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Job Description

Job Title: Company Administrator
The Company Administrator contributes to the smooth running of our office and provides essential administrative support to the Artistic Director and Tour Booker, as well as acting as the public’s first point of contact for Ballet Black.
This role offers an interesting and fulfilling opportunity for a highly motivated individual with a strong interest in dance and a passion for developing cultural diversity in the arts. Ballet Black is a very small and accomplished team and this job would also offer the chance for the Administrator to take the lead on special projects, such as the Ballet Black Friends Programme, a fundraising initiative. This position is mainly based in our Marylebone office during the day. Suitable candidates will be flexible about hours and working in the evening or different locations where necessary.

Duties & Responsibilities
General duties

  • Ensure the smooth day-to-day running of the office (opening/sending post, banking).
  • Frontline contact for general enquiries (over the phone & email).
  • Collating press clippings online and in print.
  • Website content updates (keeping show listings up to date etc).
  • Coordinating external studio rentals.
  • Monitoring & ordering stationery and general office supplies.
  • Supporting board meetings by liaising with the board, BB staff and noting meetings.
  • Support PR manager with press related activity such as coordinating press tickets/attending press night.
  • Other duties as required within a small team.
  • Finance duties
  • Responsible for liaising with the tour booker to invoice theatres and billing for other income streams.
  • Assist our accountant and book-keeper with financial/administrative tasks as required.
  • Assist in the preparation of Arts Council England reporting.

  • Responsible for maintaining the BB Friends Programme: working with the Artistic Director to plan events, create invitations, organise refreshments etc.
  • Assist new company members in applying for National Insurance numbers/Unique Tax References, as required.

Tour & performance support

  • Collate information for promotional materials and liaise with theatres for sign off on copy and images.
  • Organise printing and distribution of marketing materials.
  • Organise and book marketing campaigns.
  • Collect and collate audience data, audience figures and box office reports from each theatre for use in billing and Arts Council reporting.
  • Distribute technical specifications and marketing packs to theatres in conjunction with the BB technical manager.
  • Organise and book logistics of touring, such as travel, accommodation and equipment delivery and pick up.
  • Assist in the preparation and collation of supporting documents for visas and work permits.
  • Apply for A1/E101 forms for Company members on tour in EU.

Person Specification

  • Excellent written English
and the ability to communicate with company staff (dancers, teachers, choreographers etc), board members, and the general public, both verbally and in writing.
  • Exceptional organisational skills
and the ability to remain calm in a busy environment, with keen attention to detail.

  • Thorough knowledge of Excel and Word.
  • Ability to work as part of a team.
  • Ability to work across many different projects.
  • A proactive working style with the ability to work under your own initiative.
  • Good time management and organisational skills.
  • An interest in the arts and diversity.
  • Flexible attitude, with willingness to work longer hours when needed, particularly during busy production periods.
  • Ability to understand budgets and cash flow.
  • Knowledge of Arts Council reporting is desirable.
  • An understanding of Quickbooks is desirable.

Outline of Terms and Conditions
Contract Type: Freelance
Duration: 12 Months
Hours: 4 days per week, flexibility required
Salary: £20,000 per annum, pro rata
Location: Marylebone, London

Appointment Procedure
Please email Artistic Director, Cassa Pancho, with a CV and Cover Letter outlining how you meet the Person Specification by 31st January 2018.
For any queries, please contact