Theatre Operations Manager Department/Team
Job Description Theatre Management Assistant Responsible to: Theatre Operations Manager Department/Team: Theatre Management Location: 103 The Cut, London, SE1 8NB Contract: Full time, permanent Hours: Monday – Friday 10am – 6pm Salary: £21,000-£23,000 per annum
The Old Vic The Old Vic has been a landmark theatre in London and the home of great productions for nearly 200 years. Under the artistic leadership of Kevin Spacey we continue to attract the best creative talent. To us great theatre is about great plays, great performances and great nights out from the moment our audience steps through the doors. Our dynamic programme of social enterprise Old Vic New Voices is as important to us as what goes on stage. We support young actors, directors, writers and producers to learn their craft; we invest in ground-breaking programmes in schools to raise aspiration among young people; and we use theatre skills to work with charities and local organisations to enable the more disadvantaged in the community to participate in what we do. The Team The Theatre Management team is responsible for all non-production related responsibilities including front of house and bar operations, facilities, health and safety, access and sustainability and HR. The team includes the COO, Head of Theatre Management, Theatre Operations Manager, Facilities Manager, HR Manager, Front of House and Bars Manager, Stage Door Manager, Assistant Facilities Manager, Executive Assistant to the COO, Theatre Operations Coordinator, Theatre Administrator, Stage Door Keeper and three Duty Managers. Purpose of Job The Theatre Management Assistant will be responsible for providing first class administration and support to each area within the Theatre Management team. 1
Areas of Responsibility Theatre Operations Support Coordinating the staff rota and contacting staff by email and phone as necessary Ensuring security is maintained and that all staff and contractors have appropriate identification Photocopying/collating front of house staff briefing sheets and training packs as required Coordinating Pit Bar table reservations as required Providing Stage Door cover as and when necessary General assistance as necessary Support for the COO Assisting the Executive Assistant to the COO with complex and time critical diary management. This includes liaising with external stakeholders, including high profile individuals, to make arrangements and book transport as relevant Using Artifax, the company’s space management system, to book internal spaces as appropriate Arranging relevant set up and refreshments, and greeting guests for all of the COO’s meetings Arranging tickets as required by the COO and Theatre Management department, including overseeing the COO’s Press Night list and organising Previews tickets Carrying out relevant research as required for the COO Typing, proofreading and formatting relevant documentation for the COO, including internal emails Printing board papers and other relevant documentation and correspondence Administration First port of call for all Old Vic public enquiries and charity donation requests Managing the department’s mail, including maintaining the franking machine and supplies and keeping the post area safe and tidy Coordinating house seats for the Production team Assisting the Production team with Press Night preparations Purchasing office consumables for the Theatre Management department Assisting the Theatre Administrator with managing waste and storage contracts for the theatre Other administration support as required by the Theatre Management team HR Administration Maintaining HR paperwork and records, taking responsibility for accurate and timely updates With support from the HR Manager, producing regular HR metrics in line with the departments’ KPI’s Drafting various HR documents including contracts and letters Under supervision from the HR Manager, managing all administration for interviews from advertising roles through to drafting contracts Managing all work experience and intern visits, coordinating with internal and external stakeholders 2
Managing the Personnel inbox on a daily basis responding to enquiries and speculative applications Maintaining accurate and up to date HR records for all staff and contractors Maintaining accurate and up to date HR benchmarking data Managing all new joiner and leaver administration processes Assisting with pensions auto enrolment administration Assisting the HR Manager with all other HR administration as required Health, Safety and Environment Managing the following aspects of health, safety and environment administration: Ensuring all health and safety consumables, both backstage and front of house, are regularly checked and replenished Keeping accurate records of all accidents and incidents on behalf of the HSE committee Assisting with all other health and safety administration as required Liaising with internal and external stakeholders to book in regular meetings for the HSE committee and ensuring copies of the agenda and minutes are provided for all attending Assisting the Theatre Administrator with upholding the Sustainability policy and managing Sustainability initiatives where required Contributing ideas for how The Old Vic might improve the theatre’s Sustainability Access Assisting with producing braille and large print programmes Responding to enquiries to the Access inbox Assisting with all other Access administration as required Hires Assisting the Theatre Operations Coordinator on hires of the theatre where required including: Drafting Hires contracts Financial administration including creating invoices and raising purchase orders 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.
