Operations Assistant (104246 - 0721)

Vacancy Type/Job category
Hospitality/Catering
Department
Arts Centre
Salary
£18,031 - £19,133 per annum
Location
University of Warwick - Coventry
Vacancy Overview
Permanent Full Time Position
36.5 hours per week - Rota System
We believe that the arts are an extraordinary source of wisdom, support, connection, understanding, joy, and inspiration for each and every one of us. It’s our job to bring art into more people’s lives and this position of Operations Assistant will be key to helping us reach more people in new ways.
In 2021 we want to convey a different message. Whilst we sit at the heart of a university campus, we are very much part of our local community, and we want to reflect that community in all that we do. In an increasingly fragmented world, we believe the arts are one of the few places where we can all meet – a place to share our experiences, a place to find common ground and understanding, a place to connect, to transform and explore new possibilities together.
We know that, however wide we open our doors, some people still feel there are barriers in the way. We know that sometimes the language of the arts and art centres can end up making culture seem far off and alien.
You will be working as part of the Front of House team, undertaking various duties across all areas of the arts centre, providing essential services, and impacting the experiences of our diverse audiences.
Over the past 2 years, we have worked to restate our vision and values, so this is an exciting time to join our team.
2021 sees Warwick Arts Centre re-opening a new building. But it’s not just our physical building that will look different, it’s what we say and do. Can you help us build on the great work we have already done and take our cinema and screen offer to the next level?
Interview Date - TBC
Job Description
JOB PURPOSE
To work as part of the Front of House department, undertaking various duties to provide a wide range of services essential to the efficient day-to-day operations of Warwick Arts Centre, its staff, artists, and visitors.
DUTIES AND RESPONSIBLITIES
1. Cover for facilities and equipment and ensure all Arts Centre staff and the public have vacated the building prior to carrying out security and safety checks before securing the building.
2. To be responsible, as Duty Fire Officer, for the safety and, if necessary, evacuation of people in the building; to undertake systematic pre-use safety checks prior to allowing access to public areas; and to assist with the compliance of the conditions of all operating licences.
3. To deputise for the Duty Manager for periods at the start and end of each day, when left in sole charge of the building and to deal with problems and queries arising during these periods.
4. To act as a point of contact and provide front-line customer service to all users of the Arts Centre, Music Centre, and Mead Gallery, including University staff, outside contacts and the public.
5. To prepare, collate and distribute weekly information documents for internal and external staff providing information regarding events, performances, timings, and venue heating requirements.
6. To provide a Stage Door reception service for artists, conference organisers, contractors, and staff, manage the receipt/dispatch of goods and manage record systems relating to these.
7. To produce appropriate signage communicating event changes to customers as required.
8. To provide support to the Duty Managers by undertaking a range of duties, including obtaining and collating performance information from artists upon arrival and ensuring their requirements are met; checking and opening venues to the public; dealing with customer enquiries; assisting with disabled access to venues; and assisting the Duty Managers front of house during performances, to ensure the smooth running of all events
9. To ensure the safety and security of the exhibits in the Gallery, to include notifying relevant staff of any changes in the condition of the work, unusual incidents, and technical problems.
10. To monitor the Cinema schedule daily by reviewing the Theatre Management System to ensure there are no errors, including receipt of KDM, adverts, trailers, and films.
11. To be fully conversant with the Box Office ticketing system to provide Box Office cover when required and retrieve information relating to seating layouts for venue preparation.
12. To use the Conferences booking system to interpret information for event set ups and extract information for other Arts Centre staff.
13. To be fully conversant in the use of specialist information systems, including the foyer display screens.
14. To monitor, forecast sales and order ice cream stock, keys and first aid supplies.
15. To monitor the receipt and despatch of films for the Cinema ensuring that they are received in time for public screenings.
16. To assist with the display of current marketing materials around the building.
17. To schedule, oversee and deliver all aspects of seating layout moves in the Butterworth Hall.
18. To prepare venues and equipment for use by clients and customers including the preparation of basic audio-visual apparatus and the provision and layout of furniture.
19. To liaise with the Estates department regarding maintenance work, report repairs and maintain records of this.
20. To manage the distribution of post and deliveries for Arts Centre staff and clients.
General:
1. Be aware of and undertake to comply with the Arts Centre’s Equal Opportunities Policy.
2. Undertake such training as may from time to time be appropriate to the post.
3. Be a full team member within the department and contribute to the life of the organisation.
4. Develop knowledge and understanding of the work of departmental colleagues to ensure flexibility and maximum effectiveness.
5. Undertake other responsibilities at a level appropriate to the post, as agreed with the House Manager.

Person Specification

The Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.

Essential Criteria 1
Customer orientation through previous work experience in retail or leisure environment (a) (c)
Essential Criteria 2
Awareness of current Health and Safety and Security procedures (a) (c)
Essential Criteria 3
Commitment to working unsociable hours, without constant supervision, and a flexible approach to working patterns (a) (c)
Essential Criteria 4
Good teamworking skills (a) (c)
Essential Criteria 5
Good IT skills, including working knowledge of MS Office applications, and an ability to maintain records and details of activity (a)
Essential Criteria 6
Good communication skills, both written and verbal (a) (b) (c)
Essential Criteria 7
Ability to demonstrate initiative in the working environment, and to prioritise a busy workload (a) (b) (c)
Essential Criteria 8
Ability and willingness to be pro-active in dealing with problems, ‘hands on’ and to undertake physical work (a) (c)
Desirable Criteria 1
Interest in the Arts / leisure sector (a) (c)
Desirable Criteria 2
An NVQ Level 2 or equivalent in retail or customer orientation, IT, or relevant occupation (a)
Desirable Criteria 3
Recognised first aid qualification (a)
Desirable Criteria 4
Experience of box office systems (a) (c)
Desirable Criteria 5
Previous experience in a position of trust (a) (c)
Further Particulars
For further information about the University of Warwick, please read our University Further Particulars .
For further information about the department, please visit the departmental website .
Right to work in the UK
If you do not yet have the right to work in the UK and/or are seeking sponsorship for a Skilled Worker visa in the UK points-based immigration system please click on this link which contains further information about obtaining right to work in the UK and details about eligibility for sponsorship for a Skilled Worker Visa.
The University of Warwick provides an inclusive working and learning environment, recognising and respecting every individual’s differences. We welcome applications from individuals who identify with any of the protected characteristics defined by the Equality Act 2010.

Recruitment of Ex-Offenders Policy

As an organisation using the (DBS) Disclosure and Barring Service to assess applicants’ suitability for positions of trust, the University of Warwick complies with the DBS Code of Practice and undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of a conviction or other information revealed. More information is available on the University’s Vacancy pages and applicants may request a copy of the DBS Code of Practice.

Closing Date
9 Aug 2021