Finance and Administration Officer

Job Summary The Finance and Administration Officer will provide financial, administrative and operational support across all areas of Viva Arts. The role will be responsible for the day-to-day bookkeeping, financial, operations and administration of the charity, its projects, productions and shop. Job Description This role will provide essential financial, administrative and operational support across Viva Arts. This varied role is responsible for day-to-day bookkeeping and financial administration for the charity, its projects, productions and Charity Shop, while supporting the smooth running of theatre…

Job Summary

The Finance and Administration Officer will provide financial, administrative and operational support across all areas of Viva Arts. The role will be responsible for the day-to-day bookkeeping, financial, operations and administration of the charity, its projects, productions and shop.

Job Description

This role will provide essential financial, administrative and operational support across Viva Arts. This varied role is responsible for day-to-day bookkeeping and financial administration for the charity, its projects, productions and Charity Shop, while supporting the smooth running of theatre operations, events and organisational activity. The postholder will undertake bookkeeping using Xero, accurately process income and expenditure, manage cash income, invoices and payments, and support budgeting, financial monitoring and cost tracking. They will prepare financial information for the General Manager and Trustees and work with the organisation’s accountants on Gift Aid and Theatre Tax Relief claims. The role will also include liaising with payroll providers and maintaining accurate financial records. Administrative responsibilities include supporting productions, events and projects; managing purchasing and ordering; maintaining databases and records; taking minutes; arranging programmes, performance rights and licences; and booking venues, accommodation, services and tradespeople. The postholder will manage Box Office administration, support customer service, maintain accurate ticketing and event information and monitor sales data. They will also update website content and provide administrative support to the team. The role includes supporting operational compliance and facilities management, including monitoring theatre contracts, submitting BOPA applications where required and maintaining organisational records, policies and procedures.

Job Requirements

Essential: Experience of bookkeeping or financial administration, ideally using Xero or similar accounting software. Experience of office administration, maintaining accurate records and databases, and supporting budgeting and financial monitoring. Strong IT, numerical and administrative skills, with excellent organisation and attention to detail. Ability to manage competing priorities and deadlines, communicate effectively, work independently and use initiative while maintaining confidentiality and professionalism. A reliable, methodical, flexible and collaborative approach, with commitment to Viva’s aims and values.

Desirable: Experience within the charity, arts or theatre sectors; knowledge of Box Office systems, Gift Aid or Theatre Tax Relief; experience supporting productions, events or touring; website or CMS experience; minute-taking and committee administration; and knowledge of licensing or rights administration.

Job Responsibilities

The Finance and Administration Officer will manage day-to-day bookkeeping for the charity, productions, projects and Charity Shop using Xero, including income, expenditure, cash, invoices, payments, budgeting and financial reporting. They will support Gift Aid, Theatre Tax Relief and payroll processes and maintain accurate financial records. The role includes providing administrative support, maintaining databases, managing purchasing, taking minutes and coordinating productions, events, rights, licences, venues, accommodation and services. Responsibilities also include managing Box Office administration, customer service, ticketing and sales information; updating website content; supporting marketing activity; monitoring operational contracts and compliance; submitting BOPA applications where required; and supporting policies and procedures. The postholder will work collaboratively with staff, volunteers, Trustees and external partners and undertake other duties as needed/appropriate.