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Office Coordinator

Date Added
29 July 2022
Playful Productions
Job Specification
The Office Manager manages the day-to-day running of a busy theatre production office and 
provides a high level of administrative support to the Directors, Senior Management team and 
Head of Finance and Administration. 
• Source and create content and keep social media channels constantly updated 
• Maintain the company website 
• Manage the provision of all IT facilities 
• Lead on the regular review and renewal of contracts with IT providers 
• Provide troubleshooting for IT issues 
• Provide senior liaison with external IT support 
• Manage the company intranet and production personnel access to shared documentation 
• Manage the recruitment and interview process for all Playful appointments and support 
recruitment for our productions in line with Playful’s E D & I objectives 
• Keep company employment policies regularly updated 
• Manage access to the staff intranet and keep its contents regularly reviewed 
• Co-ordinate and log staff training 
• Manage the smooth running of all office systems 
• Be the first point of contact for the landlord and contractors 
• Oversee equipment and supplier upgrades and contract renewals 
• Maintain the database of regular office suppliers and associated costs 
• Arrange maintenance or replacement of office equipment as appropriate 
• Maintain desk/meeting room booking systems 
Health and Safety 
• Be a named person on the company’s health and safety policy 
• Be aware of, implement and adhere to office Health and Safety policies including the management 
of all covid protocols and precautions 
• Be the main point of contact for all health and safety issues and carry out staff inductions 
• Act as Fire Marshall and First Aider and ensure adequate office cover for these roles during any 
• Supervise the restocking of the Playful First Aid kit 
• Ensure that the office Fire Safety certificate and Health and Safety policies are renewed annually 
• Arrange staff training and ensure sufficient staffing levels for first aid and fire safety 
• Liaise with the landlords over health and safety matters 
• Manage day to day office expenditure in consultation with the Senior Management Team 
• Review regular supplier accounts in consultation with the Head of Finance and Administration 
• Check and code invoices relating to company expenditure, ensuring recharges from Playful 
accounts to individual show accounts 
• Maintain UKV&I requirements relating to Playful’s ‘Highly Trusted Sponsor’ and immigration 
• Ensure that the company’s insurance policies are current and appropriate in consultation with the 
Head of Finance and Administration and the Senior General Manager 
• Be an ambassador for Playful Productions by providing a welcoming atmosphere and hospitality for 
colleagues and visitors 
• Assist with answering the main office phone, take and forward accurate messages in a timely 
manner and monitor voicemail systems 
• Ensure that there is always cover for the telephones and reception during office hours and across 
• Act as main point of contact for the general public 
• Support the work of the company’s Data Protection Officer 
• Provide administrative and diary support to the Senior Management Team 
• Work collaboratively with the Executive Assistant to the Directors and the Production Intern 
• Provide general support to the production teams as required 
• Co-ordinate Playful company events 
• Provide meetings support and minuting as required 
• Supervise the provision of press cuttings as required 
• Maintain effective filing systems and other systems for the Playful Productions office 
• Supervise the archiving and storage of past show files as necessary and ensure the destruction of 
confidential material as scheduled 
Assist the production team as required and in particular 
• Assist with obtaining visas and work permits where necessary 
• Assist show teams in press night organisation 
• Attend running shows as required 
• Keep abreast of productions opening and general trends in the West End 
Covering and Deputising 
• Provide holiday and sickness cover for the Executive Assistant to the Directors, Production Intern, 
Finance Assistant and production staff as required 
Initially fixed term for six months. Thereafter, the contract will be extendable on a rolling basis. 
Subject to an initial three month probationary period 
Salary and Notice Period 
According to experience 
This is a new role and is expected to evolve. The job description may be amended from time to time in line 
with the demands of Playful Productions’ varied production portfolio 
Application Details
To apply: If you are interested in the role please send your CV with a covering letter to no later than 10am on Wednesday 10th August. 
Interviews will take place on the 16th and 17th August. 
We are committed to a workplace culture that embraces equality, diversity and inclusion across all departments. 
Please note all applicants must have the right to work in the UK.
Closing Date
10 August 2022
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32 Rose Street
Covent Garden

+44 (0)20 7557 6700

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"UK Theatre" is the operating name of UK Theatre Association, a company limited by guarantee registered in England and Wales, whose registered office is at 32 Rose Street, London, WC2E 9ET, Company No 323204.