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Administration Officer

Rebus Theatre
  • Permanent Part-time 25 hours/week
  • Contract Term: 9 month fixed term contract, with the strong likelihood of extension to a permanent position
  • Probationary period: 3 months
  • Remuneration: Based on SCHADS award, level 2.1 ($29.12/hour). A higher band in the level 2 range may be negotiated depending upon experience and qualifications. Standard leave entitlements, plus superannuation, Salary sacrificing available.
  • Start Date: ASAP

about the role

The Administration Officer supports the Executive Team to deliver the strategic objectives of the company by ensuring its administration operations are viable, sustainable, and appropriate for the ongoing needs of the company.

They will provide administrative support to the Executive Team.

We are looking for a highly organised person with experience working in an administration role. The Administration Officer will be analytical and a great communicator, have outstanding organisational and planning ability, and the ability to work in a hands-on capacity with a small staff to create a thriving, creative work environment.

About Rebus

Rebus Theatre is a mixed ability theatre company that creates theatre for social change. We run a range of programs, including ongoing theatre classes, a variety of creative projects and interactive theatre for workplace training around access and inclusion.

The Rebus team consists of an Artistic Director, a Creative Producer on 30 hours a week each, a Creative Programs Director on 25 hours a week, a Finance Manager on 10 hours a week, a Communications and Administration Officer on 5 hours a week.

Rebus also employ tutors, trainees, and actors on a casual basis.

Position Details

Position Title: Administration Officer.

Reports to: Artistic Director.

Key Internal Relationships: Artistic Director, Creative Producer, Creative Programs Director, Financial Manager and permanent and contracted directors and tutors, and the President of the Board.

Key external relationships:

  • Members of the Rebus ‘family’: our participants, artists and supporters.
  • Ainslie and Gorman Arts Centres.
  • Arts organisations and venues.
  • Funding bodies.

Special Conditions

Due to the nature of the role, this position may require additional hours and work outside of normal office hours from time to time, especially during productions. This will be compensated with time off in lieu. This job description may change from time to time by consultation to meet the changing needs of the company. Rebus prides itself on being a flexible employer, and are happy to negotiate around hours and time off as needed.

Location

Rebus Office: Gorman Arts Centre, 55 Ainslie Ave, Braddon, ACT. Flexible working from home arrangements also available.

Key Duties and Responsibilities

  • Act as a first point of contact with the organisation, fielding phone enquiries and forwarding emails to the appropriate person.
  • Manage office systems, including electronic filing.
  • Take bookings for our courses, programs and productions.
  • Maintain, improve and - where necessary - set up, IT tools for data storage and access, surveys, event bookings and other needs.
  • Perform routine financial transactions.
  • Organise the physical space of the office, including stationery, props, costumes and equipment.
  • Assist in the preparation of contracts for new staff.
  • Oversee and update databases.
  • Assist the Executive Team to prepare annual reports and other documents.
  • Take and distribute minutes at meetings.
  • Assist in reviewing and updating policies and procedures, and ensure they are compliant with current regulations and legislation.
  • Maintain the currency of all insurances.
  • Assistance in preparation of grant applications.
  • Assist in updating social media accounts.
  • Assist in solving IT problems.
  • Contribute to a safe and positive workplace culture.

Other Duties

  • Attend staff meetings, and other meetings as requested.
  • Attend and participate in company events and act as an ambassador for the company.
  • Maintain a sound awareness of industry awards and best practice.
  • Assist with the co-ordination of events and presentations.
  • Participate in professional development and staff training.
  • Other reasonable duties as assigned by the Executive Team.

Selection Criteria

Essential:

  • Minimum two years' experience in office administration
  • Excellent oral and written communication skills
  • High level computing skills
  • Ability to work to tight timelines
  • Ability to learn new software quickly
  • Experience in electronic filing
  • Experience in the implementation of financial, operational, IT and administrative systems
  • Experience using the Microsoft Office suite of applications (or equivalent)
  • Ability to work effectively as part of a small team
  • Ability to contribute to a positive work environment
  • Demonstrated commitment to the values of inclusion, social justice and sustainability

Desirable:

  • Understanding of the challenges facing people with disability and other forms of social disadvantage
  • Experience in any of the following IT tools/systems
  • QuickBooks (or other book-keeping software)
  • Sharepoint
  • Customer Relations Management systems
  • Databases
  • Experience in arts administration;
  • Experience in working in a small organisation;
  • Experience in working to a volunteer board of management;
  • Flexible schedule; and
  • Demonstrated interest in the arts.

The successful applicant will be required to obtain and maintain the following:

  • a current Working with Vulnerable People registration (Rebus will pay for this, if you do not already have one)
  • a Covid19 vaccination (at least two shots, a booster is highly recommended)
  • a current First Aid Certificate (Rebus will pay for this, if you do not already have one)

Additional Information

Rebus Theatre is an inclusive organisation, committed to providing a platform for diverse voices across all levels of our organisation. We strongly encourage applications from First Nations people, people from culturally and linguistically diverse backgrounds, people with disability, and LGBTQIA+ people to apply.

If you would like to discuss the position in more detail, please contact Artistic Director, Robin Davidson at robin@rebustheatre.com using the subject line: Administration Officer enquiry via EthicalJobs to organise a time to chat.

How to apply

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