Jobs

Job Title:  Office Manager
Type: Permanent, PAYE
Reports to: Managing Director
Hours: Full time
Salary: £21,500 per annum
Holiday: up to 28 days per annum, including public holidays, pro rata
 

Summary of Role

Brighton Fringe Ltd seeks a highly motivated and dynamic individual for the position of Office Manager for Brighton Fringe, England’s largest arts festival and one of the largest fringe festivals in the world.
The Office Manager will be responsible for managing all aspects of the Fringe office, including HR, day-to-day finances, payroll and providing administrative support to the Managing Director and Senior Management Team.
 

Key Duties & Responsibilities  

1. Administration 
  • Manage the day-to-day running of the office including answering the telephone and responding to email enquiries, incoming and outgoing post
  • Manage and maintain effective administration processes, IT and other office systems and resources, including premises, stationery and filing, ensuring Brighton Fringe is a pleasant and efficient working environment
  • Provide administrative support to the Managing Director
  • With the Marketing and Participant Services Teams, support the brochure proofing process each year during February
  • General support for the Brighton Fringe team as required
  • Diarise staff meetings and taking accurate minutes as required
2. Finance 
  • With the Managing Director to manage the day-to-day office finances and ensure the company’s financial protocols are followed in line with legal responsibilities and the criteria set by the Board
  • Record all finances through SAGE and generate SAGE finance reports (P/L, Balance Sheet, Prior Year Report etc) for Board Meetings as required
  • Work with the book-keeper to oversee the accurate management of all company finances 
  • Support the Participant Services Team with the registration payments (online, phone, cheque and cash) including refunds and late payments, and accurately reconcile on the Fringe Admin System
  • Work with the Box Office Manager and the Participant Services team to accurately calculate, balance and administer all ticket settlement payments
  • Coordinate and manage systems for monitoring the payment of all settlement monies
  • Work with the Development & Sales Executive to generate invoices for all commercial advertising, sponsorship, contra and registrant purchases
  • Ensure all payments are paid on time and chased where necessary 
  • Ensure all invoices received are paid on time
  • Monitor the bank balance and report any discrepancies to the Managing Director. The bank balance will be monitored daily from the start of registrations through to settlements being paid out
  • Ensure payroll data is correct, liaising with the accountants to produce and distribute payslips and pay staff salaries and expenses
3. HR
  • Manage the recruitment process for staff and volunteers by advertising job roles, coordinating interviews, communicating with applicants and drawing up contracts
  • Co-ordinate the staff timetable and schedule for freelance staff members
  • Co-ordinate and diarise annual staff appraisals with the Managing Director and Senior Management Team
  • Manage all holiday request forms and staff sickness, liaising with Managing Director and Senior Management Team, and log all details on the system
  • Manage distribution of staff P60 forms
  • Ensure that Brighton Fringe is compliant with all HR regulations, including government pension schemes
  • Maintain, update and circulate the Staff Handbook, Volunteer Handbook and company policies to all staff, contractors and volunteers
  • Manage staff DBS checks
  • Create staff ID badges
4. Other Duties 
  • Undertake and manage all Health & Safety, Fire and other legal requirements
  • Implement all of the organisation’s policies and procedures such as the equalities policy and ensure this underpins all other practices, policies and procedures
  • Contribute to the collation and preparation of statistical information as required
  • Work with the Board and sub groups as required
  • Attend meetings, conferences and events as a representative of the Fringe as agreed with the Managing Director
  • Book meeting rooms for the Board as and when required 
  • Attend meetings with the Board as and when necessary
  • Undertake any other duties in line with the responsibilities of the post as requested by the Managing Director or Board
  • Be available for the duration of Brighton Fringe each May/June

Key Working Relationships 

1. Managing Director
2. Senior Management Team 
3. All other staff and volunteers
4. The Chair of the Board of Directors of Brighton Fringe
 

Key Competencies / Person Specification  

1. Administration Skills 
  • Excellent organisational and administration skills 
  • Knowledge and experience of Microsoft Office
  • Ability to develop and implement management systems
 
2. Financial Skills 
  • Good understanding of organisational financial processes
  • Excellent knowledge of SAGE accounting system
  • Knowledge and experience of using and working with excel spreadsheets 
 
3. Communication Skills 
  • Ability to actively listen, seek information and ask questions to ensure the understanding of business requirements
  • Ability to establish and maintain positive working relationship with key stakeholders, including clients, venues, professional and commercial enterprises to facilitate the accomplishment of work goals
 
4. Interpersonal Style 
  • Has a personal commitment to organisational excellence; displaying honesty, integrity and a strong sense of ethics in all decisions and actions
  • Works well within a team and inputs where needed
  • Is able to develop others to enhance their skills and performance
  • Resilience and the ability to remain calm and focused under conditions of stress
 
5. Personal Organisation 
  • Ability to organise time to the best advantage of the Fringe
  • Keeping of up to date records and stakeholder contact lists
  • Maintaining a professional standard in all communications
  • Manages competing demands to maintain a healthy balance between work, family and community activities
 
6. Desirable Criteria 
  • Experience and interest in the arts
  • Knowledge and experience of Health & Safety and Fire regulations
  • Ability to take a broad based view of issues and events and understand the wider implications and longer term impacts
  • Understanding of constitutional and accountability principles related to working for a registered charity and Board i.e. experience and knowledge of charitable status demands, and how income generation of non-restricted funds and trading might impact on governance

Your application

Please apply in writing, telling us the qualities and experience you would bring to the role, and include your full CV and a covering letter.
Applications should be sent to Vanessa Jones by email at:
vanessa.jones [at] brightonfringe.org    
 
Or post to: Brighton Fringe, City College Brighton & Hove, Pelham St, Brighton, BN1 4FA 
 
Deadline for applications: 1st December at 5pm 
Interviews: 8th December 
Start Date: From mid January onwards
Brighton Fringe is a company limited by guarantee and registered with the Charity Commission. We are an equal opportunities employer.