Vacancy Type/Job category
Management & Professional
£23,715 - £27,131 per annum
University of Warwick, Coventry
Permanent position, 36.5 hours per week.
Warwick Arts Centre is looking for an experienced, passionate, inclusive, and collaborative Assistant House Manager to help support the Visitor Experience.
Sitting at the heart of a University Campus, Warwick Arts Centre not only offers a busy and wide-ranging artistic programme, but we also manage and deliver graduation and conference events for the university. We are an integral part of the regional arts ecology, work closely with our local community, and we want to reflect that community in all that we do. After a 2 year period refurbishment, we have opened a new building and restated our vision and values. We are investing in our people and expanding our team, so this is an exciting time to join us.
You will play a key role in the Visitor Experience Team, looking to enthuse our visitors, and providing effective day to day operational management of the venue to ensure our high standards of service are maintained. Supervising a team of employees and volunteers, you need to be able to lead and motivate people through busy, high pressured events whilst still maintaining excellent customer service. This role is no ordinary role, and evening and weekend work is to be expected; you will need a flexible approach to working and a proactive attitude.
We believe that the arts are an extraordinary source of wisdom, support, connection, understanding, joy, and inspiration for every one of us. It's our job to bring art into more people's lives and as part of the Visitor Experience Team you will be integral to helping us reach and connect with more people in new ways.
Interview Date: w/c 5 December 2022.
To play a key role in our visitor-focussed team and to maintain our high standards of service to visitors and artists alike whilst assisting in managing a successful mix of live performance, cinema, visual art, and conference events and activity across WAC venues for events both onsite and offsite.
DUTIES & RESPONSIBILITIES
• To deputise for the Licensee ensuring compliance with all relevant national and local licensing authorities, and legislation relevant to public buildings and places of entertainment and employment
• House Management duties for daytime and evening performances and events including weekends and Bank Holidays
• Compliance with Health and Safety legislation, including ensuring all emergency and evacuation procedures, training records and venue checking procedures are current and up to date.
• To complete risk assessments for all front of house areas and activities and review annually
• To sit on the Arts Centre Health and Safety Committee
• To act in accordance with the following: Theatres Act, Data Protection Act, Health and Safety at Work Act, Disability Discrimination Act and University policy, and to maintain the security of the Box Office ticketing system regarding the confidentiality of the personal data and financial information to which staff have access
House Management Duties
• Duty Management support to include responsibility for the Front of House Office and all Duty Management administration, stationery, and equipment
• To assist with the Visitor Experience and contribute to identifying and providing the best possible customer journey and experience whilst co- ordinating and delivering the customer experience.
• To assist with ensuring that Warwick Arts Centre is presented to visitors in accordance with the brand and quality standards at all times, owning and delivering professional standards across all spaces at all times.
• To assist with maintaining the very high standards of customer service and appearance required in the Front of House areas, including regular liaison with the Marketing, Catering, Conferences and Estates departments of the University
• Control of income from sales for programmes and other merchandise and responsibility for monitoring associated budgets
• Portfolio responsibility for all aspects of hiring of Arts Centre venues and facilities
• Responsibility for liaison with the University of Warwick regarding all aspects of university events including the Vice-Chancellor's addresses, graduation, One World Week etc.
• Responsibility for generating income from ice-cream sales to include stock control and ordering, liaison with suppliers, recruitment and management of sales staff and development of sales strategies
• Liaison with relevant personnel regarding the day-to-day function of the foyer information system
• Support the development and implementation of WAC policies and procedures
Management and Personnel
• Day to day organisation and supervision of Stewards. To include:
a. Scheduling and maintaining Stewards' rota, to always ensure full cover b. Recruitment and training of Stewards to include compiling and producing Stewards' Handbook, briefing sheets, and keeping up to date training records c. Processing stewards' wages, holiday pay, and administration of tax records and work permits in consultation with the University personnel / payroll offices d. Maintaining full up-to-date records and producing relevant mailings e. Organisation of Head Stewards' and Ices Stewards' meetings, minuting and distribution of minutes f. Coordinating stewards' social events g. Responsibility for effective communication with stewards, including production of stewards' newsletter
• Day to day supervision of the Box Office staff, to ensure full and efficient sales cover. A good working knowledge of the computerised Box Office system desirable, however, full training will be provided.
