Head of Business Operations

Recruitment Pack

November 2017

10 November 2017

Head of Business Operations

Thank you for your interest in the Octagon Theatre Bolton and the role of Head of Business Operations.

We are looking for a highly organised and accountable individual, with excellent communication skills, to be our Head of Business Operations and make the Octagon’s internal business run smoothly.

Working closely with the Chief Executive and the senior team, the role includes managing schedules and internal projects; negotiating contracts for our productions, partnerships and stakeholder relationships; and providing analysis and reports for a range of audiences. The Head of Business Operations will act as the central owner of business process, supporting all departments to be as efficient as possible in achieving our programmes of work.

The successful candidate will be a natural communicator and problem solver, with a background in business support who can demonstrate their ability to improve processes, manage risks, and negotiate effectively. An understanding of project management is essential along with analytical and reporting skills.

In this pack you will find the job description and person specification, as well as guidance on the process, terms and conditions, and background information. You can also get further information about the Octagon on our website www.octagonbolton.co.uk and a copy of our most recent annual report www.octagonbolton.co.uk/annual-report

I hope that you enjoy finding out more about this opportunity. The closing date for applications is noon on Friday 24 November. Good luck with your application.

Kind regards,

Roddy Gauld Chief Executive

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JOB DESCRIPTION, PERSON SPECIFICATION AND TERMS & CONDITIONS

Role: Head of Business Operations

Responsible to: Business Director (to 31/08/19) Chief Executive (from 01/09/19)

Responsible for: No Direct Reports

PURPOSE OF POSITION:  Ensure efficient business operations across the organisation, including contracting, scheduling, policy and process.  Contract and relationship management with public stakeholders and co-producing partners.  Project management for business change and development.

ORGANISATIONAL STRUCTURE: The Head of Business Operations reports to the Business Director and from September 2019, the Chief Executive.The role works collaboratively across the whole organisation to achieve results. As a member of the management group the role contributes to overall strategy and leadership; coordinates and leads tasks and task groups across departments

MAIN DUTIES AND RESPONSIBILITIES: Manage the business operations of the organisation and take responsibilitiy for internal process and policy including:  Working with all departments and administrators to ensure business processes are efficient and enforced, chair regular meetings to coordinate operations, and identify and implement opportunities for best practice and improvement where they arise.  Coordinating the Project Initiation process for departments to submit activities for senior management approval, budget generation and subsequent control and monitoring.  Preparing and coordinate the annual planning cycle for the organisation, taking into account governance, stakeholder and financial deadlines.  Managing a schedule for policy review and updates, and support the Chief Executive in researching and updating policies as required.  Responsibility for ensuring Business Continuity and Major Incident procedures are in place, reviewed regularly, and that responsibilities are understood by all relevant colleagues.  Chairing regular Operations Meetings that effectively coordinate the operational needs of the organisation.  Preparing reports for management meetings, including analysis of key performance data and other evidence for decision making

Manage and own the central schedule of the theatre’s operations, including:

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 Responsibility for the scheduling system/software, its effective use by all building users, and managing schedules in line with company policy and management decisions.  Ensuring the needs of all departments are taken into account in scheduling, detecting and preventing potential resource clashes and stretches, negotiating solutions as necessary between different departments.  Chairing the weekly diary meetings to ensure staff are regularly briefed and prepared for activities.  Collecting and distributing information relevant to the smooth running of the business

Manage and own the master data of the organisation, including being the Data Protection Officer for the organisation, developing and implementing an effective data protection policy and managing its compliance.

Work with the Chief Executive and Head of Creative Engagement to manage public sector stakeholder relationships (such as Arts Council , GMCA, Bolton Council and commissioners) including:  Preparing proposals and applications (including those over £100k), including writing drafts and preparing evidence; and completion of subsequent agreement negotiations and submissions.  Maintaining effective data collection and analysis processes across the organisation.  Maintaining an up-to-date schedule of contractual conditions and outputs, and co- ordinating compliance with these by all departments in the organisation.  Responding to information requests and funding conditions with appropriate information on time.  Attending meetings and briefings with key stakeholders as necessary.

