Operations Administrator

3 weeks ago

London, United Kingdom Shaftesbury Theatre Full time

**Purpose**

To manage the day to day needs of the general office and support functions of the Shaftesbury Theatre ensuring that all departments can function appropriately with the relevant level of administrative support. The postholder provides direct administrative support to the Operations Director and occasionally the Chief Executive. They report to the Operations Director on all matters. Their line manager is the Operations Director.

**Duties**
- To provide an efficient and welcoming administrative service to the public, artists, producers and managements visiting and working at the Theatre.
- To be the first point for all enquiries of an administrative nature.
- To provide informed and accurate information to the public, in person, on the phone, by letter or electronic communication.
- To work in close liaison with the senior management team in managing and delivering an effective and efficient level of administration.
- To manage all office equipment for the efficient operation of the administration functions. Ensuring adherence to operational procedures, effective routine maintenance, cleaning and implementation of any agreed programme of replacement.
- To provide administrative support to the Senior Managers.
- To manage all mail, both incoming and outgoing, efficiently to ensure that all correspondence is dealt with appropriately, speedily, and accurately with attention paid to the highest standards of presentation.
- To work in close liaison with the Senior Management and HOD’s on the administration of the company’s HR, including but not limited to recruitment, contracts and appraisals.
- To assist the Operations Director in the ongoing review of the Company’s HR policy and procedures.
- To maintain the Health and Safety Management Software system, including risk assessment review and updating compliance documentation, in collaboration with the Operations Director.
- To manage the Company’s diary management software system to ensure entries are consistent and correctly formatted.
- To lead the Company’s programme of access performances, in conjunction with the House Management team, co-ordinating with both producers and service providers to ensure the highest standard of provision.
- To work on any special project as identified by the Senior Management Team.
- To represent the Company as required at activities and functions.
- To support Theatre of Comedy Company’s communication objectives by sharing information with colleagues as appropriate whilst respecting confidentiality so that you and your colleagues have all the information you need to perform your duties effectively.
- To comply with the Company’s Electronic Communications and Data Protection policies.
- To comply with Theatre of Comedy Company’s Equal Opportunities and Health and Safety Policies at all times.

**Person Specification**

**Essential**
- Educated to degree level or equivalent experience
- Numerically literate
- Excellent spoken and written English
- The ability to work to tight deadlines
- A flexible attitude to working patterns
- The ability to communicate effectively at all levels
- The ability to handle and maintain confidential information
- Computer literate (use of Microsoft Office)
- A passion for Theatre
- Good personal presentation and customer focused skills
- The ability to prioritise multiple different tasks and remain self-motivated
- An interest in the Theatre’s aims in accessibility and diversity in all its practices
- The ability to take the initiative
- To be a team player

**Desirable**
- Previous HR experience
- Ability to understand and manage contractual documents
- Knowledge and experience of Health and Safety practices
- Event Management Software experience
- Knowledge and understanding of IT systems and infrastructure
- An HR or H+S qualification from CIPD or IOSH
- An interest in the London Theatre industry and its history
- An interest in Television and Radio production

**Salary**: £28,000.00-£32,000.00 per year

**Benefits**:

- Cycle to work scheme
- Sick pay

Schedule:

- Monday to Friday

**Experience**:

- Administrative: 2 years (required)

Work Location: In person

Application deadline: 29/08/2023
Reference ID: OA 2023

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