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Administrator

Location

DublinDublin

Company

Dublin Youth Dance Company

Date added

04/05/2021

Website

https://dublinyouthdance.com

Job Description:

Dublin Youth Dance Company (DYDC) is seeking a motivated, highly organised and detail oriented part-time administrator with a minimum of 3 years experience.

Administrator Role Specification
Position Title: Administrator
Reports to: Artistic Director
Location: Home working, occasional meetings Dublin City area
Remuneration: €30,000 - per annum, pro rata. Part time, 2.5 days, 20 hours per week. €15,000 gross for half time 2.5 days per week

Dublin Youth Dance Company
Dublin Youth Dance Company (DYDC) is Ireland’s premiere contemporary youth-dance group which offers talented young dancers the opportunity to participate in the creation, production, and performance of contemporary dance works of the highest quality. DYDC offers dance training through weekly classes, opportunities to perform locally, nationally and internationally, choreographic opportunities, festival performances, guest teachers/choreographers, workshops, international exchange programmes, personal and dance career development.

Position Summary Administrator (Part-time)
Reporting to the Artistic Director, the Administrator will support all aspects of Dublin Youth Dance Theatre’s annual programme of events. The overall purpose of the role is to support the Artistic Director and the Board at administrative and operational level. The Administrator will play a key role in the financial management of DYDC.

 

KEY RESPONSIBILITIES AND DUTIES
Artistic Programme
The Administrator will support the Artistic Director in rolling out all aspects of DYDC’s programme of events. Responsibilities include:

Support in the organisation of annual auditions including scheduling and liaison with attendees
Assisting in communications with dancers and teachers around weekly classes
Assisting with the organisation of Dublin Youth Dance Festival, usually in June / July
Assisting with the organisation of International Residencies including schedules, booking of flights and accommodation
Assisting with the organisation of Spring and Autumn schools’ programmes
Booking of venues, studios and workshop spaces for programme aspects above
Working with the Artistic Director in seeking quotations for programme/production related services and budget administration
Working with the Artistic Director on contracting service providers including Stage Manager, Sound and Lighting Designers/Operators, chaperones, Health & Safety (eg. Covid specific) experts when necessary
Assisting in organising of permissions for young people
Assisting in administration of Garda Vetting for all personnel dealing with young people
Finance
The Administrator plays a key role in the financial management of the organisation, working closely with the Artistic Director to ensure that financial systems are clear and robust and that DYDC’s budgets and records are maintained. Duties include:

Preparation of organisational budget and management of same, in conjunction with the Artistic Director
Assisting in the preparation of finances for funding applications
Maintaining management accounts
Being an authorised signatory and making payments for DYDC in line with budgets and contracts agreed
Monthly bank reconciliations
Maintenance of creditors and debtors records, electronic and/or hardcopy as appropriate
Following up on income streams including grant drawdowns, guarantees and member fees
Administration of payroll for staff
Communications
The Administrator will assist in the promotion of DYDC and in operating communications channels. Duties include:

Assistance in maintenance of company website, if appropriate
Assistance in running marketing and social media campaigns
Seeking quotations from service provides (e.g. Designers & printers) for marketing campaigns
Booking Marketing related services, when needed
Board and Governance
The Administrator will support the Board and assist the Company Secretary function. Duties include:

Attendance at Board meetings and minute taking
Timely circulation of minutes to the Board and maintaining minutes files
Supporting the Director in preparation of relevant papers for the Board
Maintaining the Members Register and ensuring records are up to date
Assisting in filing information with the Companies Registration Office and Charities Regulatory Authority, when appropriate
Assisting in the organisation’s adherence to legislative requirements, when appropriate

PERSON SPECIFICATION
Essential Experience and Skills

Professional experience in administration (min 3 years)
Experience in financial management including budgeting and accounts
Excellent time management and project management skills and the ability to work to deadlines
Excellent Excel and Word skills
Desirable Experience and Skills

Demonstrable interest in dance and the performing arts
Experience (professional or voluntary) in the arts and entertainment industry
Experience using digital marketing and website technology for business purposes
Knowledge and/or experience of payroll packages eg. Thesaurus
Attributes

An ability to work on a team
Excellent communication skills
An enthusiastic approach to work
The ability to work in a constructive manner within a small team
Terms of Engagement
This is a part-time position. The role is open to applicants who are service providers and those who are interested in a half-time position as an Employee of Dublin Youth Dance Company. The rate is €30,000 per annum pro-rata (€15,000 for an Employee at 20 hours / 2.5 days per week). Applications are welcome from freelance candidates interested in a contract for services, hourly rates €15 - €18 per hour, negotiable.

Term

Permanent / Part-time

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