HRBS001 - Business Support Officer

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Posted: 02/11/2021 12:26
Start Date: Not Available
Salary: £20696 per annum (pro rata)
Location: Theatre Royal Plymouth, Royal Parade
Level: Non-Managerial
Deadline: 28/11/2021 23:59
Hours: 24
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 we are looking for a highly organised, enthusiastic and pro-active team player to fulfil the role of Business Support Officer. 

This role is for 24 hours per week. We are happy to support a working pattern of either 12pm-6pm, Monday to Thursday or 10am-6pm, Tuesday to 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: Monday 29 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 ‘Business Support Officer’ to arrange a chat.

 

 

The Role

Our Business Support Officers work across many key areas of the theatre, offering an interesting and varied role. This is a skilled administration role, requiring exemplary attention to detail.  Flexibility to undertake a wide variety of tasks with a can-do attitude is key in this busy environment.

The role is supported by the Business Hub Manager who will provide ongoing management and mentoring.  You will also work closely with the HR Manager, the Executive Business Support Officer and the Recruitment & Training Advisor to support their work.

Role Responsibilities:

  • To work professionally and collaboratively as part of the Business Hub & HR Team, ensuring a high quality and professional administrative support is provided across organisation.
  • To support a variety of departments throughout the organisation at our two sites; Theatre Royal Plymouth and our production & learning centre, TR2.
  • In rotation with other members of, and representing, the Business Hub Team attend any necessary meetings including for example the weekly Operations Meeting and Health & Safety meetings.
  • To role model excellence and professionalism in the completion of all tasks, establishing and maintaining the quality reputation of Business Hub & HR 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 to ensure timescales are achievable and to ascertain where additional support may be required.
  • Actively engage in opportunities to promote your own personal development ie. joining a staff forum or working group.
  • To ensure that the TRP values of collaboration, creativity, quality and diversity underpin every aspect of your own and the department’s work.

 

Principal Tasks:

  • To efficiently administer daily requests for room/meeting arrangements using our in-house platform Artifax and/or Outlook Calendar, Zoom and Microsoft Teams applications.
  • Undertake a variety of tasks and projects in line with service level agreements and as directed by the Business Hub Manager and HR Manager.  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.
  • Assist colleagues in the team to prepare resources for a variety of internal and external meetings and events, working with them to collate and distribute papers in a timely and accurate manner and ensure appropriate refreshments and IT provisions are in place.
  • To liaise with internal and external customers and business contacts in a highly professional manner at all times.
  • To provide regular administration support for various HR related tasks led by the HR Manager, whilst working with and in support of the Recruitment and Training Co-ordinator. 
  • To act as a System Administrator for Cascade HR, our online HR system; to update, maintain and audit the employee records held, ensuring the integrity and security of data is at the forefront of this.
  • To maintain an efficient electronic filing system for all activity across the department.  To maintain and keep up to date an efficient electronic filing system for all HR documentation and to ensure regular audits take place in line with HR archiving guidelines.
  • In rotation with other members of, and representing, the Business Hub and HR team, attend any necessary internal meetings ensuring any allocated actions are accounted for and that any important information from the meetings are shared with the wider team.
  • Take personal responsibility for time management to ensure tasks can be completed within agreed timescales.
  • In times of absence, and under the close supervision of the Business Hub Manager, provide cover for the Executive Business Support Officer, to support the Chief Executive and senior leadership team. 
  • Maintain a professional level of verbal and written communication skills in all that you do and work in collaboration with colleagues at all times to ensure a professional service is maintained.
  • Look for and use initiative to implement ways to improve operational practices in order to work in the most productive manner possible, within the role and in the wider Business Hub & HR Team.
  • Maintain a positive ‘outcome focussed’ working attitude, using initiative to proactively complete a high standard of tasks to assist the Business Hub & HR Team and the wider organisation whilst remaining calm and professional in what is often a fast-paced environment.

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
  • Professionally assertive where necessary and appropriate
  • Demonstrate a polite and professional working manner
  • The ability to interact confidently and professionally with a wide variety of individuals (peers, managers, Trustees, funding bodies, politicians, theatre producers and the general public) ensuring them a consistent and quality experience
  • 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 effectively in the face of conflicting demands ensuring a win/win outcome
  • 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 Equality, Diversity & inclusion

 

 

 

 

 



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