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Vacancy for Rex Cinema Administrator
Salary £21,840 – c£23,000, 35 hours per week
Salary £21,840 – c£23,000, 35 hours per week
The Rex Cinema is one of the oldest independent cinemas in the country and is run by a charity with the help of enthusiastic volunteers. The Rex screens quality films seven nights a week with matinees during the school holidays and regular live encore screenings. It has recently been refurbished and re-equipped with the latest technology.
A vacancy has now arisen for an experienced, organised and flexible administrator to take responsibility for the day-to-day running of the Cinema under the direction of the Board of Trustees. Candidates will need to demonstrate a successful record of business administration and financial management, together with the ability to motivate and work with a small team of paid staff and some 45 volunteers. The further ability to understand cinema technology and venue marketing would be considered most useful.
Applications should be made through Indeed at www.indeed.com or cut and paste this link: https://uk.indeed.com/viewjob?jk=74ffb3cf3de74e88&from=tp-serp&tk=1fethc40ir8fu800
Rex Cinema Wareham
Job Description: Rex Cinema Administrator
Reports to:
David Evans, Chair, Rex Cinema Wareham Board of Trustees
Job Description: Rex Cinema Administrator
Reports to:
David Evans, Chair, Rex Cinema Wareham Board of Trustees
Key Purpose:
• To be responsible for the smooth operation of the Rex Cinema ensuring that it is safe, legally compliant, financially sound, efficiently run and provides a quality cultural experience for all sectors of the community
• To line manage the paid and volunteer staff of the Trust including the Admin and Finance Assistant, Rex Operations Manager, Rex Cleaner and Rex Duty Managers
• Support, train and manage an enthusiastic team of community volunteers
• Regularly report to the Board of Trustees on business planning, finance and performance
1. Operational duties
• Be responsible for the day-to-day management of the Rex Cinema ensuring that it operates smoothly and continues showing films on a daily basis
• Manage preparation of volunteer and staff rotas using “When I work” software and ensure that duty manager and projection duties are always covered and that other duties are covered wherever possible
• Provide point of contact in the community/ front of house for the Rex as required
• Manage contracts for IT support, maintenance of the projection and sound systems, waste collection etc and ensure waste is left out for collection on the correct days
2. Marketing and publicity
• Ensure the timely preparation, printing and distribution of the monthly printed programme
• Ensure the film programme is accurately uploaded onto the Rex website and that the website is kept up to date and
refreshed regularly with news stories and pictures
• Ensure promotion of films and special events using social media
• Administer the Friends of the Rex scheme
3. Audience figures
• Monitor audience numbers, complete film returns and submit to distributors
• Undertake occasional surveys of audience satisfaction and report to the Board
4. Human Resources
• Line manage staff and volunteers including delegation of tasks as appropriate, supporting and mentoring staff, conducting annual appraisals of paid staff, maintaining staff records, managing staff leave and ensuring adequate cover
• Set up and manage a system for recruitment and induction of volunteers
• Maintain an accurate record of all staff and volunteers
• Update job descriptions/duties of staff and volunteers as required
• Ensure the provision of regular training of all staff and volunteers in their operational duties, health and safety, fire risk and evacuation procedures
5. Health and Safety
• Ensure that an up-to-date Health and Safety Risk Assessments of the Cinema are always in place including a Fire Risk Assessment and that actions are delegated to the appropriate person or contractor and monitored and recorded
• Ensure that the Rex premises are always maintained in a clean and hygienic manner
6. Legal Compliance
• As the Designated Premises Supervisor, maintain an up-to-date knowledge of licensing laws and ensure that they are observed on the premises.
• Ensure that there is always up-to-date local authority premises licence in place for the Cinema and that the conditions of the licence are always complied with
• Ensure that Employers liability, buildings, contents, business continuity and public liability insurance is always in place
7. Finances
• Obtain monthly accounts from the Accountant, monitor cinema finances and pay invoices in liaison with the Accountant within budget and approved policies.
