Deputy Theatre Manager

Essential

• Experience of working within the theatre industry at an Assistant Theatre Manager level
• Strong verbal and written communication skills
• Works calmly under pressure
• A willingness to work evenings and weekends
• Experience in line managing staff
• Experience of working with the public
• Knowledge of Zonal, or similar EPOS system

Desirable

• First Aid qualification
• Personal Licence holder
• IOSH Managing Safely or equivalent
• A good knowledge of the SOLT/BECTU agreement and the West End theatre industry in general
• A good knowledge of ABTT Technical Standards and the Westminster Rules of Management.
• Experience of working with external suppliers and contractors
• Experience of implementing customer service standards
• Experience in driving revenue from sales

Deputy Theatre Manager

Job description

Responsible for: Assistant Theatre Manager
Duty Manager
Stage / Electrics Staff
Support Staff
Front of House Staff

Key duties and responsibilities

• Deputise for the Theatre Manager as required.
• Assist the Theatre Manager in the effective and efficient running of the theatre, including compliance with statutory obligations, health and safety management, presentation and housekeeping, the retail programme and customer service standards.
• Effective management, coaching and development of the front of house staff, Stage Door Keepers and Fire Officer.
• Perform duty management role for performances as per the rota.

Effective and Efficient Theatre Management

• Support the Theatre Manager in the following areas, as agreed with the Theatre Manager:
  • Management and effective operation of the theatre.
  • Communication and reporting systems within the theatre, with Nimax's Head Office staff and with visiting production companies.
  • Meetings with Nimax staff, contractors and representatives of the visiting company, including communicating information, addressing issues and keeping records of the meetings and any action points arising.
  • Implementation and continued use of operational systems necessary for the effective running of the theatre.
• Hold and perform the duties of a Personal Licence holder.
• Perform theatre management duties for performances/functions/events as per the rota.
• Attend and contribute to Theatre Management meetings.
• Report matters affecting the business and the theatre generally to the Theatre Manager and if necessary, the Operations and Buildings Departments (as relevant).

Compliance with Statutory Obligations

• Together with the Theatre Manager ensure the theatre operations comply with licensing law, health and safety law, employment law, the Regulatory Reform (Fire Safety) Order and any other legislation, code of practice, or guidance relevant to the running of the theatre that are within your control.
• Bring to the attention of the Theatre Manager any official notices or letters, including those which relate to planning applications within close proximity to the theatre.

Health and Safety/ Fire Safety

• Assist the Theatre Manager with the implementation and operation of the Company's Health and Safety Policy at the theatre.
• Assist the Theatre Manager with the implementation and operation of the Company's Emergency Procedures at the theatre.
• Assist the Theatre Manager in the implementation of the Company's Management Arrangements and Standard Operating Procedures.
• Assist the Theatre Manager in ensuring the Permit to Work systems as described in the Company's management plan are in full effect at the theatre.
• Complete safety reports and carry out investigations in accordance with Nimax's procedures in a full and timely manner.
• Carry out fortnightly evacuation drills with front of house staff.
• When required, attend and contribute to the group wide Company Health and Safety meetings.
• Hold a current First Aid at Work qualification.
• Hold an IOSH Managing Safely qualification or equivalent.

Buildings

• Major building work and equipment replacement
  • Assist the Theatre Manager with the process for major building work/ equipment replacement (which is overseen by Nimax Head Office staff) particularly in relation to scheduling, the on-site management of contractors, site health and safety and good communication between all stakeholders.
  • Bring to the immediate attention of the Theatre Manager any observations or matters arising which may give rise to major building works or equipment replacement.
• Planned Preventative Maintenance & Equipment Inspection and Certification
  • Assist the Theatre Manager in the implementation and delivery of the Company's "Planned Preventative Maintenance" management plan and Statutory Compliance management plan at the theatre.
  • As instructed by the Theatre Manager make arrangements for repair work required to be carried out and oversee the satisfactory completion of such works particularly in relation to scheduling, on-site management of contractors, site health and safety and good communication between all stakeholders.
• Asbestos and Water Hygiene
  
  • Assist the Theatre Manager in the implementation of the Company's management plan and method statement for the management of asbestos and water hygiene at the theatre.

