BOX OFFICE ASSISTANT

(Full Time: 40hr or 32hr option)

Job Description

Purpose of Post

To generate income through ticket sales and positively promote artsdepot. To be

part of a customer facing team, providing a friendly and helpful welcome on behalf
of the company. To contribute to the administration of the Visitor Services Team and
other artsdepot departments where necessary.

Report to: Visitor Services Manager

Member of: Visitor Services Team – Box Office

Please be aware that for internal job applications your current line manager will be asked to provide
your reference.

Principal Responsibilities

Box Office

 To operate and assist on any ticketing sales points in order to provide an

efficient and productive booking system for the public.

 To operate the telephones and main switchboard.

 To ensure a thorough knowledge of events at artsdepot to enable the Box

Office to give the best possible customer service.

 To actively pursue an in-depth knowledge of the venue’s computerised Box

Office system and online sales technology.

 To ensure the ticketing systems records are maintained and accurate.

 To contribute to the administration of the department, ensuring information is

up-to-date and well organised.

 To support the administrational needs of other departments, within reason,

and under instruction of the Visitor Services Manager.

 To be responsible for all cash, cheque and card transactions made by the
Box Office.

JD/Box Office Assistant July 2017

  To be responsible for the opening and closing of the Box Office, and ensure
the security of the box office is maintained.

 To meet artsdepot’s agreed standards of dress and appearance codes.

Customer Service

 To act as the main information and reception point for the venue, ensuring
the Box Office provides a professional, customer focused, and welcoming
service for all visitors including professional companies, hirers and public.

 To maintain good communication with both internal and external customers.

 To deal with any customer service issues that may occur, either in person, on
the phone or via email, in a professional manner.

 To welcome positive and negative feedback about the venue and pass this
on via the DM report, to help artsdepot improve the service it offers.

 In partnership with the Visitor Services Manager and other departments, to

ensure the customer service standards instituted throughout artsdepot are
applied at the Box Office.

 To ensure that artsdepot policies regarding ticketing and building use are
upheld.

 To strive for continuous improvements in customer care by making positive

suggestions for change.

Communications

 Protect the use of the artsdepot brand in all forms of communication

internally and externally.

 Support an internal communication policy so all staff, volunteers and Board

members have up to date knowledge about artsdepot activities.

 Liaise with all departments to ensure essential information is passed on and

good communication is maintained at all times.

 Provide reports to relevant departments on request in an efficient manner.

 To liaise with touring companies or events organisers to provide them with

sales reports or general information about their time with artsdepot.

 Maintain open communications with all users of the building.

JD/Box Office Assistant July 2017

  To liaise and support marketing activities where required.

Other Activity

 On occasion you may be asked to help with other roles within the
department, such as supporting our Duty Managers or stewarding shows.

 To be fully conversant with the artsdepot facilities and terms of trading.

 Undertake any other duty or responsibility that may reasonably be allocated

by the Director, the Board or your line manager.

 To keep up-to-date on current Box Office practices.

 Attend any appropriate training sessions related to your position.

 Ensure all operations are carried out within the relevant Health and Safety
legislation and that staff work within the artsdepot Health and Safety policies.

 Ensure the intentions and requirements of the artsdepot’s Equal Opportunities,

Race Equality Action Plan and Access Policies are applied personally and by
staff in the department.

Personal Specification

Essential
 Passionate about good customer service with proven experience in a customer
service environment.
 A friendly and approachable personality.
 Energetic, creative team player with a high level of enthusiasm.
 Diplomatic and negotiating skills with the ability to work with initiative and maturity.
 Must be confident to work alone, acting as artsdepot reception, Stage Door
attendant and Box Office assistant.
 Excellent interpersonal and telephone skills.
 Confidence to proactively up-sell and cross-sell over the phone and in person.
 Excellent computer skills, including a good understanding of MS Word, Excel and
Outlook.
 Previous experience of cash handling procedures.
 Good mathematical skills (Maths GCSE required).
 Good analytical skills and attention to detail.

JD/Box Office Assistant July 2017

 Confidence in instituting artsdepot’s policies and procedures.
 Ability to prioritise and work under pressure with good time management.
 Willingness to work flexibly.
 Passionate about live performance and the arts in general.

Desirable
 Use of Box Office ticketing systems, with particular reference to Spektrix.
 Understanding of Artifax venue management system.
 Understanding of online ticketing.
 Previous switchboard experience.

Conditions of service

 Salary is £18,000 pro rata

 Regular opening hours of artsdepot’s Box Office would be from 8.30am until
5.30pm seven days a week, with later opening on performance evenings up to
9pm. The role will be working on a 7 day rota including evenings and weekends.

 Normal working hours will be specified in advance by the Line Manager. Any extra
hours are to be agreed with your line manager and will be given back as time in
lieu.

 You will be expected to actively participate in the implementation of the Arts

Depot Trust’s policies on equal opportunity, access, cultural diversity and health
and safety. You must ensure all operations are carried out within the relevant
Health and Safety legislation.

 The Job Description outlines the duties required of this post to indicate the level of
responsibility. It is not a comprehensive or exclusive list and duties may be varied
from time to time which do not change the general character of the job or the
level of responsibility outlined.

 It is a requirement that all staff work in a flexible manner compatible with their jobs
and in line with the objectives of artsdepot. The job description for this position
may be reviewed and amended to incorporate the future needs of the
department and artsdepot.

Detailed terms and conditions will be outlined in the Staff Handbook.

JD/Box Office Assistant July 2017