Production Admin Assistant

Found in: Jooble UK C2 - 2 weeks ago

Bath Somerset, United Kingdom ILOW Full time
Organisation: ILOW (Rock Oyster Festival)Job Title: Production & Operations Assistant (fixed term contract)Location: Hybrid

with office days in Bath (ILOW office) and onsite days in Cornwall

Hours: 16-24 hours per week

(equivalent to 2-3 days per week) with overtime for onsite work at events

Onsite Days: 19th July – 2nd August 2024Reporting to: Production Director

Rate of Pay: £130-160 per day DOE. (Onsite rate uplift will apply)

Start Date: Immediate

(with some flexibility to allow for existing commitments)

Term: Fixed term to August 2024 About Rock Oyster Festival:

Rock Oyster Festival is a 10,000 capacity food and music camping festival on the Cornish coast and one of the fastest growing festivals in the UK. With a festival programme that has featured the likes of Nile Rodgers & CHIC, Groove Armada, Sugababes, Bombay Bicycle Club, Sophie Ellis Bextor, The Human League, and chefs such as Rick Stein, Hugh Fearnley-Whittingstall, Andi Oliver and Matt Tebutt and more.

 About the Role:

This role will support the smooth running of all production and operations across Rock Oyster Festival. Working closely with other members of the festival management team, you will ensure the seamless coordination and delivery of various event components, contributing to the overall success of Rock Oyster Festival 2024.

Within the company, we promote a collaborative approach to working with other departments, partners, stakeholders, and suppliers. It is vital that you maintain strong and positive working relationships with them all, ensuring that they have all the information required to carry out their work on site.

The role will suit someone with an eye for detail, who is comfortable collating and processing large amounts of information in the form of schedules, requirements and requests from crew and contractors. You will need to be familiar with this pre-show information in order to translate it into the on-site delivery of Rock Oyster Festival in support of the Production and Ops Managers. Although largely admin based, this role also has significant practical and physical elements (especially on site), and you will have some responsibility for production equipment and stores. Relevant previous experience is required, as you will be required to hit the ground running in this role.

 Key Responsibilities
  • Creating and processing requirements forms and deal memos for crew, suppliers and contractors
  • Liaising with finance team and suppliers to ensure POs for any goods or services booked are processed efficiently
  • Adding relevant info into production schedules and other event documentation
  • Checking and maintaining records - filing insurance and H&S documentation for review
  • Collating catering and accreditation requirements, materials and equipment lists, schedules and order forms
  • Assisting with recruitment and logistical support for other festival management roles
  • Supporting with the scheduling and coordination of meetings
  • Managing the day-to-day running of the Production Office on site
  • Contributing to post-event debrief, evaluation and analysis of feedback to identify areas for improvement

This list is not exhaustive and may be added to

Essential Skills & Experience
  • Previous experience in the festival / event sector (particularly in production and operational support roles)
  • Strong organisational skills and attention to detail, with the ability to prioritise competing demands
  • Good time management skills
  • Strong IT skills; to include Eventree, Excel, Word, and Teams
  • Excellent communication and interpersonal skills, with the ability to collaborate effectively and maintain strong working relationships
Person Specification

The ideal candidate will be proactive, adaptable and solution focussed, with a willingness to help where needed, both in the office and across the events. The flexibility to work outside standard office hours will be required at times, along with a collaborative approach and ability to remain calm in a fast-paced working environment.

This role is a mixture of office based, and on-site work at Rock Oyster Festival, with desk work, and physically active work, involving moving and lifting, required in both settings.

Working Hours

Our core hours are 9:30am – 6pm and this role will be a hybrid of working from home, office days in Bath and onsite days in Cornwall. The preferred working days are Tuesday and Wednesday but there is some flexibility within reason. Onsite days will be 14 days in Cornwall from 19th July – 2nd August.

Company Values
  • We delight our customers – consistently provide the best possible experience for our attendees, traders and sponsors
  • We are brave – be courageous by default
  • We practice win-win – always strive for win-win so all stakeholders walk away happy
  • We are cost-conscious – keep an eye on costs and make smart decisions
  • We give back – every project should give something back to the community or charity
Other Information
  • ILOW operates under UK Employment Law, and we will require evidence of your right to work in the UK at interview stage.
  • ILOW is committed to increasing diversity within our workforce, promoting equality and openly challenges discrimination. We welcome and encourage job applications from people of all backgrounds.
  • ILOW are committed to promoting equality of opportunity for disabled staff. We aim to support disabled staff by making reasonable adjustments wherever possible to prevent any disadvantage.
Application Deadline – Open until filled

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