Costume Admin Assistant

**Description**:
POSITION PURPOSE

The Costume Administration Assistant is an integral member of Queensland Ballet’s busy, highly productive, and creative Costume team, and is responsible for delivering high level administrative support.

The Costume Administration Assistant manages databases, reports against budgets, inputs information for staff rostering and monitors stock/materials to ensure that the team is equipped to support Queensland Ballet’s artistic vision and rigorous annual schedule of Company and Academy productions.

The Costume Administration Assistant works collaboratively with a variety of team members in a fast-paced, dynamic environment, and has a thorough understanding of the creative process of an artistic organisation, including the cycle from material procurement through to laundering and storage.
- This position may require some inter and intrastate travel.

REPORTING RELATIONSHIPS

This position reports to the Head of Costume.

RESPONSIBILITIES

Working under the direction of the Head of Department:

- Act as the first point of contact for the Costume team, providing exceptional customer service for both internal team members and external stakeholders.
- Act as a Queensland Ballet ambassador, and receive scheduled visitors, patrons, corporate partners and Queensland Ballet members as they relate to tours, site visits, meet and greets and other relationship-building activities.
- Raise purchase orders, reconcile items/goods/stock received and incoming invoices according to the correct policies and procedures identified by Queensland Ballet’s Finance team.
- Assist with management of Costume Department stock, materials and supplies, by updating databases and asset information, against identified policies and procedures.
- Assist with data entry as it relates to the finance system, the staffing/rostering system and any other spreadsheets which at times may be implemented by the Costume team.
- Cross check theatre, touring and workroom schedules against rosters, in alignment with Production Schedules, confirmed for each performance.
- Assist team members to complete timesheets to ensure Live Performance Australia considerations (such as allowances) are accurate.
- Assist the Head of Costume in creating financial reports on a regular basis and collaboratively review financial statements and reports to ensure all calculations and data entries are correct.
- Provide reports as requested by the Head of Costume to assist with forward planning and budgeting.
- Attend Costume Department and full company meetings, and as a self-directed, autonomous operator, understand how any discussions from these meetings impact upcoming tasks.
- Adhere to Queensland Ballet’s financial policies and procedures.
- As required, liaise with stakeholders, suppliers, and other stakeholders regarding administrative matters as they impact on and/or enable the Costume team to achieve their goals against the Queensland Ballet Strategic Plan.
- Conduct daily administrative duties with the intention to always be solutions focussed, identifying efficiencies and continuous improvements that will serve the team to be more effective.
- Conduct self-directed learning to ensure comprehensive and accurate knowledge of Productions and upcoming yearly Seasons is maintained.
- Liaise with other Queensland Ballet team members as they access and/or involve the Costume team and their services in events, functions, workshops, and other occasions both onsite and offsite.
- Assist the team with other general administrative duties as required.

SELECTION CRITERIA

1. Excellent administration skills with the ability to work effectively, both independently and as part of a team in a dynamic, fast-paced, and collaborative environment.

2. Demonstrated experience using databases, monitoring budgets, rostering as well as proficiency in Microsoft Office suite.

3. Exceptional interpersonal skills, including the ability to collaborate and problem solve with others, whilst also ensuring a high degree of responsibility, flexibility, and adaptability.

4. Great attention to detail and exceptional organisational skills, combined with the demonstrated ability to remain solutions focussed.

DESIRABLE CRITERIA

1. Previous experience in an Arts organisation and/or specifically a costume department.

ABOUT QUEENSLAND BALLET

Queensland Ballet is a vibrant, creative company which connects people and dance across Queensland. We offer a program of world-class productions of the best classical ballets and inspired contemporary dance works. The Company engages renowned choreographers and designers from around the world and nurtures emerging local talent by presenting exciting new works in an intimate studio series. With a culture of creativity and collaboration, complemented by an active program of engagement with our communities, Queensland Ballet has become the central hub for dance in the State. Our dancers are acclaimed for the technical excell