Production Assistant (Maternity Cover 12 months FTC)

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Job Ref.: 
ProductionAsst2018
Sector: 
Other
Job Location: 
Waterloo
Recruiting For: 
a full time job position
Job Duration: 
12 months
Exact Salary: 
£22,000 - £24,000 per annum
Number of vacancies: 
1
Job starts now: 
Yes
I would like to receive applications from: 
Lambeth and Southwark
Job Description: 

The team

The Production team includes the Producer, General Manager and their Executive Assistant, the Production Manager, Deputy Production Manager, Production Coordinators and Production Assistants, the office of the Artistic Director and his Assistant and our Technical team, including the Head of Stage, Head of Electrics, Head of Wardrobe, Deputy Heads of Stage, Deputy Head of Electrics, Deputy Head of Sound, and Deputy Head of Wardrobe.

Purpose of job

To provide exceptional administration support to the Production team.

Areas of Responsibility
 

Administration

  • Arranging appointments and meetings internally and externally for the team, including booking meeting space as needed.
  • Servicing meetings or make arrangements for meetings to be serviced as required.
  • Organising travel, produce itineraries, book tickets, and arrange accommodation and per diems for the Production team as required.
  • Typing letters, reports, notes and memoranda from dictation and written drafts.
  • Maintaining and managing the team’s filing and archiving system.
  • Managing the day-to-day running of the Production office space, in particular resource management and hot-desk requirements, ensuring that it is always safe, clean and presentable, order stationary and other equipment as necessary.
  • Liaising with The Theatre’s Operations office on any IT and telephone requirements or issues.
  • Ensuring all new starter paperwork is completed and returned to HR, including right to work checks.
  • Being familiar with and keeping abreast of changes to relevant union agreements including, British and American Equity, BECTU and MU and the Society of London Theatres (SOLT), making sure that the Production team and the Head of HR are kept up to date with all and any changes and new rates, policies and regulations.
  • Being familiar with and keeping abreast of pensions policy and changes.
     

Finance and Payroll

  • Supporting the General Manager, Production Manager, Company Manager and Head of HR on the efficient and accurate administration of the payroll for technical staff, cast and stage management.
  • Coding and match monthly credit card receipts and statements and submit them to Finance.

Budgets and Accounts

  • Overseeing and maintaining the running budget each week.
  • Ensuring that freelance staff invoices are processed smoothly, keeping the General Manager and agents regularly informed of any delays or issues.
  • Monitoring and arranging sign off of weekly petty cash returns from the Company Manager.

Contracts

  • Preparing contracts and new joiner paperwork for all actors, stage management and production staff as required. 
  • Managing storage and filing of all written agreements in a secure, accurate and logical fashion and ensure only the relevant staff have access to such agreements as needed.​

Production

  • Keeping the cast and creative team contact list up to date.
  • Preparing and distributing show contact sheets and photo sheets.
  • Organising travel, produce itineraries, book tickets, and arrange accommodation and per diems for artists as required.
  • Tidying the Company Manager’s office after each production ends and ensure it is welcoming and presentable for the following production.
  • Archiving show bibles returned after each production ends.
  • Assisting with the pastoral care of actors, production staff and The Theatre Company staff including managing the Green Room, ensuring that it is always stocked, safe, clean and presentable.
  • Along with the Production Coordinators, booking audition and rehearsal spaces (internal or external) as needed.
  • Attending rehearsals and performances as required.
  • Setting up and run the house seat book for all productions in consultation with the Box Office.
  • Sending welcome packs and scripts to cast and creative team members as required.
  • Arranging Press Night gifts for company members.

General

  • Contributing proactively to Production team activities.
  • Representing the Production team at monthly Health and Safety meetings.
  • Carrying out any other duties as reasonably requested by the General Manager and Creative Producer.
  • Providing cover for the Assistant to the General Manager and Creative Producer as needed.
  • Complying with The Theatre’s Equal Opportunities, Sustainability, Child Protection and Safeguarding, Health & Safety and all Staff Handbook policies at all times.
     

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 and Experience required: 

Our working culture at The Theatre is open, proactive and agile. As an organisation we prize creativity and the bravery to be led by that. We all bring passion and an entrepreneurial spirit to our roles. We work hard and take a can do approach, and we have as much fun as we possibly can in the process.

This role provides an excellent opportunity to be a part of a dedicated and hard-working team, delivering a range of productions in one of the world’s most vibrant and illustrious theatres. We are looking for someone who couples brilliant organisational skills with a love of theatre and will be an adaptable and personable team player.

The successful candidate may come from a similar role, or they may be looking for an entry into the arts and possess both an enthusiasm for theatre and good administration skills. They will be a strong communicator, flexible and adaptable, calm under pressure, enjoy being busy, be comfortable working in a non-conventional yet exciting environment and have a good sense of humour.  They will also have excellent attention to detail and strong time management skills, be numerate and confident with all Microsoft packages (Word in particular, and preferably Outlook), be able to deal with confidential information and be comfortable adapting to changing priorities.

The Theatre is a truly inspiring place to work. This is a fantastic opportunity for the right person to join a landmark institution at an exciting time in its history and be part of its future.

 

The Theatre welcomes applicants from diverse backgrounds to apply.

 

To Apply:

Please forward your CV to info@employ-se1.co.uk in the first instance and request an Application and Equal Opportunities Survey Form.

The closing date for completed applications for this position will be 5pm on Friday 2nd February 2018.

 

 

To apply for this job please email us a cover letter and your most up-to-date CV.

Side 8

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