Department: Cardiff Theatrical Services
Salary: £26,500 per annum
Deadline for Applications: Monday 25th April 2022
Interviews: W/C 3rd May 2022
Permanent
Welsh National Opera shares the power of live opera with audiences and communities across Wales and England – in theatres, in neighbourhoods and online.
We are currently seeking an Administrator to provide an administrative service for CTS and the WNO Technical department, its managers and employees and providing all round business support across areas of finance, stock control, supplies, hires and sales, health & safety, facilities, and office management.
The successful candidate will provide front of house reception service at CTS including answering calls, meeting, and greeting clients and visitors, ensure visitors are signed in/out and when appropriate make sure COVID Health surveillance forms are filled out, arranging for courier services as required, ensure adequate stationary stock, ensure the reception area, office and meeting room is always kept clean and tidy, direct all deliveries to the correct departments and ensure delivery notes are checked and collated, ensure that accurate time records are kept and distribute weekly timesheets to employees and Payroll.
The ideal candidate must have good standard of general education (GCSE English & Maths Grade C or above), demonstrable experience in office administration, proven track record in managing finances and budgets, excellent organisational, administrative, and numerical skills, strong interpersonal, verbal, and written communication skills and focus on customer service and client service delivery.
Main Purpose of Job: To provide an administrative service for CTS and the WNO Technical department, its managers and employees and providing all round business support across areas of finance, stock control, supplies, hires and sales, health & safety, facilities, and office management.
Scope: Your time will be divided across sections with approximately 4 days a week dedicated to CTS and the remaining 1 day for the Welsh National Opera Technical department. As such you will be based in CTS and the WNO technical offices as required.
Key Responsibilities:
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Provide front of house reception service at CTS including answering calls, meeting, and greeting clients and visitors.
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Ensure visitors are signed in/out and when appropriate make sure COVID Health surveillance forms are filled out.
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Arranging for courier services as required.
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Ensure adequate stationary stock.
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Ensure the reception area, office and meeting room is always kept clean and tidy.
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Direct all deliveries to the correct departments and ensure delivery notes are checked and collated.
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Ensure that accurate time records are kept.
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Distribute weekly timesheets to employees and Payroll.
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Input data into the finance system and forward to the relevant manager for approval.
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Manage information flow to the HR department with respect to all types of leave.
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Monitor sickness absence records, ensure that self-certificates are completed and book return to work interviews.
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Ensure relevant files are archived.
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Ensure that any personal data is stored in a GDPR compliant manner.
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Maintain and update all administative information on the CTS electronic folder, and servers
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Update the CTS website, social media accounts and other marketing tools.
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Be responsible for processing internal/external sales/hire invoices and issuing reminders when invoices become overdue consistently and accurately
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Manage and report on stock across all departments in collaboration with departmental HoD’s and Supervisors
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Updating stock prices across all departments on the CTS costing database.
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Raise Purchase Orders for stock, and non-stock items
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Manage the CTS petty cash float
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Liaise with WNO Technical Administrator to ensure that all CTS vehicle and driver’s records are legally compliant
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Book hire vehicles and keep records
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Ensure vehicle defects are reported and dealt with
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Ensure that the maintenance, security, cleaning, pest control of CTS buildings is compliant with legislation
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Advise outside contractors of the Company’s requirements and then monitor and maintain quality control for the outside contractors.
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Put in place and maintain a database for contractors.
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Ensure all induction & training updates are sent to HR for filing
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Carry out weekly office/admin area building and fire exit inspection
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Ensure insurance and inspection records are kept up to date.
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Issue CTS induction packs
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Conduct DSE Assessments as and when required.
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With CTS Project Managers assist in the generation of CDM packs for clients
General:
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To cooperate with us in complying with relevant health and safety legislation, policies and procedure in the performance of the post. The post carries responsibility for Health & Safety issues at level 6 (see attached).
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To behave in accordance with our values
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To maintain confidentiality and observe data protection and associated guidelines where appropriate.
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To ensure compliance with our policies and procedures at all times
The duties in this job description are not exhaustive and may be altered at any time to reflect the changing needs of the organisation. The post holder will be required to undertake such duties and responsibilities as may reasonably be expected from time to time within the scope and grading of the post.
Person Specification Administrator - Skills, knowledge, and experience:
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Good standard of general education (GCSE English & Maths Grade C or above)
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Demonstrable experience in office administration
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Proven track record in managing finances and budgets
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Excellent organisational, administrative, and numerical skills
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Strong interpersonal, verbal, and written communication skills
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Focus on customer service and client service delivery
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Ability to be resourceful and proactive in dealing with any issues that may arise
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Ability to liaise successfully at variety of levels
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Excellent time management skills
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Attention to detail
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Ability to prioritise a complex workload and work to tight deadlines
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Ability to work without supervision and to take the initiative, but also to work within a team
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Flexibility, adaptability, and reliability in working practice
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Strong IT skills (Microsoft Office packages – Word, Excel, & Databases)
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Understanding of how theatre, opera and concerts are produced*
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Previous experience within a construction/manufacturing organization*
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Hold a clean driving license*
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Ability to write and speak Welsh*
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Understanding of GDPR legislation *
Points marked with an asterisk (*) are desirable rather than essential.
Health and Safety - Individual Responsibilities:
Individual Responsibilities
All Employees (Level 6)
Every employed person, including Managers.
Responsibilities
All employees are responsible for: The observance and implementation of rules and systems which are derived from the Health and Safety Policy and the arrangements for its implementation. Taking reasonable care for their personal health and safety and that of fellow employees and others who may be affected either directly or indirectly by their acts or omissions at work. Reporting promptly to the appropriate Manager potential or actual hazards and defects. Taking part in any health and safety training considered by the Company to be necessary in order to comply with the Company Health and Safety Policy and current legislation. Knowing the correct action to be taken in the event of an accident, fire or other emergency. Co-operating with Management and other employees in meeting statutory requirements. Not interfering with or misusing anything provided to protect their health, safety or welfare which is required by legislation and using any machinery, equipment, substance or safety device in accordance with any training and instruction.
Cardiff Theatrical Services - CTS
CTS was established in 1984 by Welsh National Opera, and over thirty six years has gained an international reputation for building scenery with the highest quality production values.
CTS has a passion and proven ability to create truly outstanding scenery; and a client list including many of the UK’s leading theatre, opera, musical, dance and performing arts companies, visitor attractions and exhibitions. From grand scale theatrical productions through to exhibitions and theming, we offer a first class service working with designers and production managers to create scenery for award winning productions. Recent projects include Mamma Mia – the Party! The Doctor for the Almeida, and the new west end production of Prince of Egypt.
Our staff enable us to offer a huge range of skills along with traditional service values to companies large and small, and we pride ourselves in being open and accessible to all.
We relish a creative challenge and have the expertise and knowhow to problem solve and to turn project dreams into production reality.
Forms & Downloads
Download: Application Form (English - Word Document)
Download: Personal Details & Disclosure Form (English - Word Document)
Download: Welsh Language Monitoring Form (English/Welsh - Word Document)
Download: Applicant Equality & Diversity Monitoring Form (English - Word Document