Purpose of the Role

To provide an efficient and effective PA service to the Senior Leadership Team (currently six team members). To assist the Executive Officer in providing support to the Joint CEOs with administrative tasks as required.

About Us

Theatr Clwyd is a cultural hub, producing world-class theatre in the hills of North Wales. Since 1976 we have been serving our communities and delivering the highest quality theatre and arts experience for the people of North Wales and beyond.

Our mission is increasingly important to us in all that we do.

To make the world a happier place, one moment at a time.

We are fortunate enough to be one of very few theatres in the UK to build sets, make costumes, paint scenery and create props inhouse. These essential theatre making skills ensure that we can push theatrical boundaries to create stunning shows from the seed of a writer’s imagination. Since 2018 this has been recognised by the theatre industry with awards from UK Theatre, The Stage and the Olivier’s.

The development of theatre makers in our community is key to sustaining Wales and the UK’s cultural sector. We have spaces for writers and companies dovetailed with technical apprenticeships and trainee directors to create a building which supports emerging creatives in developing artistic excellence.

We use our skills to underpin social transformation in our communities. We creatively address social and educational challenges such as youth justice while bridging social and economic divides. We recognise the immediate impact and long term benefits the arts can provide to aid psychological and physical wellbeing. We collaborate with Wales’ largest NHS health board and local social services to meet the challenges facing health and social care by supporting our communities.

We have a recent annual turnover of around £7m and are funded by a combination of Arts Council Wales, Flintshire County Council, box office ticket sales, commercial income and fundraising from individuals, trusts and foundations and corporate sponsorship.

Job Description

Role Title - Company Support Assistant (SLT)
Contract Type - Permanent
Family - Company Support
Team Specialism - Company Support
Hours - 37 hours per week
Starting salary - £23,407
Salary Grade - OP2
Reports to - Company Support Manager

Duties and Responsibilities

General

• Maintain diary management and efficient coordination of meetings and other appointments on behalf of the senior leadership team, as required.
• Maintain effective systems and processes for supporting and communicating with the senior leadership team.
• Provide support to the senior leadership team in responding to and filtering requests on their behalf.
• Ensure the senior leadership team members have all necessary papers for meetings in advance, and that any instructions/directions are obtained prior to the meetings.
• Assist with any projects, research or discreet pieces of work as required by the senior leadership team.
• Assist in preparation of presentations, reports and documents as required.
• Assist in organising routine team meetings, including setting up and providing meeting support on Microsoft teams meetings.
• Take minutes of meetings as required.
• To follow-up on any action points resulting from meetings as required.
• Assist with organising events including away days and other meetings as required.
• To arrange all necessary travel and accommodation arrangements for the senior leadership team as required.
• Maintain a high degree of confidentiality with regard to issues concerning employees, trustees and external partners. Respond positively with tact, sensitivity, and awareness to all in relation to duties undertaken.
• Providing cover for the Executive Officer as and when required.
• Any other duties relevant to the post as agreed with your Line Manager.

Person Specification

Essential

• Experience of personal assistant, administrative and secretarial work
• Experience of providing support to multiple managers or leaders simultaneously
• Experience of working in a busy administrative team
• Excellent use of Office applications such as Word, Excel, PowerPoint
• Experience of diary and meeting management
• Excellent interpersonal skills with the ability to communicate with a wide range of individuals.
• Excellent written and spoken communication skills
• Well organised and self-motivated; able to plan and undertake work on your own
• Able to prioritise a diverse workload, meet tight deadlines and use own initiative

Desirable

• Written and spoken Welsh
• Good knowledge of art forms other than theatre, including but not limited to dance, music, art, film and literature, in Wales and across the UK.
• Shorthand and/or other minuting skills.
• Experience of organising events
• Willing to work occasional weekends and evenings
• Full driving licence.