Theatre Administrator / PA to AD - Recruitment Pack - June '24

WELCOME TO THE CORONET THEATRE

Founded in 2009, The Coronet Theatre is a risk-taking, international arts venue and registered charity set within an iconic Grade II listed building in London’s Notting Hill. Both its programme and the building’s restoration are curated by Artistic Director Anda Winters.

TCT offers a year-round multi-disciplinary programme of world-class drama, dance, music, poetry and visual arts in a uniquely intimate 195-seat main auditorium and 90-seat studio space, giving special attention to the extraordinary work from cultures around the world.

We stage a mix of our own productions, commissions and visiting artists, including UK and World Premieres. We provide opportunities for emerging and renowned artists from all disciplines and nationalities and inspire diverse communities in London to access unique cultural experiences.

We are passionate about bringing exciting, high-quality international work to the UK and have developed exceptional partnerships with leading international venues, artists and institutions. Our globally-minded and forward-thinking community of partners supports, nurtures, funds and inspires our unique programme.

OUR INTERNATIONAL MISSION

ENGAGE - Build a diverse audience for international work, spanning cultures and social boundaries, uniting London through the universal language of art

EDUCATE - Enrich minds and broaden perspectives through exposure to unique, challenging, and often new cultures and artistic expressions

EMPOWER - Showcase a captivating programme of arts from around the globe, creating moments that enthral, inspire, and stay in the minds of our followers.

ABOUT THE ROLE

The Coronet Theatre seeks an exceptional individual with outstanding administrative and organisational skills to join our ambitious team as a Theatre Administrator/Personal Assistant to the Artistic Director. This key role focuses on ensuring the smooth administration of our diverse international programme and the institution that presents it.

Whilst many tasks will become second nature, every day will be different. The successful candidate will directly assist the Artistic Director with managing complex international communications and travel itineraries and supporting the senior team’s day-to-day organisation. The role also directly supports the theatre’s producing and fundraising administration, operation and events whilst supporting wider departments across the theatre.

The ideal candidate should be able to think on their feet, be positive, cultured, and truly care about their work and the organisation they work for. Direct experience is not essential, but a strong set of transferable skills and the ability to learn quickly are key. The individual must be a team player who thrives in busy environments, as our international programme brings incredible cultural experiences but also an added layer of complexity. Communication is also key. This is an administrative role, but the ability to then communicate details clearly and sensitively with cultures across the world is essential. Our Theatre and programme is created by a diverse family of creative individuals, and we approach our work with this in mind.

This is an excellent opportunity for someone looking to develop skills across various theatre departments in a fast-paced and dynamic setting. If you are proactive, have excellent written and verbal communication skills, and can maintain rigorous administrative structures in a busy environment, we would love to hear from you.

WHAT YOU’LL BE DOING

Assisting the Artistic Director with email inbox management, coordinating arrangements with the Chairman’s personal assistant, arranging personal appointments and prioritising daily ToDo lists.

Creating international travel itineraries and assisting with booking

Managing diary arrangements for the Artistic Director and senior management team, including booking /organising meetings, setting up Zooms, minuting meetings, and preparing papers.

Implementing and maintaining producing administrative systems through project management and scheduling tools.

Managing programme administration, including travel/accommodation booking, organising visas, drafting letters of agreement, creating welcome packs, schedules, expense sheets, etc.

Co-ordinating and liaising arrangements with visiting artists and companies.

Assisting with delivering programme and fundraising events, including parties, season launches, meet and greets, welcome coffees, post-show discussions, press nights, workshops, etc.

Managing invitation and guest lists for Theatre events.

Researching funding opportunities, collaborating closely with the General Manager to build strong relationships and draft compelling funding applications.

Creating effective funding pitch documents and a regular members newsletter.

Co-ordinating fundraising administration, ensuring accurate funder crediting, drafting prompt and engaging funding reports and other documentation.

Working with the General Manager to identify individual prospects and support patron recruitment and retention, including contacting individuals when required.

Acting as the primary contact for new and recurring ‘Members’ of the Theatre.

Managing donation administration, including financial processes, ensuring up-to-date databases and ensuring that patrons receive their entitled benefits.

Assisting with recruitment administration, including scheduling interviews, etc.

To maintain the efficient office running, replenishing office stationery and kitchen supplies when necessary.

Draft/check documentation (and when required surtitiles) for correct English as required, including programmes, marketing copy, press releases, and other published texts

To establish and maintain useful and appropriate communication protocols across the Team

Conducting other office administration as required by the General Manager

Any other task reasonably requested by the Artistic Director or General Manager

TERMS OF EMPLOYMENT

Salary: Circa £30,000 per annum Dependant on experience

Contract: This is a permanent, full-time position on completion of a successful probation period

Working Hours: Standard office hours are 9 30am - 5 30pm (Monday to Friday), although hours worked are to be determined by the needs to the role. Regular evening and weekend work will be required.

Additional Benefits: 50% off in TCT Bar, Complimentary Tickets for Performances

Location: 103 Notting Hill Gate, London, W11 3LB

Holidays: 28 days per year

Pension: NEST workplace pension plan with a 3% company contribution

Start Date: As soon as possible.

