IT and Systems Manager

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IT and Systems Manager

Aberdeen Performing Arts (His Majesty's Theatre, the Music Hall and The Lemon Tree)

ABOUT US

Aberdeen Performing Arts is a creative hub and focal point for the performing arts, community engagement and talent development in the North East. Our three iconic city centre venues are all on a national and international touring circuit for the performing arts and a vital part of Aberdeen and Scotland's cultural infrastructure. We present, produce and commission diverse and distinctive arts and cultural programmes of regional and national reach and impact. We support talent and help develop professional practice. We run a wide range of creative activities, projects and workshops for all ages and stages in our own venues as well as in schools and community settings. We provide a box office service for 30+ venues in the North East. We run two café bars and four bars in-house across our venues and a conference and events business.

A Year in the Life

• 1,000,000+ visitors through our doors
• 350,000+ ticket sales
• 700+ performances
• 3 festivals: True North, Granite Noir and Light the Blue
• 15,000+ creative learning engagements
• 450+ visiting companies and artists
• 250+ employees
• £13m+ turnover

Our Mission

To ensure that our inclusive, creative work inspires, stimulates and entertains diverse audiences and participants from Aberdeen, the North-east and beyond

Our Purpose

To bring the joy of arts, creativity, and live performance to all.

Our Values

Curiosity, Optimism, Loyalty, Teamwork and Resilience

OUR VENUES

His Majesty's Theatre

His Majesty's Theatre is a category A listed proscenium arch theatre designed by celebrated architect Frank Matcham and opened in December 1906. It is a fully equipped producing and receiving theatre with a capacity of 1400 which since its opening has welcomed international touring companies, nationally renowned artists and Scottish and homegrown talent.

The Music Hall

The Music Hall has just re-opened having undergone a major redevelopment. It is one of Scotland's oldest and most historic concert halls. Itstands on Union Street in the centre of Aberdeen and has been at the heart of cultural life in the city for nearly 200 years. The main auditorium has an excellent acoustic and a capacity of 1300 seated. It also has two smaller spaces, Big Sky Studio and Tutti Creative Learning Studio.

The Lemon Tree

The Lemon Tree was formed in 1992 as the base venue for Aberdeen's Alternative Festival. The two performance spaces - the 550 capacity Lounge, and 166 seat Studio - bring cutting edge music, theatre, comedy and dance to the city, and provide unforgettable, intimate opportunities to see an exciting array of small-scale performing arts in the North East.

THE POST

Aberdeen Performing Arts' business systems, sales channels, products and services are continually evolving and transforming to enable us to stay ahead and respond to the environment we work in. Technology drivers, social drivers and the business landscape we operate in all play a critical role in these transformations. The post of IT and Systems Manager ensures that our technology, IT infrastructure and systems align to our corporate goals. This is a role that cuts across all aspects of our business - people, services, infrastructure - and how we make best use of technology to give us the information and business systems and processes we need for success.

You will be from an IT and systems-based background with a strong understanding of back of house IT services (databases, servers, etc). You will have a demonstrable understanding of the management of information systems and their role in organisational effectiveness. You will be responsible for developing, managing, maintaining and supporting all IT infrastructure, business systems and processes. You will have system administration experience, process improvement and project management skills to assist us on our journey to continuously modernise systems and processes.

You will be demonstrably IT competent, willing to learn about our business and how IT can support business transformation. You will have a proven awareness of IT strategy and an understanding of the capabilities and constraints of technology. You will lead the design and development of support systems and procedures for data management and analysis, knowledge management, network management and training and development. You will support the Director of Finance and Commercial in ensuring the effective use of IT hardware and software across the organisation and development of a long term IT strategy.

You will assist with the co-ordination of business continuity planning across the company identifying and managing risks whether from internal system failures or external emergencies and ensuring we have plans in place for recovery.

You will have excellent communication and listening skills with the ability to operate at multiple levels internally and externally and build positive relationships. You will be able to initiate and lead transformational change and be an effective multi-tasker and problem solver.

You will work closely with our outsourced IT provider, managing the relationship and providing an interface to ensure effective support across the organisation.

ORGANISATIONAL RELATIONSHIPS

The IT and Systems Manager reports directly to the Director of Finance and Commercial with no direct line management responsibility.

BASE

You will be based at our Lemon Tree venue, however there is a requirement to work, and maintain a regular presence, across all Aberdeen Performing Arts venues

JOB PURPOSE

Leading the IT development of infrastructure, systems and applications across the company, ensuring our people, processes and technology align to corporate goals. Developing, managing and maintaining all information and business systems and processes, co-ordinating business continuity planning across the company. Project managing any IT infrastructure or system upgrades, providing technical expertise.

