Operations & Technical Assistant in London

Operations & Technical Administration Assistant

Department/Team

Theatre Operations & Technical

Reports to

Operations Administration Manager & Technical Services Director

Contract

Permanent - Full Time

Location

Mix of home working and from The Old Vic, 103 The Cut, London, SE1 8NB

Hours

40 hours per week (Monday–Friday, 10am–6pm with occasional out of hours work)

Salary

£30,784.23

Benefits

• Hybrid working for eligible teams and a company culture that promotes good work/life balance
• Enhanced annual leave, starting at 25 days per year, increasing by one day per year up to 30 days (plus bank holidays).
• Opportunity to switch statutory bank holidays to mark a religious event or festival
• Complimentary tickets for you and a guest to Old Vic preview productions
• Discretionary invite to Press Night performances and parties
• Free therapy from our therapy partner Self Space
• Mental health support via our in-house Mental Health Champions
• Salary sacrifice scheme with The People’s Pension and enhanced employer pension contributions
• Festive day – one discretionary additional paid day off around the festive period for a collective pause
• Time to volunteer – one day per year to support a charity or project of your choosing
• Commitment to learning, education and development
• Enhanced sick pay
• Access to interest free travel schemes including Cycle 2 work and Season Ticket loans after your probation period
• Family friendly policies and enhanced maternity/paternity/adoption/shared parental pay
• All staff social events
• Staff discount in Penny and The Old Vic bars as well as discounts in local bars and restaurants
• Opportunities to get involved with staff clubs and working groups such as the Inclusion Working Group
• Buddy schemes including New Starter and Parental buddies to support your induction and return to work after parental leave
• Death in Service Benefit

Role Summary

The Operations & Technical Administration Assistant is responsible for providing first class administrative support to the Theatre Operations & Technical teams; in the areas of Health & Safety, Building & Space Management, and Systems Administration in particular.

The Team

The Operations & Technical Administration Assistant sits within both the Theatre Operations & Technical teams.

The Theatre Operations team is responsible for all non-production related aspects of the Theatre - including front of house, bars (and catering) operations, facilities, health and safety, IT and sustainability.

The Technical department delivers all productions, and maintains the stage house and its associated equipment including our offsite storage unit.

The post holder reports to both the Operations Administration Manager & Technical Services Director and works with all departments of The Old Vic Group.

• Areas of responsibility
• Finance
• Provide support with end-to-end payment process, including onboarding new suppliers, raising purchase orders, processing invoices into Business Central for authorisation and payment, and following up with suppliers as necessary.
• Administer credit card purchases, including processing payments and monthly reconciliation as required.
• Keep track of all departmental expenses through running budgets.
• Health, Safety & Security
• Support the Head of Estates & Services with day-to-day management of health, safety and compliance across The Old Vic.
• Support the Operations Administration Manager with organising H&S training across the organisation.
• Disseminate H&S information, including policies and procedures, to employees.
• Carry out regular audits of specialist emergency equipment across the building, topping up supplies and maintaining records via Blue Lemon.
• Print Staff Access Passes as necessary, administer all keys to the theatre and update the Key Safe Log.
• Support management of the Fire Evacuation sign-in system at Stage Door as required.
• Support the Operations Administration Manager in the management of IT and telecoms support contracts, including:
• Ramsac (IT)
• Panatec/Blizzard (landlines/Horizon cloud phone system)
• Communications Plus (mobile phones)
• Managed Technology (printers and photocopiers)
• Assist with managing support providers' onsite engineers, reviewing tasks list and prioritising as necessary.
• Assist with overseeing maintenance and upkeep of The Old Vic’s suite of printers.
• Help troubleshoot IT issues across the organisation and provide guidance on internal day-to-day IT systems.
• Support equipment needs of new starters and process equipment returns from leavers.
• Building Space Management
• Act as the main point of contact for the building diary within Outlook, ensuring it is up-to-date and accurate.
• Attend and minute monthly Scheduling Meetings to ensure all teams are aware of space use.
• Send a Weekly Operational Update email to the SMG team outlining key space bookings.
• Prepare spaces for meetings/training sessions with the Building Facilities team.
• Support discussion of stage and auditorium bookings with the Technical Services Director.
• Office Support & Administration
• Organise and minute departmental meetings.
• Coordinate and book departmental training.
• Support Technical Heads with rotas and timesheets.
• Maintain Technical Departments database of casual staff.
• Arrange couriers for deliveries/collections; code monthly invoices and update budget trackers.
• Manage department’s mail, assist with postage.
• Order stationery, office furniture and equipment.
• Manage The Old Vic’s Uber and Addison Lee accounts.
• Provide general administration support as required by the teams.
• Customer Service
• Manage the enquiries@ inbox and refer to appropriate teams.
• Stage Door
• Provide emergency cover on Stage Door as required.
• General
• Promote and comply with legislation and The Old Vic policies on Diversity, Sustainability and Health & Safety.
• Undertake reasonable duties commensurate with the level of the post to ensure smooth running of The Old Vic.

Person Specification

Essential

• Active interest in progressing a career in Arts Management or Technical Administration.
• Excellent organisation skills and written and verbal communication skills.
• Acute attention to detail.
• Proven ability to prioritise tasks in a competing demands environment.
• Strong team player and relationship builder, with ability to influence at different levels.
• Can manage expectations and work to tight timelines.
• Problem‑solver with a can‑do, people‑centric approach.
• IT literacy with good experience of the Microsoft Office suite and Excel (training will be provided).

The Old Vic is an equal opportunities employer. We welcome and encourage applicants from all backgrounds to apply.

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