Job profile

Job title / Operations Administrator, Purfleet
Contract / Permanent, full-time
Band / F
Salary / £20,149 - £24,000 pro-rata
Location / Purfleet
Responsible to / The General Manager, The Backstage Centre
Direct reports / Apprentice
Works with / Technical team, Finance and Communications
Probationary Period / 3 months
Notice Period / 1 month
Date / July 2015

Creative & Cultural Skills

Creative & Cultural Skills supports the skills and training needs of the UK’s creative and cultural industries. We deliver through our Skills Academy, a growing network of employers and training providers who are committed to the provision of high quality, industry-relevant creative education and training, apprenticeships and careers advice. We are licenced as a Sector Skills Council by the UK Commission for Employment and Skills. For further information, please visit www.ccskills.org.uk

The Backstage Centre

The Backstage Centre is a technical and training facility located at High House Production Park in Purfleet, Essex. The building includes a large central space (875m² with a 17m ceiling), along with training areas including a CAD studio, lighting and audio-visual studios, generic training spaces, a recording studio and band rehearsal room. The building can support industry events, demonstrations, equipment testing and rehearsal hires. Central to the purpose of the building is the provision of training opportunities for young people, apprentices and professionals. For further information, please visit www.thebackstagecentre.com

Role overview

This role will provide the main point of contact between hirers and users of The Backstage Centre and internal staff and systems. It will ensure excellent customer service by providing sound administrative support from first enquiries to invoicing and support wider events administration.

Key responsibilities

·  Support services to users of The Backstage Centre through sound administration practices

·  Support the day-to-day operation and promotion and marketing of The Backstage Centre

·  Front of House and reception duties

·  Supervise the apprentice and casual staff as required

Support services to users of The Backstage Centre through sound administration practices

·  Manage the administrative processes to support hirers and users of The Backstage Centre including confirming supporting hire estimates, booking arrangements, invoicing and follow-through systems with internal staff

·  Processing booking confirmations, purchase orders, invoice/credit requests, ensuring they are correctly coded and issued in line with company procedures to ensure the best possible customer service

·  Maintain files and archive documents as appropriate

·  Prepare and collate general correspondence, internal reports and budgets, contracts, monitoring data etc.

Support the day-to-day operation and promotion and marketing of The Backstage Centre

·  Be the first point-of-contact for external enquiries by telephone and email and ensure that callers are either dealt with at that first point of contact or directed to the appropriate member of staff

·  Diary management of the events and activities taking place within The Backstage Centre including the updating of key internal and external personnel

·  Ensure the appropriate rooms, catering, and other arrangements are in place for meetings, events and activities

·  Attend events as required and contribute to promotion and marketing for The Backstage Centre and High House Production Park i.e. using Facebook, Twitter and Websites or any other appropriate media

·  Support links and engagement with the wider High House Production Park organisations to ensure commitments to wider Park activities are honoured


Front of House and reception duties

·  Coordinate reception area and establish processes and standards for staff and visitors

·  Act as Front of House, reception and events for the Backstage Centre as required

Supervise the apprentice and casual staff as required

·  Supervise the apprentice day-to-day, setting tasks on a daily and weekly basis to support the administration and customer service at The Backstage Centre

·  Ensure that the apprentice adheres to all requirements of their apprenticeship and is able to take on appropriate tasks to fulfill the requirements expected by Training Provider

·  Have weekly 1:1 meetings with the apprentice in line with wider company practice to set tasks and monitor the apprentice’s progress

·  Oversee the rota for staffing reception area and hiring casuals for out-of-hours activities or additional event support activities

·  Supervise casual staff to deliver reception or event support or brief them and produce instruction for out of hours events support work

·  Support other learners in the organisation e.g. through supporting work experience, liaison with South Essex College students and the Tec Youth Group.

Other Requirements:

·  Participate in wider company activities including staff meetings, working groups and events as required.

·  Occasional travel

·  Willingness to work out-of-hours by agreement

This job profile provides a general description and is not intended to be comprehensive. It may be altered from time to time as required for business reasons, to meet the changing needs of The Backstage Centre.

Person profile

Job Title: Operations Administrator, The Backstage Centre, Purfleet

Essential / Desirable
Experience / Experience of providing administrative support
Experience of engaging with finance systems: POs and invoices
Reception duties
Experience working in a busy office environment
Experience of organising meetings, booking travel, accommodation and catering
Experience or providing excellent customer service / Knowledge of technical theatre, music and/or film industry
Experience of the organisation and co-ordination of events
Experience in a client-facing role
Attainments
/ Educated to ‘A’ level or equivalent
Highly proficient in MS Office: Outlook, Word, PowerPoint & Excel
Good written and spoken English.
Good keyboard skills
GCSE (A-C) in Maths and English / Business or Events Management qualification
Training or qualification in project management
Special Aptitudes
/ Excellent interpersonal and communication skills
Good time management and organisational skills
Ability to be discreet and deal with confidential information
Attention to detail and accuracy
Ability to work to a brief and follow instructions
Disposition
/ Commitment to excellent customer services skills
Enthusiastic, proactive and confident
Approachable & helpful
Committed to meeting deadlines
Able to liaise diplomatically with colleagues and external contacts
Calm under pressure
Problem solver
Thinking Style / Organised, resourceful, assertive,
Calm and logical
Ability to prioritise tasks
Circumstances / Thurrock based and easily able to get to the Backstage Centre
Ability to work extended hours and weekends
Commitment to appropriate and effective training / Full driving licence

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