Finance and Administration Officer
Job Description & Person Specification
Job Title Finance and Administration Officer
Employer Viva Arts and Community Group Ltd
Location The Viva Theatre, Soham, Cambridgeshire
Salary £26,500 - £27,500 FTE (pro rata for part time hours)
Reports To General Manager
Contract Permanent
Hours 15–20 hours per week (depending on candidate)
Flexible working arrangements may be considered. Occasional evening or weekend work may be required in support of productions and events.
Job Purpose
The Finance and Administration Officer will provide financial, administrative and operational support across all areas of Viva Arts and Community Group Ltd.
The role will be responsible for the day-to-day bookkeeping and financial administration of the charity, its projects, productions and charity shop, while also supporting the smooth administration and coordination of theatre operations, events and organisational activity.
The successful candidate will play a key role in ensuring efficient financial systems, strong administrative support and effective organisational coordination across the charity.
Key Responsibilities
Finance & Bookkeeping
- Undertake day-to-day bookkeeping for the charity, productions, projects and charity shop using Xero.
- Process income and expenditure records accurately and efficiently.
- Count and process cash income.
- Generate, process and chase invoices and payments.
- Support budgeting, financial monitoring and cost tracking.
- Prepare financial reports and information for the General Manager and Trustees.
- Work with the organisation’s accountants and General Manager on Gift Aid and Theatre Tax Relief claims.
- Liaise with the payroll provider and ensure payroll information is accurate and up to date.
- Maintain organised financial records and filing systems.
Administration
- Provide general administrative support across the organisation.
- Take minutes at meetings as required.
- Manage ordering and purchasing for the theatre and organisational projects.
- Create and maintain organisational databases and records.
- Support the coordination and administration of productions, events and projects.
- Organise show programmes, performance rights and licences.
- Book venues, services, tradespeople and accommodation as required.
- Support day-to-day office and operational systems.
Box Office & Customer Systems
- Manage the Box Office system and associated administration.
- Provide Box Office support and customer service.
- Ensure event listings and ticketing information are accurate and up to date.
- Monitor and report on sales information where required.
Website & Communications Support
- Update and maintain website content.
- Provide administrative support to the Fundraising and Marketing Officer.
- Assist with the coordination of events, productions and campaigns.
Operational Compliance & Facilities
- Manage and monitor the theatre cleaning contract and other contracts required for the smooth and safe running of the theatre.
- Submit BOPA (Benefits of Performing Arts) applications to the local authority where required.
- Support organisational compliance and record keeping.
- Assist with maintaining operational policies and procedures where appropriate.
General Duties
- Work collaboratively with staff, volunteers, Trustees and external partners.
- Attend meetings and events as required.
- Undertake other duties reasonably associated with the role and the needs of the organisation.
Person Specification
Essential Criteria
Experience & Knowledge
- Experience of bookkeeping or financial administration.
- Experience using Xero or similar accounting software.
- Experience in office administration and organisational support.
- Understanding of budgeting and financial monitoring processes.
- Experience maintaining accurate records and databases.
- Good IT skills including Microsoft Office and online systems.
Skills & Abilities
- Excellent organisational skills and attention to detail.
- Strong numerical and administrative skills.
- Ability to manage competing priorities and deadlines.
- Good communication and interpersonal skills.
- Ability to work independently and use initiative.
- Ability to maintain confidentiality and professionalism.
- Strong time management skills.
- Ability and willingness to completely step away from performing or being a member of a creative team for Viva productions.
Personal Qualities
- Reliable and methodical approach to work.
- Flexible and adaptable attitude.
- Positive and collaborative team approach.
- Commitment to supporting the aims and values of Viva Arts and Community Group Ltd.
Desirable Criteria
- Experience working within the charity, arts or theatre sector.
- Experience of Box Office systems.
- Knowledge of Gift Aid and/or Theatre Tax Relief processes.
- Experience supporting productions, events or touring activity.
- Website updating or CMS experience.
- Experience of minute taking and committee administration.
- Knowledge of licensing or rights administration.
How to Apply
Please email your CV (maximum two pages) and a covering letter (maximum two pages) outlining in detail why you are applying for the role and how your skills and experience make you a suitable candidate to [email protected]
Application Deadline: 12:30pm on 2nd October 2026
If you have any questions regarding the application process, please contact [email protected]
Additional Information
The successful applicant may occasionally be required to work evenings and weekends in support of productions, events and organisational activity.
Viva Arts and Community Group Ltd is committed to equality of opportunity and welcomes applications from all suitably qualified individuals.
Pay: £26,500.00-£27,500.00 per year
Work Location: In person
