Spaces Coordinator

We are a theatre without walls and have imagination without limits. We are seeking to appoint a Spaces Coordinator on a fixed term contract who will provide comprehensive administrative and practical support to the Operations Manager and work to maximise the potential of our headquarters, Rockvilla, for both NTS activity and the wider theatre community in Scotland. This role is ideally suited to a well organised individual able to multi-task and work calmly under pressure.

We are a theatre without walls and have imagination without limits.

Purpose of job

To be responsible for the administration and booking of available spaces in Rockvilla, in line with agreed priorities of use, and to liaise with and support users and ensure good communication between users and others in the Company.

Main Duties and Responsibilities

• Scheduling space use and recording and maintaining this information as required

• Managing booking enquiries from both internal and external sources.

• Assist with the development of data management software Centrline for room bookings and scheduling

• Ensure risk assessments have been provided for all activity, and if required, assist with the creation of risk assessments

• Liaise with other members of the team to ensure that all spaces are cleaned before and after hires/use.

• Liaise with other members of staff to ensure all spaces are equipped as per the room
contents and liaise with colleagues to manage any additional requirements.

• For all external users, prepare and issue contracts, sales invoice requests, and purchase orders in relation to bookings as required

• Communicate with all external users, including artists and companies, to ensure that they are fully aware of the requirements of them as users of our space.

• Maintain communications with users for the duration of their time in Rockvilla

• Induct new users to the operation of Rockvilla, with Health and Safety as a priority, as required or ensure that another member of the team can do this.

• Communicate with the rest of the company as required regarding use of our spaces and ensure there is a weekly schedule of all room bookings available

• Together with colleagues manage any extra staff requirements and ensure these are charged back to the company or production.

• Maintaining clear records of past and upcoming bookings, chargeable hires, and resources for internal and external auditing purposes.

Please send a CV and letter of application outlining how your skills and experience would lend themselves to this post with ‘Spaces Coordinator’ as the subject to: recruitment@nationaltheatrescotland.com

Fixed Term Contract: 21 hours per week to 2nd May 2025

Salary: £14,400 per annum (£24,000 FTE)

Closing date: 12 noon on Monday 14 October

Interview Date: Week Commencing Monday 21 October

Specific location

Salaried

14/10/2024