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Person Specification The post holder must be able to demonstrate the following: Essential ‘Can-do’ attitude and a sense of humour Ability to prioritise, work well under pressure and adapt to new situations Excellent organisational skills Excellent interpersonal skills both face to face and over the telephone Excellent attention to detail Exceptional written communication skills Fully computer literate: word processing; spread sheets; database; internet and email Possess a confident manner A self starter Creative problem solver A good team player but able to work independently Ability and willingness to work outside of normal office hours when required
Desirable Proven experience in a similar role An interest in working in theatre or the Arts Experience of using database management systems e.g. Tessitura Experience of using space management systems e.g. Artifax Knowledge of and an interest in Access within the Arts
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The Old Vic The Old Vic has been a landmark theatre in London and the home of great productions for nearly 200 years. Under the artistic leadership of Kevin Spacey we continue to attract the best creative talent. To us great theatre is about great plays, great performances and great nights out from the moment our audience steps through the doors. Our dynamic programme of social enterprise Old Vic New Voices is as important to us as what goes on stage. We support young actors, directors, writers and producers to learn their craft; we invest in ground-breaking programmes in schools to raise aspiration among young people; and we use theatre skills to work with charities and local organisations to enable the more disadvantaged in the community to participate in what we do. The Team The Theatre Management team is responsible for all non-production related responsibilities including front of house and bar operations, facilities, health and safety, access and sustainability and HR. The team includes the COO, Head of Theatre Management, Theatre Operations Manager, Facilities Manager, HR Manager, Front of House and Bars Manager, Stage Door Manager, Assistant Facilities Manager, Executive Assistant to the COO, Theatre Operations Coordinator, Theatre Administrator, Stage Door Keeper and three Duty Managers. Purpose of Job The Theatre Management Assistant will be responsible for providing first class administration and support to each area within the Theatre Management team. 1
Areas of Responsibility Theatre Operations Support Coordinating the staff rota and contacting staff by email and phone as necessary Ensuring security is maintained and that all staff and contractors have appropriate identification Photocopying/collating front of house staff briefing sheets and training packs as required Coordinating Pit Bar table reservations as required Providing Stage Door cover as and when necessary General assistance as necessary Support for the COO Assisting the Executive Assistant to the COO with complex and time critical diary management. This includes liaising with external stakeholders, including high profile individuals, to make arrangements and book transport as relevant Using Artifax, the company’s space management system, to book internal spaces as appropriate Arranging relevant set up and refreshments, and greeting guests for all of the COO’s meetings Arranging tickets as required by the COO and Theatre Management department, including overseeing the COO’s Press Night list and organising Previews tickets Carrying out relevant research as required for the COO Typing, proofreading and formatting relevant documentation for the COO, including internal emails Printing board papers and other relevant documentation and correspondence Administration First port of call for all Old Vic public enquiries and charity donation requests Managing the department’s mail, including maintaining the franking machine and supplies and keeping the post area safe and tidy Coordinating house seats for the Production team Assisting the Production team with Press Night preparations Purchasing office consumables for the Theatre Management department Assisting the Theatre Administrator with managing waste and storage contracts for the theatre Other administration support as required by the Theatre Management team HR Administration Maintaining HR paperwork and records, taking responsibility for accurate and timely updates With support from the HR Manager, producing regular HR metrics in line with the departments’ KPI’s Drafting various HR documents including contracts and letters Under supervision from the HR Manager, managing all administration for interviews from advertising roles through to drafting contracts Managing all work experience and intern visits, coordinating with internal and external stakeholders 2
Managing the Personnel inbox on a daily basis responding to enquiries and speculative applications Maintaining accurate and up to date HR records for all staff and contractors Maintaining accurate and up to date HR benchmarking data Managing all new joiner and leaver administration processes Assisting with pensions auto enrolment administration Assisting the HR Manager with all other HR administration as required Health, Safety and Environment Managing the following aspects of health, safety and environment administration: Ensuring all health and safety consumables, both backstage and front of house, are regularly checked and replenished Keeping accurate records of all accidents and incidents on behalf of the HSE committee Assisting with all other health and safety administration as required Liaising with internal and external stakeholders to book in regular meetings for the HSE committee and ensuring copies of the agenda and minutes are provided for all attending Assisting the Theatre Administrator with upholding the Sustainability policy and managing Sustainability initiatives where required Contributing ideas for how The Old Vic might improve the theatre’s Sustainability Access Assisting with producing braille and large print programmes Responding to enquiries to the Access inbox Assisting with all other Access administration as required Hires Assisting the Theatre Operations Coordinator on hires of the theatre where required including: Drafting Hires contracts Financial administration including creating invoices and raising purchase orders 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.
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Person Specification The post holder must be able to demonstrate the following: Essential ‘Can-do’ attitude and a sense of humour Ability to prioritise, work well under pressure and adapt to new situations Excellent organisational skills Excellent interpersonal skills both face to face and over the telephone Excellent attention to detail Exceptional written communication skills Fully computer literate: word processing; spread sheets; database; internet and email Possess a confident manner A self starter Creative problem solver A good team player but able to work independently Ability and willingness to work outside of normal office hours when required
Desirable Proven experience in a similar role An interest in working in theatre or the Arts Experience of using database management systems e.g. Tessitura Experience of using space management systems e.g. Artifax Knowledge of and an interest in Access within the Arts
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