Probation Period: 6 months

Notice Period: 3 months

Works closely with: Artistic Director, General Manager, Marketing Department

Responsible For: No direct line management responsibility but will work closely with junior colleagues. Line Management may become part of this role as the organisation develops

HOW TO APPLY

We’recommittedtoprovidingyouwiththenecessarysupporttoapplyfor thisposition.Ifyouneedanyassistanceoradvice,we'rereadilyavailable.

Pleasefeelfreetoreachouttohello@thecoronettheatrecomorcall020 36426606.

Toapply,pleaseemailrecruitment@thecoronettheatre.comwiththe subjectline:TheatreAdministrator

Pleaseattachanup-to-dateCVandsupportingstatement,followingthe guidanceoverleaf,inPDFformattoyourapplication

Applicationdeadline:Monday8thJuly2024

Interviewswillbeconductedonarollingbasis.Weaimtocontactall candidateswithin10workingdaysoftheapplicationsubmission.The applicationprocessmaycloseearlyifwefindtheperfectcandidate,sowe encourageyounottowaituntilthelastminute!

Notes

EveryapplicationisreadbyatleasttwoindividualsattheTheatrebefore decidingwhotoinvitetointerview

Pleaseensureyourapplicationisspecificandtailoredtoourorganisation androle Genericapplicationswillbeautomaticallyrejected

Wewillcontacteverycandidate,whetheryouareshort-listedforan interviewornot.Applicationfeedbackcanbeprovidedonrequestto unsuccessfulapplicants.

Wemayaskyoutocompleteataskorshortprojectaspartofthe applicationprocess.Thismaybetoassessyourcreativeskills,forexample, oryourlevelofwrittenEnglish,dependingontherole.Ifthisisthecase, wewillgiveyouafullbriefandreimburseanyexpenses,suchastravel, thatyoumightincur

AboutYou

Pleaseprovideyourname,email,contactnumberandaddress.SharewithusyourLinked-inprofileifyouwish.

Letusknowhowyouheardaboutthisposition

Wearecommittedtoensuringouropportunitiesareaccessibletoall PleasedetailanyaccessrequirementsyouhavetoattendaninterviewatourTheatre Notethatour

Grade2listedVictoriantheatrehasmanysteps,althoughtheinterviewvenuecanbealteredtoaccommodatespecificneeds.

SupportingStatement

Youshouldsubmityouranswerasawrittenresponse,limitingyourresponsetoamaximumoftwosidesoftheA4paper.Lessthanthisisalsoperfectlyacceptable,withmostcandidates submittingapproximatelyonesideofA4 Belowisalistofsuggestedtopicsyoumaywishtodiscuss Thereisnorightorwronghere,butwewanttogetaroundedsenseofyouasan individual,includingwhatyouandyourexperiencecanbringtotheTheatre.

Pleasetelluswhyyouareapplyingforthispositionandwhatpersonalqualitiesandprofessionalskillsyouthinkyoucanbringtothejob.

Letusknowhowyoumeetorexceedtherequirementssetoutinthejobdescriptionandpersonspecification

Tellusaboutyourinterestinand/orexperiencewithinternational,multi-disciplinaryarts.

Tellusaboutyourcurrentandmostrelevantemploymenthistory.Includetheorganisation’sname,yourposition,andabriefdescriptionofyourroleandduties.Tellusabout yourproudestsuccessesinthoserolesand,ifrelevant,thechallengesyouovercame

Ifyouwanttotransferindustries,tellushowyourpreviousexperienceistransferrabletoadynamic,internationaltheatre.

Tellusaboutyourplannedcareertrajectory.Whatareyourgoalsandambitionsforthisrole?

Ifrelevant,telluswhatyoulearntfromanyeducationalortrainingopportunitiesthathelptomakeyouagreatcandidate.

Tellusaboutanyotherskillsorinterestswhichmayberelevanttothepost Letusknowifyouspeakanyotherlanguagesandbrieflydiscussnon-workinterests Wewantto hireinteresting,well-roundedpeoplefromallwalksoflife.

YourCV

Currentormostrecentemployment(paidorunpaid).

Pleasetellusaboutyourcurrent(ormostrecent)employment.Includetheorganisation’snameandlocation,yourposition,dateofemployment(from/to),noticeperiod(if applicable),andabriefdescriptionofyourroleandduties.

Startingwithyourmostrecentpositionandworkingbackwards,pleasetellusaboutyourpreviousroles Includetheorganisation’snameandlocation,yourposition,dateof employment(from/to),andaverybriefdescriptionofyourroleandduties.Highlightkeypointspertinenttothisrole.

YourEducation,TrainingandProfessionalQualifications

Startingwiththemostseniorandworkingbackwards,pleasetellusaboutyoureducation,trainingandprofessionalqualifications.Includethedate,subjectarea,andthe qualification/gradereceived(ifapplicable)

References

Pleaseprovidedetailsoftwopeople(notrelatedtoyou)whowecandiscussyourrecentperformance. Oneofthesemustbeyourcurrentemployer(ormostrecentemployerif youarenotcurrentlyemployed).Theothershouldbearefereewhocanexpressaprofessionalopiniononyourworkandyourabilitytoperformthejobforwhichyouare applyingfor.Wewillonlycontactthesepeopleifwemakeyouanoffer.