DUTIES AND RESPONSIBILITIES

IT and Business Systems Policy and Processes

• Leading information and business systems policy and strategy planning and development
• Ensuring that information and business systems-related policies, processes and reporting procedures are developed, maintained and adhered to and providing users with support and advice
• Ensuring the operational integrity of our business and information systems and data within our key system which include Office365, Intranet (Sharepoint), Ticketing and CRM (Spektrix) Diary & Venue Management (Artifax), ERP and Payroll (Sage), HR (People HR), EPOS (Point One)
• Researching, advising on and specifying requirements for new, upgraded and additional information system resources - hardware, software and data related
• Network troubleshooting, configuration and diagnostic maintenance
• Repairs and routine maintenance of all IT systems and equipment in a timely manner and ensure it is maintained in first class condition
• Evaluating user needs and system functionality, determining systems, service and resource access rights and ensuring that IT facilities meet these needs
• IT asset management
• Software license management and compliance
• Supporting ad hoc IT requirements resulting from our programme or festival activities (such as mobilising additional spaces).
  Compliance

• Ensuring compliance with the latest Payment Card Industry Data Security Standards (PCI DSS) to handle cardholder data in a secure environment
• Ensuring compliance with all current data protection legislation, including the Data Protection Act (1998), Freedom of Information Act (2000) and the EU General Data Protection Regulation (2016)
• Ensure strict confidentiality of data is kept at all times in line with the duties of the role

• Ensuring information security principles are at the heart of information and business systems policy, strategy planning and development

Business Continuity Planning

• Assisting the Leadership Team to co-ordinate business continuity planning across the company identifying and managing risks whether from internal system failures or external emergencies
• Ensuring all departments, services and functions have back up plans in place for recovery
• Monitoring backups and liaising with service providers to ensure periodic test restores are successful
• Day to day management and troubleshooting in partnership with network providers.
• Liaising with information security service providers to ensure systems are protected from unauthorised access, viruses or malware
• Scheduling upgrades and security backups of hardware and software systems

Project and Performance Management

• Assisting the Director of Finance and Commercial to identify, develop and implement performance management policies, systems, procedures and standards across the organisation to ensure the highest standards of performance and alignment with our vision and values
• Effective management of IT project workstreams across the organisation ensuring adequate planning, communication and coordination across departments
• Ensuring the effective management and implementation of our risk management strategy.

Liaising with External Advisors and Service Providers

• Contract and relationship management with our outsourced IT provider ensuring an effective use of our outsourced resource
• Planning, procuring, installing and deploying new resources, services and projects
• Investigating and evaluating new and emerging technologies to support the business

General

• Contributing to an enthusiastic, positive work climate within the company, modelling behaviour as a champion of the company's mission, vision and values and contributing to organisational development
• Identifying new developments, trends, practices and benchmarking opportunities to contribute to the effectiveness and efficiency of information and business systems and services
• Identifying and co-ordinating training requirements to support business processes.
• Assisting in the preparation of reports, service planning and performance reviews.
• Following guidelines, procedures and policies provided by the company in relation to financial management and personnel records
• Budget management, monitoring and review within agreed delegated financial parameters
• Liaising with Aberdeen Performing Arts managers to ensure the smooth running of the company
• Attending company meetings, management team meetings and all internal and external meetings as required
• Attendance at Aberdeen Performing Arts concerts and events as required
• Complying with equality, diversity and inclusion policy and practice, health and safety practices and principles, and standards relating to quality management and customer care
• Undertaking other appropriate duties as required commensurate with the level and role of the job

PERSON SPECIFICATION: IT and Systems Manager

Experience

Essential:

• A proven track record of supporting information and business systems
• Digital roadmap experience
• Expertise and experience of planning, co-ordinating, implementing, monitoring and evaluating projects and interdependencies
• End to end delivery experience
• Experience of developing and implementing business continuity plans
• Experience of sourcing and implementing employee training and development
• Experience of budget control
• Experience of infrastructure management
• Experience of infrastructure delivery projects

  Desirable:

• Experience of working in the arts and cultural sector
• Experience in an IT Manager role
• Managing third party suppliers and external IT Support service providers

Skills

• Ability to think strategically and analytically, contributing to strategic and operational planning
• Methodical approach to managing multiple projects
• Excellent organisational and admin skills
• Proven ability to remain calm under pressure.
• Ability to work on own initiative and as part of a team, and willingness to 'pitch in' as required
• Ability to treat colleagues, clients, customers and stakeholders with respect, dignity and fairness.
• Excellent verbal and written communication skills
• Proven listening and influencing skills
• Ability to initiate and lead change

Knowledge

• Knowledge and understanding of complex digital environments
• Knowledge of programme governance and compliance
• Awareness of new developments, trends and practices

Education and Qualifications

Essential:

• Relevant degree or equivalent work experience
• Evidence of continuing professional and personal development
  Desirable:
• Relevant professional qualification/certifications e.g. PMP/Prince2, ITIL, COMPTIA +A, CCNA, MTA/MCSE, CDP, CISM/CISSP

Values and behaviours

• Excellent relationship building capabilities
• Self-starter, able to work independently.
• Enquiring mind
• Problem solver
  Our mission is Creating A Spark. You are expected to share APA's values:
• CurioSity: be adventurous, entrepreneurial, open to ideas, find new ways of working
• OPtimism: stay positive, no blame culture, be ambitious, aim high
• LoyAlty: respect your colleagues, be there for colleagues, go the extra mile, be a good ambassador
• Resilience: never give up, always working harder and smarter, be flexible, learn from mistakes
• TeamworK: work together, one team, one vision

WHAT WE OFFER - terms and conditions

Salary £35,000 to £40,000 per annum. Working 5 days from 7 with some evening and weekend work required to support the operation. Holiday entitlement is 32 days (inclusive of public holidays), rising to 37 days with length of service. Various staff benefits including above statutory employer's pension contributions, life insurance, staff offers/discount on tickets/café/restaurants and Friends membership, discounted sports/gym memberships, local shopping discounts and employee assistance programme.