordable theatre for live music and performing arts, with a reputation for innovative programming. Our facilities and atmosphere attract performers from the regular national and international tour circuit to play in this remote corner of Cornwall. The Acorn also nurtures regional talent by supporting the development of new work, hosting community events and providing an affordable venue for educational activities.
We programme around 180 shows a year, including theatre, dance, music, comedy, children’s theatre, film, choirs, youth, and community engagement events. The Covid-19 pandemic took a heavy toll on the venue, but we are now bouncing back and seeing audience numbers returning to pre-pandemic levels.
Purpose of role:
To support the theatre’s safe, smooth, effective, and profitable running. The post holder will have responsibility for communications, marketing & audience development, community outreach and venue administration. Training will be provided as needed.
The role involves working in a busy venue with many varied responsibilities. As the role brief is comprehensive, key responsibilities will change depending on the need and capacity. Priorities will be agreed upon and progress reviewed with the Theatre Manager regularly.
Main Duties and Responsibilities
- Be the first point of call for internal and external enquiries.
- Manage correspondence to The Acorn (other than programming).
- Deal with complaints, issues and problems as directed by the Theatre Manager.
- Working with the Theatre Manager to disseminate information to the Board as required.
- Assist with dedicated events and meeting organisation and set up.
- Conduct various pieces of research upon request.
- Maintain excellent communication across the organisation.
- Ensure all fire, health and safety checks are up to date, and issues are discussed with the Theatre Manager as required.
- Keep up-to-date records of all risk assessments, policies, and instructions.
- Receive and check all deliveries as directed by the Theatre Manager and/or Bar manager.
- Identify any necessary repairs and maintenance.
- Ensure Council License terms are maintained and reviewed where required.
Events & Volunteers
- To support the Theatre Manager as requested for all events.
- Liaise with and manage volunteers before and during events.
- Manage Rota Central and keep shifts updated. Including listing shifts, allocating volunteers and staff, and ensuring adequate cover for each event.
- Support training volunteers, house managers, bar staff and trustees.
- Support the Theatre Manager in ensuring all manuals, training materials and house management sheets are updated as required.
- To Support the Theatre Manager in implementing the Fundraising Strategy.
- Promote the Friends of The Acorn scheme.
- Facilitate individual and business donations to the theatre.
- Promote and administer general appeals.
- Ensure GDPR compliance.
- Research new avenues of funding as directed by the Theatre Manager.
- Process invoices and ensure copies are sent to the Vice Chair for payment.
- Ensure all due payments are made, and income is received on time.
- Keep clear records of payment trails and enter data into QuickBooks.
- Support the bookkeeper and accountant in the preparation of annual accounts.
- Deal with all general banking administration as requested.
- Provide information for grant applications as requested.
Marketing & Communications
- Implement the Marketing and Social Media Strategy to promote The Acorn and our events, including advertising and social media activity (Facebook and Instagram).
- Support audience development work, including identifying and planning how to reach new audiences.
- Use Mailchimp to segment and communicate with our current audiences.
- Create newsletters for ‘Friends of The Acorn’ and general audiences.
- Advertise for volunteers, Friends, and Trustees as required.
- Update Website pages as required using word press.
- Liaise with visiting companies, press, and advertisers
- Deputise for the Theatre Manager in their absence as required.
- Work closely and effectively with the Theatre Manager, Trustees and Volunteers.
- Adhere to and actively contribute to all Acorn policies, including Equalities.
(Diversity, access, and equal opportunities), Environmental and Health & Safety.
- The Acorn dress code is smart-casual office wear, and we are a smoke-free working space.
- Any other duties as reasonably required.
Person Specification: Essential:
- Experience in working within a busy office environment.
- Experience in social media posts and scheduling.
- Experience with the Microsoft Office suite, mainly word and excel.
- Strong organising skills.
- Excellent numerical skills.
- Excellent communication (both written and verbal) and interpersonal skills with people at all levels, both internally and externally.
- Calm under pressure and able to multitask.
- Good time management and ability to prioritise.
- Good attention to detail.
- A highly motivated positive attitude with the ability to work on your own initiative.
- A keen interest in the Arts
- An understanding of the equal opportunity and cultural diversity issues in the delivery of our services.
- Experience in applying these skills in arts administration.
- Project management experience.
Hours: 22.5 hours per week, worked over three days, Monday to Friday, with some flexibility
Salary: £13,000 per annum (£21,666 per annum pro rata)
Holidays: 17 days per annum, including Bank Holidays (28 days pro-rata)
Probation: Three months.
Contract type: Permanent.
Notice period: One month during the probationary period, and two months after that.