• Scheduling and supervision of staff and volunteers as required including arranging their rota and holiday / sickness cover
• Assisting the Visitor Experience Manager with the smooth administration of all performances, talks, receptions, sponsored events, corporate events, including PRS returns, signed performances and audio-described performances etc. – to include liaison with artistic companies
• Administrative and other duties relating to operational aspects of the Arts Centre as required by the Visitor Experience Manager, to include some small project management
• To be a competent IT user able to use and quickly learn different systems and packages including excel, word ad industry software.
• To drive vehicles as appropriate, subject to complying with the conditions of the University's motor insurance policy.
• To understand, adhere to and promote University of Warwick and Warwick Arts Centre policies and procedures.
• To work as required unsociable hours including overnight, weekends, customary and statutory days.
• To be an ambassador for WAC, it's vision and mission, and to provide excellent customer experience to all staff, ‘users' and visitors.
• To lead by example and identify and promote best practice and to undertake any training as required by the post.
• To be a proactive, positive, and flexible member of the team supporting Warwick Arts Centre meet its objectives and vision.
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
Educated to GCSE or equivalent level or to have a demonstrable level of similar qualification or equivalent experience. (a)
Essential Criteria 2
Experience of working in the Arts or related field with an interest in the Arts and Events Management. (a, c)
Essential Criteria 3
Experience of supervising, leading, and motivating all employees and volunteers. (a, c)
Essential Criteria 4
Ability to work unsupervised and use own initiative as well as being an effective team member. (a, c)
Essential Criteria 5
Ability to take charge of the public in an emergency and a diplomatic, calm, and positive approach to dealing with difficult situations. (a, c)
Essential Criteria 6
Proven commitment to delivering excellent standards of customer service. (a, c)
Essential Criteria 7
Excellent organisational skills and proven ability to prioritise busy workload with close attention to detail and the ability to meet tight deadlines. (a, c)
Essential Criteria 8
Excellent IT skills, including all MS Office applications. (a, c)
Essential Criteria 9
Commitment to and willingness in working unsociable hours, including regular evenings, weekends and bank holidays with a flexible attitude and proactive approach to work. (a, c)
Essential Criteria 10
Excellent communication skills with good written and arithmetical skills. (a, c)
Desirable Criteria 1
Understanding of current Health & Safety legislation. (a, c)
Desirable Criteria 2
First Aid qualification. (a)
Desirable Criteria 3
Customer Service qualification. (a)
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.
Warwick is committed to building an organisation of mutual respect and dignity, promoting a welcoming, diverse and inclusive working and learning environment. We recognise that everyone is different in a variety of visible and non-visible ways, and that those differences are to be recognised, respected, and valued. Where possible, we go beyond legislation to provide a place where everyone can thrive, supporting all staff to achieve their full potential. We aspire to remove economic, social and cultural barriers that may otherwise prevent people from succeeding.
We therefore welcome and encourage applications from all communities regardless of culture, background, age, disability, sex/gender, gender identity or expression, ethnicity, religion/belief, or sexual or romantic orientation. To find out more about our social inclusion work at Warwick visit our webpages here.
The University of Warwick holds an Athena SWAN Silver award; a national initiative to promote gender equality for all staff and students. Further information about the work of the University in relation to Athena SWAN can be found at the following link: Athena Swan (warwick.ac.uk)
The University of Warwick is one of the six founder institutions of the EUTOPIA European University alliance, whose aim is to become by 2025 an open, multicultural, confederated operation of connected campuses.
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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.
29 Nov 2022