Support the Chief Executive in the commercial planning and producing of all productions involving another partner, such as co-productions and tours. This will include:  Completing and agreeing contracts, including negotiations, based on in-principle agreements led by the Artistic Director and Chief Executive.  Managing elements of the production budget relating to partnerships, and to keep partners informed of delivery against budget, working in close collaboration with the Head of Production.  Disseminating information across the organisation and ensuring compliance with contractual terms and outputs.  Representing the organisation at meetings with producing partners as necessary.

Assist colleagues as required in contractual and commercial management, such as with suppliers, landlords and contractors.

Manage one-off projects as required. These may relate to business change, capital developments, IT changes or new business ventures. Responsibilities would likely include project planning and initiation, budget and risk control, contractual negotiations, obtaining legal advice, business planning and managing delivery of projects.

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Attend and support board meetings as requested, including preparing agendas, papers and minutes in collaboration with the Executive Assistant.

From time to time you may be asked to lead workshops with students about your role at the Theatre; sharing your expertise and offering an insight into the methodologies you call upon in your day to day working life. These sessions will predominantly be with Higher and Further Education students facilitated by lecturers

Work in the best interests of the Octagon and in accordance with company policies including health and safety, safeguarding, data projection and IT; and ensure all creative engagement activities are planned in line with company policy too

Be an effective representative of the Octagon in all situations and demonstrate the highest level of customer care and service

The main duties and responsibilities are indicative and not exhaustive. Other duties may be necessary to fulfil the purpose of the post. This job description may be periodically reviewed and revised in consultation with the post holder

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PERSON SPECIFICATION

Essential experience Desirable experience

 At least five years’ experience in a business  Experience of working in an arts and/or support role. charitable organisation.  Demonstrable experience of negotiating and  Experience in preparing business proposals managing contracts. and/or grant applications.  Demonstrable experience of managing  Experience of managing relationships with budgets and risks. public sector partners  Demonstrable experience of improving business processes.  Experience of working in an office environment and completing administrative tasks.  Experience of managing projects and change projects involving others.  Experience of preparing reports and analysis for decision making. Essential skills and abilities

 Excellent collaborative skills, and an ability to achieve results through partnership and negotiation.  Ability to problem solve, apply solutions, be calm under pressure, and be resourceful.  Ability to work on one’s own initiative, prioritise and organise workload, and meet deadlines.  Ability to hold self and others to account for delivery.  Excellent attention to detail and the ability to see a task through to final completion.  Excellent analytical skills and experience of preparing reports.  Team working and listening skills, with an ability to understand the needs of others.  Literacy skills including the ability to write contracts and reports.  Numeracy skills including the ability to set and monitor budgets.  IT literacy including the ability to use Microsoft Office.  Confident communication skills – in person, writing and public speaking. Essential knowledge and understanding Desirable knowledge and understanding

 Understanding of project management  An understanding of theatre production. tools and techniques.  Experience of public sector commissioning  Understanding of data collection and and Service Level Agreements. management.administration or related  Understanding of employment law and subject, or equivalent level of work policy. experience

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HEAD OF BUSINESS OPERATIONS Terms and Conditions

This is a summary of the terms and conditions.

Salary: Starting salary c£30-34k dependent on experience.

Pension: The company operates an auto-enrolment pension scheme through NOW:Pensions in line with current government legislation.

Contract: Permanent.

Hours: 40 hours per week. No overtime is payable, but time off in lieu for excess working hours can be agreed with the line manager. There may be occasional evening or weekend hours.

