Salary: £31,229 per annum

Location: Hybrid – Edinburgh, UK. Our current office is in central Edinburgh at the Royal Lyceum Theatre, 30b Grindlay Street. Hybrid working is supported, with many of our team working from home for some of their working week. We meet on an occasional basis in the office for team meetings plus other meetings with stakeholders.

Contract: Permanent, Full Time

Hours: 35 hours per week

Closing date: 12 noon, Wednesday 31st July 2024

 

We’re hiring!

As Scotland’s membership organisation and sector support body for the performing arts, we’re undergoing an exciting transformation. Following a restructure in early 2024, we’re seeking a passionate, skilled and dedicated new staff team to join us as we support and champion the performing arts in Scotland. This is a time of immense challenge, change, renewal, and opportunity. Working with FST, you’ll play a vital role in the future of this essential part of the cultural sector.

 

Main purpose of role

The Operations & Finance Co-ordinator will ensure the smooth functioning and financial well-being of FST. Through co ordinating and providing comprehensive administrative, operational, and financial support, the post holder will ensure that FST operates efficiently, adheres to sound financial practices, and maintains its reputation as a responsible and financially prudent organisation.

They will work across three key areas:

• Office and HR Management
• Planning, finance, budgets, and reporting
• Governance

Key responsibilities and tasks

Office and HR Management

1. Working with the CEO; Advocacy, Change Programmes and Membership & Networks Leads; and the Digital Marketing Coordinator, design and implement improved planning processes for the organisation, ensuring that they are adopted and used by the whole staff team.
2. Oversee daily operations, encouraging unified workflow and efficient task execution.
3. Ensure that the Company Handbook and all relevant HR policies are in place and up to date and that relevant HR systems are implemented, working with FST’s legal partners (currently Anderson Strathern.)
4. Contract and liaise with the external IT support provider (currently Illuminate) to ensure that IT hardware, software and systems are up to date and meet current business needs.
5. Proactively safeguard FST’s assets and interests by liaising with insurers and ensuring comprehensive coverage against all potential risks.
6. Support the Finance Assistant and Events & Membership Assistant in managing all aspects of day-to-day office management (in person and hybrid), including tenancy matters (e.g. keys, repairs etc), equipment, telephone and IT leases and support, and stationery orders.

Planning, finance, budgets, and reporting

7. With the CEO and other colleagues, prepare multi-year and annual budgets for funding applications and presentation to the board of directors, funders, and others.
8. Directly manage budgets for administration and overheads (including capital inventory).
9. Work closely with the Advocacy, Change Programmes and Memberships & Networks Leads to support them in monitoring and reporting their budgets. With the CEO, maintain oversight of other delegated budgets, ensuring any agreed income targets are monitored and met.
10. Line manage and support the Finance Assistant to keep accurate records of income and expenditure, including payroll, bank reconciliation, debtors and VAT/HMRC returns and payments.
11. Liaising with the Finance Assistant, all budget holders and the CEO to prepare quarterly management accounts, including financial projections, and year end accounts, and directly with FST’s accountants and auditors.
12. Keep all OSCR/Companies House Board and Company records up to date, prepare and submit Company Annual Returns.
13. Review and update all financial procedures with the Finance Assistant.

Governance

14. With the CEO, liaise regularly with the Treasurer and board of directors.
15. Attend quarterly board meetings to present quarterly management accounts and take minutes.
16. Assist the CEO in preparation for the Annual General Meeting.
17. Assist the CEO with the annual election process for the board of directors.

 

View the full Job Description in the Recruitment Pack below.

 

Person Specification

Experience and Knowledge
• Experience of working in operations, finance, accounting or HR (not likely to be less than 2 years).
• Strong understanding of financial principles and practices with experience of financial reporting.
• Experience in budget preparation and forecasting.
• Experience of working with Sage (desirable).
• Knowledge of insurance and risk management (desirable).
• Experience in project management (desirable).

Skills
• Strong analytical and problem-solving skills.
• Proficiency in Microsoft Office Suite.
• Able to demonstrate strong communication skills.

Aptitudes
• High degree of attention to detail.
• Confident to take initiative, acts with confidence and works under own direction.
• Collaborative by nature and able to work with others to create an environment where positive attitudes can thrive.
• Accountable and organised with a strong sense of time management.

Equality, Diversity and Inclusion
• Adopt behaviours that enhance equality, diversity, and inclusion.

 

How to apply

Please send your completed application form to applications@scottishtheatre.org by 12 noon on Wednesday 31st July 2024.

Unfortunately, CVs and cover letters cannot be considered.

Please download the application form below.

We would also be grateful if you could complete the online Equalities Monitoring Survey.

Interviews will be held between Monday 19th August and Friday 30th August 2024

Before applying, to arrange an informal discussion, or if you have any questions, please contact Fiona Sturgeon Shea by emailing fiona.sturgeonshea@scottishtheatre.org.

 

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