School Coordinator Assistant 

Job Description 

Hours: 10am-4pm

Days: 5 days a week, Tuesday – Saturday 

Start Date: Mon, 10th June 2024

 

Purpose and Scope of the Post:

The Gaiety School of Acting – The National Theatre School of Ireland is seeking an enthusiastic, efficient and creative Coordinator Assistant to support the School’s Coordination and Administration Department. This post reports directly to the School Coordinator. 

 

Duties & Responsibilities include: 

Administrative:

• Manage Fee Collection
• Administration and coordination of Direct Debit mandates
• Ensuring all staff are Garda Vetted and up to date in Child Protection training, and booking training where applicable. 
• Assigning Tutors to classes, finding cover if and when appropriate
• Implementing and enforcing policies and procedures relating to governance and course delivery
• Assisting with the preparation and dissemination of all paperwork for students prior to commencement
• Booking of venues and staffing appropriately for classes and events
• General administrative duties
• Scheduling and booking of theatre visits and lectures
• Any other duties as agreed with the Co-ordinator or General Manager as deemed necessary
• Creating & monitoring a host rota for weekend drama classes
• Overseeing the smooth running of Young Gaiety classes on Saturdays during term time. 

Communications:

• Developing and maintaining good communication with all tutors to facilitate improved feedback and awareness of course/student issues
• Assist in the coordination of one staff meeting per term for each of the programme areas
• Communicating with students and Young Gaiety parents where needed

Production:

• Assist the coordinator with all showcase performance management through meeting with tutors, identifying requirements, communicating with admin staff, obtaining sign off on expenses, and managing the communication with students.
• Ensure that all Company performances are properly resourced and prepared for.
• Front of House Duties as required.

Person Specification

Essential skills and experience:

• High level of literacy, communication and organisational skills
• Computer literacy and knowledge of google suite 
• Ability to work in a constantly busy work environment with a high level of time management
• Problem solving skills
• Excellent communication skills
• Ability to manage several tasks and projects simultaneously
• Team player
• Fluent English
• Resourcefulness
• Creativity
• Works on initiative 

Desirable:

• Minimum of 1 year experience in an administrative role
• Knowledge of and interest in arts/theatre/education
• Experience working with Spektrix software or similar CRM/ ticketing system

Salary and Hours:

The salary for this post is €26,416 pro rata/ €19,812 gross. This post is 30 hours per week. 

Work outside these hours may be required. No overtime is payable, however time in lieu is offered. 

Application:

Please email a copy of your CV and letter of application to manager@gaietyschool.com including two references.

Closing date:

The closing date for receipt of all applications is 5pm Wednesday 8th May 2024.

Interviews will be taking place on Tuesday the 15th May 2024.  

 

Weekend Receptionist 

Job Description 

Hours: 9.30am – 6pm Saturday

Days:     Saturdays

The Gaiety School of Acting – The National Theatre School of Ireland seeks an enthusiastic, and organised individual to fill the position of Saturday Receptionist. The candidate will have a proven track record in customer service and excellent communication skills. The SaturdayReceptionist acts as the first point of contact and provides administrative support across the company. This post reports to the Head Receptionist. 

Duties & Responsibilities:

• Building: responsible for opening & closing the building
• Customer Service: efficient handling of all calls, emails and walk-in customer queries relating to school information, course information, student registration, course booking, room booking, and appointments
• Administration: Support for course staff; attendance, photocopying, room bookings, distribution of class material. administrative support to the business including any other delegated tasks or duties from the Director and General Manager
• Sales: Assisting the marketing department in sales initiatives for forthcoming courses, including calls and email communications.
• Cash-handling: Managing all sales and reconciling cash at the end of the day
• Direct Debit: processing and reconciling all direct debits
• Accounting/database: fee payment collection and processing and daily cash sheet accounting.
• Switchboard: efficient handling and distribution of all in bound calls in a professional and accurate manner
• Collections: sensitive and accurate processing of invoices and the out-bound fee collections calls
• Communication/Escalation: hand over of information to the next shift
• Attendance: update database on class attendance and update full time attendance daily and inform Coordinator of update.
• Building Management: Management of studio bookings, Office maintenance and upkeep, DIY up keep
• Security: Responsible and appropriate response to any emergency that may occur 
• Audition preparation: arranging with the Director the audition dates and contacting all auditionees re their audition.
• Assist Marketing: forward all job info, interview request and picture requests to Marketing.
• Child protection and consent forms: assist coordinator in maintenance and upkeep of records.

 

Skills/Competencies

• Interest in the arts
• Excellent timekeeping
• Proven track record of using your initiative
• Excellent people and communication skills
• Sales experience welcome but not essential
• Ability to work in a fast and dynamic environment
• Polite phone manner
• Proficient computer skills, particularly word and excel
• Organisational skills
• Fluent English

Application:

Please email a copy of your CV and letter of application to info@gaietyschool.com including two references (only contactable after interview stage) 

Remuneration:

The rate of pay is €12.70 per hour. 

 

Closing date:

The closing date for receipt of all applications is 5pm Wednesday 8th May 2024