Holiday Entitlement: 28 days per annum (inclusive of Public Holidays), increasing by 1 day per annum to a maximum of 33 after 12 months service on 1 September

Place of work: Octagon Theatre Bolton

The Octagon offers a range of other employee benefits including:  A commitment to flexible working where possible  Child care vouchers  UK Healthcare cashback scheme, subject to eligibility  Loans for season tickets, bicycles and parking costs  Complimentary tickets  Staff café discount

There will be a six month probationary period. Any offer of employment will be subject to the receipt of:  References that are satisfactory to the Octagon  Evidence of the right to work in the UK as defined by the Home Office  A valid DBS check as appropriate (if working with young people)

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HEAD OF BUSINESS OPERATIONS Application Guidance

Applications should be submitted to [email protected] no later than noon on Friday 24 November. Applications should be made using the application form provided. CVs will not be accepted. We would be grateful if you would also return the Equal Opportunities monitoring form. We cannot accept applications received after the deadline.

If you require the application materials in a different format or have any other access requirements, please contact [email protected].

Interviews are provisionally scheduled to take place on Friday 1 December at the Octagon Theatre Bolton.

If you have not heard from us by Wednesday 29 November, then regrettably your application has not been successful on this occasion.

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HEAD OF BUSINESS OPERATIONS Background information

The Octagon Story We are a theatre situated in the heart of Bolton and believe in reaching out to all of the communities that surround us, and we strive to bring wonderful theatrical experiences to the people of Bolton and beyond.

We lovingly bring stories to life on our stages designed to make you laugh, cry and sit on the edge of your seat. Over the course of a year, you might see a comedy or two, a brand-new play, a musical, thought-provoking drama, a historical retelling and more. Off our stages, we help nurture and develop stories of others. Through our work in the communities from our storytelling sessions for under 5s to our drama group for over 50s we believe everyone should have the opportunity to be creative.

At nearly 50 years old we were the first theatre to be built in the North West since World War One. Beginning as the brainchild of a university lecturer and a group of students to build a theatre for the people of Bolton, the Octagon was going to be a little bit different from the usual. With amazing support from the local government, and the people of Bolton who helped raise funds brick by brick, our building was officially opened on 27 November 1967 by HRH Princess Margaret and we opened our doors for the very first time to begin our long journey of telling wonderful stories to the people of Bolton and beyond.

The first story on our stage was Annie And Fanny by Bolton playwright Bill Naughton. A new play written by a local playwright – this was an exciting start to the proud tradition we have held strong for 50 years of supporting new and local writing. New writing has always been an important part of the Octagon story as well as producing plays from some of the greatest playwrights throughout history. The heart of our theatre from the day it was built, right up to the present, is our intimate and flexible Main Auditorium theatre space. It seats between 300 and 390 and unlike most theatres not only does the set change from production to production but the seating alters too and responds to the staging. . Usually seen in three main configurations of in the round, end-on and thrust stage every time you come and see a show you will enjoy a totally different experience.

Throughout the years many changes have happened to the building and the work we do, from the creation of our Studio Theatre in 1987 to the inception of our participation programme which seeks to engage with communities across Bolton. We are continually looking to evolve and develop the work we create and most recently have announced funding for a major capital development of our building, where we will be seeking to not only improve our visitor experience but also the accessibility of our backstage areas and an improved provision for the young people we work with.

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We believe in world-class theatre: made in Bolton. Most of our production work is delivered on- site and to facilitate this we have a large workshop where sets are constructed, a small sound engineering studio, a wardrobe department where all costumes are cut, fitted and sewn, and a prop store where furniture and smaller items are housed. The Octagon’s rehearsal space, The Lab, is where actors work under direction for about four weeks before transferring to our Main Auditorium when the production is ready for its opening performance.

We believe that everyone has a story to tell. Our community, participatory and education work is recognised as a benchmark both regionally and nationally. From a popular Youth Theatre programme to our work with young people with learning disabilities, to groups within our community partner Bolton at Home, we believe everyone has their own story and theatre can be an amazing tool in empowering and building the confidence in people to tell theirs.

