HRBS003 - Executive Business Support Officer

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Posted: 02/11/2021 11:33
Start Date: Not Available
Salary: £23000 per annum (pro rata)
Location: Theatre Royal Plymouth, Royal Parade
Level: Non-Managerial
Deadline: 28/11/2021 23:59
Hours: 30
Benefits: 28 days holiday per year (pro-rata), Company Pension Scheme and great ticket offers.
Job Type: CONTRACTED FIXED HOURS

Theatre Royal Plymouth is a registered charity, inspiring a lifetime of creativity for audiences, artists and participants throughout Plymouth and the wider region. As the principal home of performing arts in the Southwest, we engage and inspire many communities, creating memorable experiences for people from all backgrounds. TRP do this by creating and presenting a breadth of shows on a range of scales, with their extensive creative engagement programmes, by embracing the vitality of new talent and supporting emerging and established artists, and by collaborating with a range of partners to provide dynamic cultural leadership for the city of Plymouth.

To maintain our support provision to the wider organisation and specifically to our Chief Executive, Senior Management Team and Board of Trustees, we are looking for a highly organised, enthusiastic and pro-active team player to fulfil the role of Executive Business Support Officer. 

This role is for 30 hours per week, working 10am-6pm, Monday to Wednesday and 10am-4pm on a Thursday.

 

Inclusion and Diversity

We are committed to cultivating a culture of inclusion at TRP with a workforce, participants and audiences that reflect the diversity of the communities we serve.

 

The collective power of each team member’s life experiences, knowledge, innovation, self-expression, and talent creates the very best environment for us to achieve our ambitions and lead the sector.  

 

In recruiting for our team, we recognise the unique contributions that you can bring in terms of education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, colour, religion, disability, sexual orientation, and beliefs.

 

 

How to Apply

Please apply using our TRP Application Form or with your CV and a Covering Letter.

Closing date for applications: Sunday 28 November 2021 at 23:59; we may invite suitable candidates to interview prior to the closing date

Interview Date: Friday 26 November 2021 with additional dates available for candidates applying in the later stage of the campaign

We’re here to talk! We’re available to speak to you before you make your application so, if you’re not quite sure if your skills match the role, want to talk about how flexible working could support you, or just check any of the details in this document, please do email us on recruitment@theatreroyal.com with subject line ‘Executive Business Support Officer’ to arrange a chat.

 

 

The Role

You will administer and minute all high-level governance and senior meetings and support the corporate governance requirements of the organisation.

Working within the Business Hub Team, you will provide administrative support and assistance of the highest standard to the Chief Executive, Senior Management Team, Board of Trustees and the wider organisation.

You will be well supported by the Business Hub Manager who will provide ongoing mentoring and support to ensure confidence for all in the tasks to be undertaken by the Executive Business Support Officer in a time of change throughout the organisation.

Role Responsibilities:

  • To schedule, administer and minute all high-level governance and senior meetings within the organisation ensuring all participants confirm or excuse their attendance and that any contributions required in advance of the meeting are received in good time. Such meetings include (but are not limited to): meetings of the Board of Trustees, Audit & Risk Committee, Executive Committee, Nominations Committee and Senior Management Team. This will require a level of flexibility to cover a variety of meeting times (meeting schedule for 2022 currently under review).
  • Keep an accurate schedule of records for all governance and senior meetings, collate and distribute papers efficiently; ensure that minutes are produced, approved and distributed in a timely manner and that the records of each meeting are appropriately digitally archived.
  • To provide professional administrative and practical support and advice to the Board of Trustees to assist them in the execution of their duties.
  • To be flexible in support of the new Chief Executive as they settle into the role and thereafter to work with the Business Hub Manager to establish and maintain agreed level of professional and efficient administrative and practical support for the Chief Executive and Leadership Team.
  • With support from the Business Hub Manager, to manage and maintain the Chief Executive’s diary and provide a professional first point of contact for their internal and external contacts, acting as a sensitive ‘gateway’ for incoming telephone calls, emails and enquiries.
  • To provide an excellent standard of professional administrative and practical support to the Chief Executive in support of both their internal activity and any responsibilities with external agencies and organisations that might relate to the role of CEO and to support with arrangements and facilitation of any associated meetings hosted at TRP.
  • As and when required, to deputise for the Business Hub Manager both in the management of the Hub Team and in representing the Business Hub at internal and external meetings.
  • To work collaboratively as part of the Business Hub Team to ensure that high quality and professional administrative support is provided to the whole organisation on a variety of tasks and projects in line with service level agreements. Such tasks may include but are not limited to: arranging travel and accommodation; room bookings (internal and external); monitoring email inbox accounts for internal and external enquiries; setting up project codes and raising purchase orders in our accounting system (Focalpoint); supporting with system administration for our HR System (Cascade); signposting internal customers to appropriate solutions.
  • In rotation with other members of, and representing, the Business Hub Team attend any necessary meetings including the weekly Operations Meeting and Health & Safety.
  • Actively engage in opportunities to promote your own personal development ie. Joining a staff focus / working group.
  • To role model excellence and professionalism in the completion of all tasks that establish and maintain the quality reputation of the work of Business Hub team both inside and outside the organisation.
  • Take personal responsibility for time management to ensure tasks can be completed within the allocated time.  Liaise with the Business Hub Manager if a timescale is considered unachievable and/or if any support is required.
  • To ensure that the TRP values of collaboration, creativity, quality and diversity underpin every aspect of your own and the departments work.

 

The Person

Our Values are at the heart of everything we say and do and our people demonstrate these values in every aspect of their work.  To be successful in this role, you should be able to demonstrate the following skills, experience and behaviour in line with these values.

Quality:

Taking pride in achieving excellence.  We take responsibility for and pride in what we do, recognising each other’s good work.  We set consistently high expectations and ensure that everyone has the skills to achieve excellence.  

Collaboration: 

Valuing each other in the way we work, communicate and spend time together:  We communicate regularly with each other, listening and understanding people’s needs.  We value and respect the relationships we have with colleagues and partners and we celebrate shared successes. 

  • An excellent standard of administration experience
  • The ability to confidently work across all levels of an organisation
  • Strong planning and organising skills
  • The ability to multi-task
  • An exemplary degree of accuracy and attention to detail
  • Trustworthy and discreet when dealing with confidential information
  • Quality, comprehensive minute taking skills
  • Efficient diary management skills
  • A high standard of IT competence with excellent knowledge of Microsoft Word, Excel, PowerPoint and Outlook etc.
  • An excellent communicator with exceptional written, verbal and presentational skills
  • Excellent organisation and time management skills
  • Assertive where necessary and appropriate
  • Demonstrate a polite and professional working manner
  • The ability to interact confidently with a wide variety of individuals (peers, managers, Trustees, funding bodies, politicians, theatre producers and the general public)
  • Have a flexible and adaptable approach to work
  • Be a proactive team member, contributing to team goals and supporting others to deliver projects

 

Creativity: 

Being imaginative in everything we do:  We use our knowledge, experience and judgement to explore doing things differently.  We aim to empower everyone in the organisation to adopt a flexible, open-minded and imaginative approach.

Diversity: 

Embracing the diversity among our people and community:  We embrace and value difference and individuality treating everyone as equally important.  Together we are stronger and more effective.

  • The ability to re-prioritise in the face of conflicting demands
  • The ability to work under pressure, on a variety of projects, achieving deadlines without compromising quality
  • Adaptable and flexible to workload pressures
  • The ability to use own initiative and develop creative solutions to problems
  • The ability to manage a personal workload, setting own priorities

 

  • Be friendly and approachable
  • Be a discerning and sensitive team member
  • To work as part of a team to support colleagues and peers
  • The ability to consider the needs of a variety of audiences, adapting your approach accordingly
  • Understanding of and commitment to quality, Diversity & inclusion

 

 

 

 

 



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