Administration Executive

2 weeks ago

Andover, United Kingdom Marston Events Full time

**Job Title **Administration Executive

**Reports To **Commercial Director

**Job purpose**
- Control bookings of photographers, seasonal staff and agency staff.
- Recruitment of event staff.
- Arrange transport, hotels, flights, ferries, etc.
- Post event claims checking.
- Training for event staff to include guides, processes and handbooks.
- Client administration both pre and post event.

**Duties and responsibilities**
- Ensure all events are fully staffed with correct number of seasonal staff, agency staff and photographers by agreed deadlines.
- Ensuring hotels are booked for all staff at events and transport arrangements made in correct timeframe.
- Recruiting and booking staff helpers for events.
- Ensure all bookings are made following budgets set by Procurement.
- Ensuring all event details are uploaded to the Contract Management Document by required dates to provide information to all staff.
- Obtain right to work documentation and carry out checks.
- Organising DBS checks where required.
- Ensuring new starter check sheets and health and safety information are collated.
- Sending briefings and training information to staff in advance of the event and ensuring our expectations have been understood.
- Liaising with relevant internal staff to create training aids for use by all staff attending events.
- Checking to ensure that working hours have been recorded correctly for all photographers, seasonal staff and agency staff after each day of an event so that the accounts team can proceed with payroll. Liaising with Event Managers to complete if this has not been done.
- Checking hours and expenses claimed and pre-approving claims for the Accounts department.
- Working towards building up banks of seasonal staff that can be called on to work at events nationwide.
- Other tasks related to the hiring of external staff.
- Assist with updating of staff handbooks, training guides and processes.
- Work within the client team to produce, update and complete documentation required for events by agreed timelines.

Document No: HR069 Page 1 of 2

Version No: 1.0
Date: 05/02/2024

**Qualifications and requirements**
- Strong administration skills
- Adequate knowledge of Microsoft and all its products.
- Good communication skills.
- Must be well organised.
- Excellent attention to detail.
- Must be able to work to strict timelines.

**Working conditions**
- This role is positioned in our Andover Office.
- Work at other offices within the Company group may be required at different times.

**Physical requirements**
- N/A

**Direct reports**

No direct reports

**Approved by**:
**Date approved**:
Document No: HR069 Page 2 of 2

Version No: 1.0
Date: 05/02/2024

**Job Type**: Part-time

**Salary**: £20,000.00 per year

Expected hours: 30 per week

Schedule:

- Monday to Friday

Work Location: In person

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