Our vision and values Our community will be enriched and inspired by quality, entertaining and thought-provoking theatre productions, and opportunities for people to realise their potential, express themselves and fly.

Values:

Creativity We are an organisation that creates theatre and inspires others to be creative too.

Inclusion We want the entire community to be part of the Octagon and for them to be able to access our work, to feel welcome and safe.

Learning We encourage people to grow their abilities and their ideas; and for us to grow and stretch our own too.

Quality We seek to ensure that everything we do, especially the work we create and the service we offer, aspires to the highest possible quality.

Pride We take pride in our work, our theatre and our town; and we strive to make Bolton proud of us.

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Recent and future main auditorium productions 2017/18 2016/17 2015/16 Rita, Sue and Bob Too by Andrea To Kill A Mockingbird by Harper The Family Way by Bill Naughton, Dunbar, directed by Max Stafford- Lee, adapted for the stage by directed by Elizabeth Newman Clark and Kate Wasserberg Christopher Sergel, directed by Elizabeth Newman An Enemy of the People by The Threepenny Opera by Bertolt , adapted by Arthur Brecht, directed by David Thacker The Winter’s Tale by William Miller, directed by David Thacker Shakespeare, directed by David A Christmas Carol by Charles Thacker The BFG by Roald Dhal, adapted Dickens, adapted for the stage by by David Wood, directed by Neil Duffield, directed by Ben Cinderella by Mike Kenny, directed Elizabeth Newman Occhipinti by Ben Occhipinti Two by Jim Cartwright, directed by Jane Eyre by Charlotte Brontë, (with Derby David Thacker adapted for the stage by Lorna Theatre) by Willy Russell, directed French and Janys Chambers, by Elizabeth Newman Two 2 by Jim Cartwright, directed directed by Elizabeth Newman David Thacker Ashes by , directed Hamlet by , by David Thacker Martha, Josie and the Chinese directed by David Thacker Elvis (with Hull Truck Theatre) by The Tenant of Wildfell Hall (with Charlotte Jones, directed by Mark East is East by , York Theatre Royal) by Anne Babych directed by Ben Occhipinti Brontë, adapted by Deborah McAndrew, directed by Elizabeth Look Back in Anger (with Derby The Big Corner, adapted from the Newman Theatre) by John Osborne, directed short stories of Bill Naughton by by Sarah Brigham Lawrence Till, directed by Elizabeth I Capture the Castle (with Watford Newman Palace Theatre, Kevin Wallace Ltd Singin’ in the Rain (with Salisbury and Deborah Ward) by Dodie Playhouse and New Vic Theatre) Summer Holiday (off-site), Smith, adapted by Teresa Howard by Betty Comden and Adolph adapted for the stage by Michael and Steven Edis, directed by Brigid Green, songs by Nacio Herb Brown Gyngell and Mark Haddigan, Larmour and Arthur Freed, directed by directed by Elizabeth Newman and Elizabeth Newman Ben Occhipinti Winter Hill by Timberlake Wertenbaker, directed by Elizabeth Gulliver’s Travels (off-site) Newman by Jonathan Swift, adapted for the stage by Satinder Chohan and Mike Talking Heads by Alan Bennett, Kenny directed by Ben Occhipinti

In addition to these plays, our annual programme includes:  Productions by and for young people such as The Railway Children (2017) and The Secret Garden (2016);  Community open day events and performances such as Platform 50 (2017) and Pleasure Beach (2016);  REVEAL, our annual showcase of new work, performed in locations across Bolton; and  The Academy, our project for young people to produce and tour their own production.

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Capital project and fundraising We are working towards a £9.8m capital project to reimagine the Octagon. This sum includes the cost of transition and working off-site for a period of 15 months. On re-opening, the theatre will have improved accessibility, backstage facilities and audience comfort. We will have increased capacity for working with groups, young people and the community, as well as being more financially and environmentally sustainable. Whilst construction work is underway, we are producing six productions off-site in a range of non-theatre spaces.

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