Summary
More Details
Department/Team: Theatre Operations
Responsible to: Operations Administration Manager
Contract: Fixed Term – 11 months
Location: Mix of home working and from The Old Vic, 103 The Cut, London, SE1 8NB
Hours: 40 hours per week.
Usual working hours are Monday–Friday, 10am–6pm with some occasional out of hours work (e.g. evenings and weekends)
Salary: £28,808
Areas of responsibility
Financial Support
• Providing support to the Operations Team with processing invoices into Business Central (The Old Vic’s accounting and financial reconciliation system) for authorisation and payment. This will involve support for The Old Vic Theatre Trust and the Old Vic Services Company.
• Taking responsibility for the Theatre Operations credit card; including processing payments and monthly reconciliation as required.
Health, Safety & Security
• Supporting the Health, Safety and Compliance Manager with the day-to-day management of health, safety and compliance across The Old Vic.
• Supporting the Operations Administration Manager with organising H&S training across the organisation – either directly or via those department heads responsible for key areas.
• Disseminating H&S information, including policies and procedures, to the employees of The Old Vic.
• Carrying out regular audits of specialist emergency equipment (first aid kits, burn kits, defib etc.) across the building, topping up supplies as required. Ensuring that accurate records of these checks are kept and maintained via Blue Lemon.
• Printing Staff Access Passes as necessary
• Administrating all keys to the theatre, and updating the Key Safe Log.
• Supporting the Operations Administration Manager with the management of the Fire Evacuation sign-in system at Stage Door (InVentry) as required.
IT
• Supporting the Operations Administration Manager in the management of IT and telecoms support contracts, including but not limited to:
– Ramsac (IT)
– Panatec/Blizzard (landlines/Horizon cloud phone system)
– Communications Plus (mobile phones)
– Managed Technology (printers and photocopiers)
• Assisting the Operations Administration Manager with managing support providers’ onsite engineers on a day-to-day basis, including reviewing their tasks list and helping to prioritise as necessary.
• Assisting the Operations Administration Manager with overseeing the maintenance and upkeep The Old Vic’s suite of printers.
• Helping to troubleshoot IT issues across the organisation.
• Supporting the Operations Administration Manager with equipment needs of new starters and processing equipment returns from leavers.
Building Space Management
• Acting as the main point of contact for the building diary within Outlook, and ensuring that it is up-to-date and accurate at all times.
• Attending and minuting as required the monthly Scheduling Meetings to ensure all teams are aware of the use of space across the Building.
• Sending a Weekly Operational Update email to the SMG team; outlining any key space bookings across the building for the coming week.
• Preparing spaces for meetings and/or training sessions as required with the support of the Building Facilities team.
Customer Service
• Managing the enquiries@ inbox (alongside the Front of House Coordinator) and referring to various teams as needed.
Storage
• Under the guidance of the Operations Administration Manager, coordinating the off-site archive storage and keeping an accurate record of all archived material, including the destruction of material in line with GDPR requirements.
Office Support & Administration
• Managing the department’s ingoing and outgoing mail, including assisting other departments with postage as necessary.
• Ordering stationery, office furniture and equipment as required.
• Managing The Old Vic’s Uber account and the Addison Lee account (adding and removing staff members, processing invoices, etc).
• Any other administration support as required by the Theatre Operations team.
Stage Door
• Providing emergency cover on Stage Door as required.
General
• Promoting and complying with current legislation and The Old Vic policies on Diversity, Sustainability, and Health & Safety both in the delivery of services and the treatment of others.
• Undertaking any other reasonable duties, commensurate with the level of the post so as to ensure the smooth running of The Old Vic.
This is not an exhaustive list of duties and the Theatre’s management may, at any time, allocate other tasks which are of a similar nature or level.
PERSON SPECIFICATION
The post holder must be able to demonstrate the following:
Essential
• Aspirations of a career in Arts Management. An active interest in progressing a career in Arts Management
• Excellent organisation skills as well as written and verbal communication skills.
• Acute attention to detail.
• A proven ability to provide a high level of customer service and prioritise tasks in an environment with competing demands.
• A team player and relationship builder, with ability to influence at different levels.
• Able to manage expectations and work to tight timelines.
• A problem-solver with a people-centric approach.
• IT literacy, with good experience of the Microsoft Office suite and Excel in particular. (Training will be given on software programmes as required.)
Organisation