• Oversee payroll run by the Accountant
• Ensure the best price for utilities and renew as appropriate in consultation with the Treasurer and Chair
• Sell all advertising space in the programme and on screen
8. Fund Raising and Grant Applications
• Identify in liaison with the chair of the Trustees potential grant opportunities prepare grant applications and submit final reports on completion of projects
• Co-ordinate fund-raising campaigns
9. Premises and equipment
• Ensure the security of the Rex Cinema building at all times
• Ensure the maintenance of the Rex to a high standard and regularly report to the Board on maintenance work required
10. Business planning and developing the business
• Prepare a draft business plan with the Board of Trustees for their approval including targets and key performance indicators and report to the Board on progress
• Prepare with the Accountant an annual cinema budget for the consideration and approval of the Board
• Prepare and maintain a business risk register
• To be responsible for the smooth operation of the Rex Cinema ensuring that it is safe, legally compliant, financially sound, efficiently run and provides a quality cultural experience for all sectors of the community
• To line manage the paid and volunteer staff of the Trust including the Admin and Finance Assistant, Rex Operations Manager, Rex Cleaner and Rex Duty Managers
• Support, train and manage an enthusiastic team of community volunteers
• Regularly report to the Board of Trustees on business planning, finance and performance
1. Operational duties
• Be responsible for the day-to-day management of the Rex Cinema ensuring that it operates smoothly and continues showing films on a daily basis
• Manage preparation of volunteer and staff rotas using “When I work” software and ensure that duty manager and projection duties are always covered and that other duties are covered wherever possible
• Provide point of contact in the community/ front of house for the Rex as required
• Manage contracts for IT support, maintenance of the projection and sound systems, waste collection etc and ensure waste is left out for collection on the correct days
2. Marketing and publicity
• Ensure the timely preparation, printing and distribution of the monthly printed programme
• Ensure the film programme is accurately uploaded onto the Rex website and that the website is kept up to date and
refreshed regularly with news stories and pictures
• Ensure promotion of films and special events using social media
• Administer the Friends of the Rex scheme
3. Audience figures
• Monitor audience numbers, complete film returns and submit to distributors
• Undertake occasional surveys of audience satisfaction and report to the Board
4. Human Resources
• Line manage staff and volunteers including delegation of tasks as appropriate, supporting and mentoring staff, conducting annual appraisals of paid staff, maintaining staff records, managing staff leave and ensuring adequate cover
• Set up and manage a system for recruitment and induction of volunteers
• Maintain an accurate record of all staff and volunteers
• Update job descriptions/duties of staff and volunteers as required
• Ensure the provision of regular training of all staff and volunteers in their operational duties, health and safety, fire risk and evacuation procedures
5. Health and Safety
• Ensure that an up-to-date Health and Safety Risk Assessments of the Cinema are always in place including a Fire Risk Assessment and that actions are delegated to the appropriate person or contractor and monitored and recorded
• Ensure that the Rex premises are always maintained in a clean and hygienic manner
6. Legal Compliance
• As the Designated Premises Supervisor, maintain an up-to-date knowledge of licensing laws and ensure that they are observed on the premises.
• Ensure that there is always up-to-date local authority premises licence in place for the Cinema and that the conditions of the licence are always complied with
• Ensure that Employers liability, buildings, contents, business continuity and public liability insurance is always in place
7. Finances
• Obtain monthly accounts from the Accountant, monitor cinema finances and pay invoices in liaison with the Accountant within budget and approved policies.
• Oversee payroll run by the Accountant
• Ensure the best price for utilities and renew as appropriate in consultation with the Treasurer and Chair
• Sell all advertising space in the programme and on screen
8. Fund Raising and Grant Applications
• Identify in liaison with the chair of the Trustees potential grant opportunities prepare grant applications and submit final reports on completion of projects
• Co-ordinate fund-raising campaigns
9. Premises and equipment
• Ensure the security of the Rex Cinema building at all times
• Ensure the maintenance of the Rex to a high standard and regularly report to the Board on maintenance work required
10. Business planning and developing the business
• Prepare a draft business plan with the Board of Trustees for their approval including targets and key performance indicators and report to the Board on progress
• Prepare with the Accountant an annual cinema budget for the consideration and approval of the Board
• Prepare and maintain a business risk register
V2 – 31st August 2021
Rex Cinema Wareham
Person Specification: Rex Cinema Administrator
Person Specification: Rex Cinema Administrator
Qualifications and Training
• Degree, management qualification or equivalent experience
• Evidence of training in Microsoft Office and the use of social media
• GCSE in Maths and English grades A-C
Experience
• Experience of small business administration including working within budgetary controls
• Proven ability to manage staff
• Experience of successfully working with, motivating and training volunteers
• Experience of proof reading and checking the accuracy of publicity material
Skills, Abilities and Knowledge
• Ability and willingness to take responsibility for the smooth and efficient operation of the cinema
• Alertness to matters that require attention and being proactive in dealing with them
• Ability to anticipate and respond to problems and opportunities
• Ability to prioritise and organise work
• Enthusiasm and interest in the running of a volunteer run community cinema
• Excellent interpersonal skills to develop good working relationships with staff, volunteers, customers and the wider community
• Ability to follow agreed policies
• Ability to pick up technical skills in cinema projection
• Flexibility in working hours and willingness to cover volunteer roles when necessary
• Willingness to be on call to resolve issues which arise when the cinema is in operation
• Evidence of excellent numerical and literacy skills including accuracy
• Computer literacy including good knowledge of Word, Excel and Outlook
• Ability to set targets and monitor performance
• Ability to set up electronic and physical filing and storage systems
• Degree, management qualification or equivalent experience
• Evidence of training in Microsoft Office and the use of social media
• GCSE in Maths and English grades A-C
Experience
• Experience of small business administration including working within budgetary controls
• Proven ability to manage staff
• Experience of successfully working with, motivating and training volunteers
• Experience of proof reading and checking the accuracy of publicity material
Skills, Abilities and Knowledge
• Ability and willingness to take responsibility for the smooth and efficient operation of the cinema
• Alertness to matters that require attention and being proactive in dealing with them
• Ability to anticipate and respond to problems and opportunities
• Ability to prioritise and organise work
• Enthusiasm and interest in the running of a volunteer run community cinema
• Excellent interpersonal skills to develop good working relationships with staff, volunteers, customers and the wider community
• Ability to follow agreed policies
• Ability to pick up technical skills in cinema projection
• Flexibility in working hours and willingness to cover volunteer roles when necessary
• Willingness to be on call to resolve issues which arise when the cinema is in operation
• Evidence of excellent numerical and literacy skills including accuracy
• Computer literacy including good knowledge of Word, Excel and Outlook
• Ability to set targets and monitor performance
• Ability to set up electronic and physical filing and storage systems
V2 – 31st August 2021
