Operations Administration Assistant

7 days ago

London, Greater London, United Kingdom The Old Vic Full time

Department/Team:
Theatre Operations

Responsible to:
Operations Administration Manager

Contract:
Fixed Term Contract (6 months)

Location:
Mix of home working and from The Old Vic, 103 The Cut, London, SE1 8NB

Hours:
Usual working hours are Monday-Friday, 10am-6pm with some occasional out of hours work (e.g., evenings and weekends)


The Old Vic offers the ability to work these flexibly under the guidelines in our New Ways of Working policy.

Additional hours may be necessary in order to fulfil the requirements of the post

Salary:
£25,750 per annum

Direct reports**:
None

Benefits:

  • Hybrid working and a company culture that promotes good work/life balance
  • Access to mental health support
  • Commitment to learning, education and development
  • Complimentary tickets for you and a guest to Old Vic preview productions
  • Enhanced annual leave, starting at 25 days per year, increasing by one day per year up to 30 days (plus bank holidays)
  • Festive day discretionary additional day off around Christmas to spend with loved ones
  • Time to volunteer one day per year to support a charity or project of your choosing
  • Cycle 2 work scheme
  • Enhanced maternity/paternity/shared parental pay Staff social events

Role Summary


The Operations Administration Assistant will be responsible for providing first class administration and support to the Theatre Management team, and specifically the Operations Administration Manager.


Your Team


The Theatre Operations team is responsible for all non-production related aspects of the Theatre - including Front of House, Box Office and Bar & Catering operations; Facilities, Health and Safety, IT and Telecoms, Access and Sustainability.

The team includes the Director of Theatre Management & Customer Experience, Director of Operations & External Relationships, Front of House Manager, Bar & Catering Manager, Operations Administration Manager, Operations Administration Coordinator,Payroll Coordinator, Operations Administration Assistant, Facilities Manager, Assistant Facilities Manager, Stage Door Manager, Stage Door Keepers, FOH Duty Managers, Duty Bar Managers, Chef de Partie, FOH Supervisors, Ushers and Bar Staff.

The post holder reports to the Operations Administration Manager. By the nature of the post, they will work with all departments of The Old Vic Group.

Areas of responsibility

Theatre Operations Support

  • Acting as the main point of contact for room bookings in Skedda (The Old Vic's useofspace calendar) and ensuring that it is uptodate and accurate at all times.
  • Coordinating the booking of meeting rooms at Mercury House.
  • Minuting meetings as required, including the monthly Customer Experience meetings.
  • Leading on the set up of staff training sessions.
  • Liaising with all departments regarding their setup needs for meetings and setting up equipment as required.
  • Overseeing and updating the inventory of the Theatre Operations offsite storage facility, and visiting the store as required.

Feedback & Enquiries

  • Managing the Feedback and Enquiries inboxes; responding to complaints and information requests sent into the theatre from the public.

General Administration

  • Processing invoices and generating purchase orders via The Old Vic's accounting system (Business Central) as requested by the Theatre Management team.
  • Under the guidance of the Operations Administration Manager, coordinating the offsite archive storage and keeping an accurate record of all archived material, including the destruction of material in line with GDPR.
  • Assisting the Operations Administration Manager with the overseeing the maintenance and upkeep The Old Vic's suite of printers.
  • Managing the department's ingoing and outgoing mail, including assisting other departments with postage as necessary and courier bookings as necessary.
  • Any other administration support as required by the Theatre Operations team.

Health & Safety and Security**- Auditing and topping up the First Aid Boxes across the building as required.

  • Ensuring that all First Aider signage across the Theatre and Mercury House is updated as necessary and clearly displayed.
  • Producing Staff Access Passes for all new starters, as required.

Environmental Sustainability

  • Attending and providing administrative support for Sustainability Working Group meetings, including taking and distributing minutes

Access

  • Assisting the Front of House Manager with the provision of Access performances when necessary (including producing braille and large print programmes as required).
  • Any other Access administration as required.

Stage Door

  • Providing cover for Stage Door if/when necessary.

General

  • Promoting and complying with current legislation and The Old Vic policies on Diversity, Environmental Sustainability, and Health & Safety both in the delivery of services and the treatment of others.
  • Undertaking any other reasonable duties, comme

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