POST: Production Administrator.
DEPARTMENT: Operations, Technical, Programming.
REPORTING TO: Head of Production.
MAIN JOB FUNCTION
The Production Administrator is responsible for supporting the Operational Teams in the planning and management of Buxton Opera House high quality administrative and in-person support. This role requires a highly organised individual capable of working across different tasks as well as a flexible approach to successfully juggling a broad range of priorities.
JOB DESCRIPTION
MAIN DUTIES
1. Coordinate and administrate the operational departments to ensure that operations for Buxton Opera House and Pavilion Arts Centre run as efficiently as possible.
2. To administer and control the general enquires received via e-mail, phone and social media. To respond to as appropriate, or to liaise with the relevant department.
3. To coordinate and respond to all Stage Door queries and to assist to produce their rota, and to liaise with the Front of House Manager and Duty Managers when applicable.
4. Meet, greet and provide a point of contact with Visiting Companies where appropriate and generally ensuring all companies feel welcome in our building during their stay with us. This will also include covering stage door at times.
5. Attend, minute and circulate notes from meetings, as required, including production meetings, weekly diary meetings. Assist with the preparation of materials in advance.
6. Distribute information on programme and production activity to relevant departments as required (including Front of House, Technical, Finance and Communications) in a clear, timely and accurate manner.
7. Maintain relevant databases of information, ensuring information is correct and up-to-date.
8. Liaise with producing and programming enquiries as directed by the Head of Producing and Programming Officer to ensure communication with Visiting Companies is passed on.
9. Work with programming to coordinate the booking of access performances and ensure smooth running between service providers and the venues.
10. Reserve and book internal spaces as required and follow up with these enquiries to ensure spaces are held and released appropriately.
11. Responsible for the Technical "inbox" and coordinate emails from Visiting Companies including details for their riders.
12. Be an ambassador and advocate for BOH, promote company values and behaviours and comply with and uphold the principles of relevant legislation and company policies and procedures.
13. Uphold the principles of, and adhere to, company policy and procedures relating to General Data Protection Regulations and to ensure that all data is dealt with in accordance with current legislation.
14. Undertake any additional tasks as may reasonably be required from time to time.
15. To process time sheets and payroll and cross reference with the rota system PARIM.
It is a requirement that all staff work in a flexible manner compatible with their jobs and in line with the objectives of the company. The Production Administrator will be required to work weekends and evenings. Please note the job description for this position may be reviewed and amended to incorporate future business needs.
PERSON SPECIFICATION
Essential: the successful candidate will meet the majority of these requirements.
Experience
* Experience of working in administration and/or a busy office environment
Skills and Knowledge
* Impeccable administration skills
* Meticulous attention to detail
* Strong planning and organisational skills
* Exceptional written and verbal communication skills
* Excellent time management skills
* Excellent computer literacy (including Microsoft Office)
* Ability to manage multiple projects concurrently
Education, Training and Qualifications
* Educated to degree level or equivalent
Personal Attributes
* Desire to work full time in an office environment and on the theatre Stage Door
* Passion for theatre and disciplines across art forms
* Ability to react positively to quickly changing priorities
* Ability to remain highly organised in a busy, constantly changing environment
* Ability to plan and prioritise work effectively
* Ability to thrive under pressure
* Logical thinker
* Excellent team player and collaborator
* Ability to build positive working relationships with others
* Energetic and positive approach
* Flexible approach to work, including readiness to travel and to work evenings and weekends as required. On average, this role will be expected to work one evening per week.
* Commitment to high standards of delivery with the resources available
* Commitment to equality of opportunity and staff development
* Commitment to the work and values of the theatre
Desirable: the successful candidate should meet some of these requirements.
Experience
* Proven experience of scheduling and planning projects, productions or programmes of work, including experience of scheduling software
* Experience of dealing with internal and external customers, stakeholders and suppliers.
* Experience of taking minutes of meetings
* Experience of using financial systems/processing invoices
Skills and Knowledge
* Up to date knowledge and interest in the theatre industry, including knowledge of current trends in and issues affecting the industry
* Understanding of audience demographics
* Awareness of Health & Safety practice and procedures
Education, Training and Qualifications
* Theatre or arts administration qualification
HOW TO APPLY
To apply, please send your CV, along with a covering letter detailing:
* Why you're interested in this role
* The key skills and experience you would bring to the position
Email your application to
Please note: We may close this vacancy early if we receive a high volume of strong applications or if suitable candidates are identified before the deadline. We encourage you to apply as soon as possible to avoid disappointment.
If you would like to find out more about the role before applying, please contact Jonathan on for an informal conversation.
Thank you for your interest. We look forward to receiving your application
Job Type: Full-time
Pay: £24,000.00 per year
Benefits:
* Employee discount
Work Location: In person