Front of House Building Standards

• Implement and maintain the standards of housekeeping and presentation set out in the Company's policy in respect of the front of house areas. Where action is required to meet the standards, work with the Theatre Manager, Buildings Department, Operations Department and technical Heads of Department to remedy the issue.
• Ensure the cleaning of the theatre is of the highest standard.
• Ensure stock orders for the cleaning contractors as required.

Retail

In conjunction with the Assistant Theatre Manager ensure:

• All retail opportunities are explored and sales maximised.
• Effective operational and cost management systems are in place to deliver the retail operation (e.g.: stock control, orders, deliveries, stock transfers, and wastage).
• All daily and weekly tasks on the EPOS system are completed.
• Service areas are presented to the highest possible standard.
• Staff are appropriately trained and performing to the highest possible standard in line with the Company's customer service competency framework.
• Place orders for bar stock, confectionery, ice creams, merchandise and cleaning products as required using the relevant purchasing platform.
• Take responsibility for delivering retail income and achieving the net profit targets including controlling catering staff costs and non-consumable supply costs.

Customer Service

• Where required by the Theatre Manager, respond to any letters, emails and telephone calls from customers in a timely manner, working within the guidelines set out in the Company's complaint handling procedure and via the CRM programme.
• Deliver the highest possible service standards, particularly front of house, in line with the Company's customer service competency framework.
• Ensure that front of house staff and fire officer are correctly attired in line with the Company uniform policy.

Staff Management

In conjunction with the Assistant Theatre Manager be responsible for:

• Recruitment, selection, development and line management of front of house staff.
• Theatre Box Office staff are line managed by the Box Office Operations Manager. However when on duty at the theatre the theatre management should monitor such staff in relation to customer service/handling, presentation, dealing with issues around the performance and timekeeping and report any issues or anomalies to the Box Office Operations Manager or Head of Ticketing.
• Keep up to date with current employment legislation and manage the staff in accordance with such legislation.
• Have a comprehensive working knowledge of the SOLT/BECTU Agreement and ensure its practical application in relation to front of house staff.
• Implement, monitor and contribute to the practical application of the Company's personnel management plan and assist in the keeping of personnel files for each member of staff.
• Be fully conversant with the Company's HR policies and apply them consistently in the management of the front of house staff and make the policies available to front of house staff.
• Manage the efficient scheduling of front of house staff in line with the operational requirements of the theatre and producers. Ensure that weekly staff rosters are completed and issued to staff with two weeks' notice. Maintain front of house staff holiday entitlement and sickness records.
• Working with the Operations Department, ensure the Health and Safety training requirements set out in the Company's Training Needs Analysis have been realised for all staff.
• Operate and implement the Company's Induction and Contractor Control management plan at the theatre, ensuring the training requirements set out have been realised.

Financial

• Together with the Theatre Manager oversee the handling of money, including ensuring checking and cashier procedures are in place, and all cash is deposited in line with the Company's procedures.
• Prepare EPOS reports and ensure stock is controlled in line with the agreed procedures.
• The accurate completion of the weekly payroll for all staff in accordance with Company policy, including ensuring all departments are correct in terms of payments and the recharging of costs.
• Comply with the Company's purchasing procedures, including using the relevant online purchasing platform.
• Be fully conversant in the operation, maintenance and reporting of Nimax EPOS systems and be able to train line managed staff in the day-to-day use of these systems (both 'front' and 'back of house' procedures).

Security

• Liaise with and direct contracted security staff during their working hours.
• Work within the prescribed policies and procedures as provided by Nimax Theatres.

General

• Maintain close and supportive relationship with production companies.
• Attend pre-production meetings and other planning or function event meetings as required.
• Carry out any other duties as may be reasonably requested by the Theatre Manager or the Company.

This job description is not an exhaustive document but reflects the current position and details may be changed from time to time. The post-holder will be required to carry out any other duties as may be reasonably requested consistent with their job title and status. The duties contained within this Job Description must be performed at all times within the Company's stated guidelines and operational policies.

Key internal contacts: Stage & Electrics Department

Box Office

Security

Operations Department

Buildings Department

Nimax Senior Management

Key external contacts: Visiting Companies

Production Teams

Contractors and Suppliers

Licencing Authority / Westminster City Council

London Fire Brigade