We are recruiting for an Administrator to join OperaUpClose’s small, friendly and committed team. We’re looking for someone with a passion for what we do; a meticulous eye for detail and a positive, proactive attitude.
The Administrator is responsible for the smooth operational running of the organisation; for managing day-to-day financial administration and reporting to the Chief Executive and Senior Producer; for acting as the point of contact between OUC and schools / music hubs; for HR compliance and contracting and for some marketing and production administration.
OperaUpClose is an ambitious, innovative opera company with the mission of creating opera which is thrilling, relevant and accessible for current opera lovers and those of the future. We are a small team with big ambitions, and a tradition of touring nationally with inventive versions of classic operas, as well as our own new commissions. We have just celebrated our 10th birthday. OperaUpClose was the resident company of two London pub theatres during the first five years of our existence, during which time we won an Olivier Award and became an associate company of Soho Theatre and a regular co-producing partner of the Belgrade Theatre, Coventry, as well as touring regularly to a number of mid-scale UK venues. In January 2015 we ended our residency at the King’s Head Theatre and became a full-time touring company, giving us the opportunity to develop our co-producing relationships, extend our touring and to create more ambitious new productions for venues around the country, including operas for children. In 2019/20 we toured our production of Maria Stuarda to National Trust and English Heritage properties, our new version of Madam Butterfly to theatres including Bristol Old Vic, Exeter Northcott and Stephen Joseph Theatre Scarborough, and our opera for under 5s, Peace At Last, to over 70 schools.
Like all organisations we are continually adapting our business model to do as much as we can with the resources available to us, and we have ambitious plans for new work to tour nationally and internationally. The hiatus caused by Covid-19 may have changed how we work but hasn’t dented our fervour or our ambition. We have been delighted with the enthusiastic response to our online Coffee Break Concerts and scenes from Peace At Last during this period when we have been unable to perform live.
During more normal times, the Administrator will work from offices in London (currently provided in-kind by ENO). We will be responsive to the Covid-19 situation as it develops and are happy to consider longer term flexible working / working from home arrangements if mutually convenient. This is a new role and is offered on a 0.8 FTE / 4-days per week part-time basis.
Salary: £22,500 pro rata
Contract: This is a 4-day per week (0.8FTE) position. There is a 3-month probation period. Overtime and weekend work may be required.
Purpose of role
To ensure that OperaUpClose continue to produce high-quality opera and music theatre for the widest possible audience.
Scope of role
The Administrator is responsible for the smooth operational running of the organisation; for managing day-to-day financial administration and reporting to the Chief Executive; for managing the administration of OperaUpClose’s individual giving scheme and assisting with elements of Trusts & Foundations fundraising; for liaising with schools and music hubs; for HR compliance and contracting; and for some marketing and production administration. As it is a small team, s/he may also be involved with any aspect of our work as required.
1. Operational management and administration
•Oversee all day-to-day administration for the company
•Work with the Senior Producer to ensure all touring and co-production contracts are fulfilled
•Support the Senior Producer as required with OperaUpClose productions
•Contribute to annual reports, business plans and other strategic documents for the company
•Record and compile statistics and analysis for Companies House, Charity Commission, Arts Council Englandand trusts and foundations
•Daily financial tracking and accounting
•Raise and settle invoices
•Report to external accountant
•Manage touring performance settlements
•Short term cashflow management
•Work with the Chief Executive to ensure robust financial controls, including management of company cards and online banking
•Support the Chief Executive in the preparation of management accounts, annual budgeting and annual financial reporting
•Support the Senior Producer with preparing and updating production budgets
•Manage communication with Friends & Supporters of OperaUpClose, including newsletters and renewals
•Organise and lead a calendar of Friends & Supporters events (online and live)
•Research potential Trusts and Foundations
•Assist in the preparation of fundraising and sponsorship packs for potential funders
•Assist in the preparation of reports for funders
4. Production Administration
•Contract creative team members, performers and freelance staff working with OUC
•Book and manage touring company logistics, such as travel, accommodation etc.
•Work with the Senior Producer on implementing marketing and press strategies as required
5. Participation / Schools Administration
•Act and point of contact for schools and music hubs
•With the Producer, arrange schools’ performances
•Contribute to schools’ and teachers’ packs
•Ensure all safeguarding measures are understood and followed, and DBS checks are up-to-date
•Support the aims and objectives of OperaUpClose both internally and externally
•Attend team meetings as required
•Attend board meetings as required
•Attend and engage with events such as press nights, guest nights and fundraising events of OperaUpClose productions, and other arts companies’ productions as required
•To undertake such other reasonable duties as may from time to time be required
This is a guide to the nature of the work required of the Administrator. It is not wholly comprehensive or restrictive and may be reviewed with the post holder and the lime manager from time to time.
•Experience of arts administration, arts education, theatre management or producing
•Experience of day-to-day financial management
•Experience of touring theatre or opera productions
•Experience of working in a small charity or arts organisation
•Arts fundraising experience
•Arts marketing experience
•Experience working with schools
•Experience producing or promoting recorded audio/visual material e.g. videos, podcasts, Instagram stories, etc
•Excellent written and verbal communication skills
•Excellent administrative and organisational skills
•Good level of financial skills
•An understanding of the operational requirements of a touring theatre / opera company
•Excellent team-working skills
•Accuracy and attention to detail
•Ability to manage multiple priorities and work to deadlines
•An understanding and appreciation of OperaUpClose’s work
•A passion for theatre, opera and the arts
•A working knowledge of the arts sector
•Friendly, efficient and helpful attitude
•Flexible approach to work
•Highly organised and self-motivating
Application is by cover letter (maximum 1 side of A4) and CV. Please tell us how you fit the role profile and why you would like to work with OperaUpClose. Please email your application alongside an Equal Opportunities monitoring form to firstname.lastname@example.org with ‘Administrator application’ in the subject line.
We are especially keen to receive applications from people who are ethnically and culturally diverse.
Deadline for applications: 10am Thursday 29 October
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