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Event Scheduling Administrator

3 months ago

London Greater, United Kingdom Active Training Team Limited Full time

Company Overview:

Active Training Team Ltd is a dynamic organization based in London, specializing in experiential and immersive training methodologies aimed at fostering behavioral transformation within individuals and organizations. Our approach integrates interactive experiences, film, drama, live action, and facilitated discussions.

Role Overview:

We are excited to present an opportunity for a Scheduling Administrator within our operations team:

ROLE OBJECTIVE:

The primary objective of this position is to ensure the seamless functioning of our immersive training center, specifically managing the freelancer team responsible for delivering the EPIC theatre-based training program and organizing shift schedules.

KEY DUTIES (including but not limited to):

  • Oversee the scheduling of cast and crew for the EPIC Centre.
  • Facilitate the onboarding process for new freelance personnel onto our resource management platform, ensuring clear communication of operational procedures.
  • Identify and address resource shortages across various projects while monitoring availability.
  • Generate essential project documentation, such as weekly schedules and call sheets.
  • Administer the freelancer cover system, ensuring precise tracking within the resource management software.
  • Coordinate costumes, equipment, and learning materials for training programs.
  • Monitor and arrange necessary training for the freelance team.
  • Provide support to the center team during event days, addressing and resolving real-time operational challenges.
  • Handle inquiries related to invoicing.
  • Track, authorize, and validate freelance shifts for compensation.

ADDITIONAL RESPONSIBILITIES:

  • Participate in the 'out of hours' rota, managing last-minute schedule changes (a few days per month).
  • Offer general assistance to the Operations Team on new initiatives as needed.
  • Occasionally assume the role of on-site manager at various locations.

WORK ENVIRONMENT:

This position is based at our head office in Southeast London, with occasional travel to other sites as necessary.

WORKING HOURS:

The standard working hours are Monday to Friday, comprising 8 hours per day, with flexible start and finish times based on daily assignments.

COMPENSATION:

The salary range for this role is £27,000 - £28,750 per annum, commensurate with experience.

BENEFITS:

We offer 25 days of annual leave, enhanced sick pay, and improved maternity and paternity leave.

IDEAL CANDIDATE:

WE ARE SEEKING INDIVIDUALS WHO POSSESS:

  • A degree-level qualification or equivalent relevant experience.
  • A minimum of 1 year’s experience in arts administration, production administration, stage management, technical theatre, video production, or live events.
  • An understanding of the complexities involved in managing a large group of freelancers.
  • Experience in handling intricate schedules within a live events context.
  • Strong IT skills, particularly in general administration.
  • Proficiency in English and Mathematics.

SUCCESSFUL CANDIDATES WILL DEMONSTRATE:

  • Proactive and efficient work habits.
  • Ability to work independently as well as collaboratively within a team.
  • Flexibility to adapt to a dynamic and often challenging workflow.
  • A desire to grow within a progressive company engaged in meaningful work in an exciting sector.