Production Administrator

Commencing 28 August 2018
Full time, 7.5 months

Deadline for applications: ASAP!

 

Overview

Every child’s imagination should be inspired by the arts.

West End in Schools' mission is to use the skills of the professional theatre to provide highly creative cultural experiences for children which they will remember for ever.

Each year we produce and perform pantomimes, musicals, and dance, drama and Shakespeare workshops in well over 1,000 primary schools all over England, Wales and Scotland.

You will gain unique insights into both the theatre industry and education sector as you join our existing team of six people.

 

Our work places

Our base is in Somerset House in the heart of the West End, but we also work from home up to three days per week. (If you cannot work from home we will work something out.)

During our pantomime rehearsals in November and during December we will also have a full time office nearer our Archway rehearsal rooms to keep us close to our performers.

Remote working, and working from the most appropriate place each day, is made possible using a range of software including Google Drive, our customer management and scheduling systems, Slack and telephone apps running on Mac laptops.

When working from our homes we are in constant contact with each other. To make remote working work you need to be a good communicator and confident with using IT.

Our working day

Our working day is from 10am until 6.30pm Monday to Friday.

There will be some Saturdays required in the rehearsal period, and there will be some out of hours work required:

  • Occasional evening work as we prepare for busy performance periods.
  • Responding to issues occurring which can take place in evenings and at weekends, particularly in term time in December and March.

Christmas shutdown

In recompense for these occasional additional hours the office shuts down from shortly before Christmas until after New Year but the team remains on full pay.


Our values

  • Efficiency.
  • Creativity.
  • Well structured work, creating the maximum benefit in the shortest time.
  • Fairness - including being the first theatre company to sign up for the London Living Wage.
  • Continuous improvement.

Our culture

  • Openness.
  • Honesty.
  • We have time for each other and have fun together.
  • A desire to do things the best possible way.
  • We acknowledge and share our own mistakes before they cause a problem. We do not blame other team members for theirs.

The rhythm of our year

During the autumn and spring terms we are busy in schools, handling enquiries and making magic. From April to August we have much less work. Therefore we increase our team size for the autumn and spring terms.

Key activities in the autumn include:

First few weeks - structured training programme, running alongside actual work.
September - handling enquiries from schools about pantomimes. We have detailed systems for doing this, and the school year starts with comprehensive training.
October - more enquiries, casting, getting ready for rehearsals.
November - rehearsals, DBS checks, costume fittings.
December - pantomime performances. For the office team this means providing pastoral care, logistics and payroll/expenses for the performers, and keeping in touch with schools.

A similar pattern exists in the spring term.

Who we're looking for

We are looking for someone who:

  • Is inquisitive, curious and creative, and has a 'how do we make this work' attitude.
  • Writes fluent english with attention to detail.
  • Is numerate, analytical and computer literate.
  • Has an engaging telephone manner and communicates precise information in a friendly way.
  • Loves live performance.
  • Has a good sense of humour.

Our business is small, and so by its very nature everybody does a little bit of everything!  Everybody talks to schools, including helping them with booking enquiries, and this is a key part of every job with the company.

You will gain a good understanding of how the whole organisation operates, and on any day you may find yourself running an unexpected errand to a rehearsal room or school, liaising with actors or teachers, or helping a colleague with their current priority.


Production Administrator

7.5 months

The majority of communication with our customer and prospective customer schools is by email and telephone, and much of your time will be spent dealing with schools.

Working alongside a team of colleagues you will respond to initial enquiries from schools online and by telephone so as to get to know our customers, processes and product range.

And a team of over 100 actors, dancers and facilitators creates admin too! We try to put in place simple systems to structure this work wherever possible.

You will facilitate the smooth running of the company, ensuring we run efficiently and as if we were all based in the same office every day.

You will get a fascinating insight in to the worlds of theatre and education - and how they interface.

Typical tasks could include:

  • handling enquiries from schools interested in booking our pantomimes, by email or telephone.
  • carrying out a DBS check for an actor or facilitator.
  • collecting the post, and distributing or processing everything we have received so that we can continue to run a paperless remote working system.
  • processing expenses claims from actors.
  • other tasks from across the whole business.

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Full time | £21,000 p.a.
Fixed-term: Tuesday 28 August 2018 to Friday 5 April 2019
4 weeks paid holiday pro rata, plus paid Christmas closure period
10am to 6.30pm, Monday to Friday, occasional out of hours work, particularly when receiving lots of enquiries.


The application process

To apply please:

  1. Re-read the information on the company and the role and check this feels like a good job for you;
  2. Fill out our online application form, attaching your CV as a PDF;
  3. Call the application line on 020 3095 9123 and be ready to leave a message about yourself.

Please do not call the main office number or email CV's other than as directed above - applicants attempting to apply by these routes will not be considered.

We expect to receive lots of applications and unfortunately we don't have the resources to contact all unsuccessful applicants at this stage. We will of course follow up with all candidates we invite to the group interview.