Operations Assistant (107668-0623)

University of Warwick

Vacancy Type/Job category
Arts Centre
Sub Department
Front of House
£22,197 – £24,715 per annum.
University of Warwick, Coventry
Vacancy Overview
Full-time, fixed-term contract for 12 months. 36.5 hours per week.
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 you could be integral to helping us reach more people in new ways.
Warwick Arts Centre sits at the heart of a university campus and alongside a busy and wide-ranging artistic programme we 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 aim to reflect that community in all that we do.
Over the past 2 years, we have completed and opened a new building and restated our vision and values. Due to these changes, we have invested in our people and wish to expand our teams, so this is an exciting time to join us.
We are looking to recruit for a 12 month FTC – 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 staff, artists and visitors.
We will consider applications for employment on a part-time or other flexible working basis, even where a position is advertised as full-time, unless there are operational or other objective reasons why it is not possible to do so.
To find out more or arrange an informal conversation about the role, please contact: Ben Suffolk, Operations Manager ([email protected]).
Applicants are requested to submit a CV and a supporting statement in addition as part of their application to demonstrate how they meet the ‘Person Specification.’
Interview Date: Week Commencing 10 July 2023.
Job Description
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.
Legal Responsibilities
• To be responsible for opening and locking the building daily and providing general security cover for facilities and equipment.
• 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.
• 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.
Event Management
• 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 general public.
• 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.
Health and Safety and Security
• To ensure the safety and security of Warwick Arts Centre and venues, specifically 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.
Systems and processes
• 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. To monitor the receipt and dispatch of films for the Cinema ensuring that they are received in time for public screenings.
• 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.
• To use the Conferences booking system to interpret information for event set ups and extract information for other Arts Centre staff.
• To be fully conversant in the use of specialist information systems, including the foyer display screens.
• To prepare, collate and distribute weekly information documents for internal and external staff providing information regarding events, performances, timings, and venue heating requirements.
• 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.
• To produce appropriate signage communicating event changes to customers as required.
• To monitor, forecast sales and order relevant stock, keys and first aid supplies.
• To assist with the display of current marketing materials around the building.
• To schedule, oversee and deliver all aspects of seating layout moves in the Butterworth Hall.
• 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.
• To liaise with the Estates department regarding maintenance work, report repairs and maintain records of this.
• To manage the distribution of post and deliveries for Arts Centre staff and clients.
• Undertake other responsibilities at a level appropriate to the post, as agreed with the House Manager.
• 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, willing, and flexible member of the team supporting Warwick Arts Centre meet its objectives and vision.
• 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.

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
NVQ Level 2 or equivalent in Retail or Customer orientations, IT or relevant occupation. (a,c)
Essential Criteria 2
Experience of working within an Arts/Gallery environment. (a,c)
Essential Criteria 3
Customer orientation through previous work experience in the Retail or Leisure environment. (a,c)
Essential Criteria 4
Good working knowledge of IT software, including Microsoft Word, outlook and basic Excel and an ability to maintain records and details of activity. (a,c)
Essential Criteria 5
Good communication skills both written and verbal. (a,c)
Essential Criteria 6
Good team working skills. (a,c)
Essential Criteria 7
Awareness of current Health & Safety and Security procedures. (a,c)
Essential Criteria 8
Commitment to working unsociable hours, without constant supervision, and a flexible approach to working patterns. (a,c)
Essential Criteria 9
Ability to demonstrate initiative in the working environment and to prioritise a busy workload. (a,c)
Essential Criteria 10
Ability and willingness to be pro-active in dealing with problems, “hands on” and to undertake physical work. (a,c)
Desirable Criteria 1
First Aid Qualification. (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 .
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.
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.
Benefits and Rewards
Please refer to this link for a full list of our employee benefits here at Warwick here .

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
2 Jul 2023

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