Operations Co-ordinator

Job Description

We’re on the hunt for an Operations Coordinator to join our small but mighty team at Paines Plough.

The Operations Coordinator will be responsible for the smooth operation at Paines Plough’s HQ, working at the heart of the organisation to support its day-to-day running and efficient communication between departments. If you’re super organised, brilliant with numbers, have a friendly and welcoming attitude and at least two years’ experience of working in an administrative role, then we want to hear from you!

Responsible to: Executive Producer

Key Responsibilities

Company and Office Administration

  • • Ensure good communication across the organisation with responsibility for general
    office management including filing and archiving, monitoring office consumables,
    distributing mail, organising couriers, general housekeeping and IT systems.
  • Ensure that the office premises are fit for purpose, oversee repairs, renewals and utility contracts and liaise with landlords in relation to Health and Safety, fire, access and maintenance issues.
  • Act as a welcoming and helpful first point of contact for all enquiries and visitors in person, by telephone and by email.
  • Manage arrangements and negotiations for all issues relating to insurance for productions, projects and core activities.
  • Manage the company’s storage unit and rent negotiations, amenities and access to the store when required.
  • To assist with the organisation and set up of company events and meetings, taking minutes where required.
  • Oversee company databases, equal opportunities monitoring, fundraising, metrics gathering and the systems for monitoring data; ensuring records are accurate and up to date in support of reporting requirements.
  • Support the Executive Producer in the preparation of reports, payment trigger papers and fundraising applications to Arts Council England, other funders, Companies House and the Charity Commission including the NPO Annual Return.
  • Support the Executive Producer in Board communication, coordination and minuting of meetings.
  • Ensure companywide compliance with data protection legislation.

Finance

  • Support the Finance Manager in day-to-day financial operations including processing and raising invoices, making payments, reconciling petty cash, credit cards and business accounts.
  • Support the Producers and Finance Manager in the administration of production finance including production payroll, supplier invoicing, Theatre Tax Relief claims and settlements.
  • Ensure the compliant treatment of VAT and international tax, supported by the Finance Manager.

Artistic Support

  • Support the Producers in production-related administration, including ensuring the master schedule is up-to-date and booking travel and accommodation for production teams.
  • Support the coordination of tickets and hospitality for press and guest nights, postshow discussions and other production-related events as necessary.
  • Manage and circulate company invitations to other productions and coordinate the staff theatre ticket allowance.
  • Work with the Producers to arrange accessibility for our annual programme of work, including arranging accessible performances and training, encouraging best practise within the company and in partners, being a point of contact for access users and developing contacts with access organisations.
  • Coordinate Open Auditions, including arranging venues and audition timeslots, overseeing publicity and managing all related communications as well as providing administrative support of the day as necessary.

Human Resources

  • In liaison with the Executive Producer, oversee the management of the staff dashboard and all company HR procedures including but not limited to recruitment, contracting, appraisals, remuneration and industry negotiations.
  • Assist with the recruitment and on-boarding of new staff, work placements and trainees and for inducting all new staff to the Paines Plough office.
  • Manage the company’s work placement and trainee schemes.
  • Support the Executive Producer in ensuring that best practice HR procedures are being followed at all times, ensuring policies and risk management processes are up to date, including but not limited to risk assessments and policies relating to Employment and Health and Safety.
  • In liaison with the Executive Producer, update and distribute the company’s staff handbook.
  • Act as one of the company’s designated fire marshals, first aiders and Health and Safety Officer.
  • Oversee the recruitment and management of the Roundabout Visitor Service/  Festival Team in Edinburgh and London, and where required on tour.

General

  • To attend company previews, events and press nights as required.
  • To be an enthusiastic advocate of Paines Plough, acting in its best interests at all times with a thorough understanding of the company’s mission, vision and aims.
  • To uphold and implement Paines Plough’s policies including but not limited to equal opportunities, health and safety, environmental sustainability and other policies outlined in the Staff Handbook.
  • Any other duties reasonably required by the organisation or line manager outside of the scope of those defined in this job description.

Person Specification

Essential Skills and Experience

  • At least two years’ experience of working in an administrative role.
  • Proven organisational skills and an ability to prioritise a wide variety of tasks to meet multiple deadlines.
  • Awareness of financial processes with sound numerical ability.
  • Excellent attention to detail and accuracy.
  • A friendly and welcoming attitude with experience of communicating professionally with multiple stakeholders.
  • Proven ability to work with IT systems, especially Microsoft Office.
  • Ability to be self-motivated and work in a supportive way within a team.

Desirable Skills and Experience

  • An enthusiasm for arts and culture.
  • Experience of using QuickBooks or equivalent finance software.
  • Experience of fundraising and reporting.
  • Experience of HR, Health and Safety best practise and Employment Law.

At Paines Plough, we are committed to our workforce reflecting the communities we serve, the artists we develop and the plays we programme. Whoever you are, whatever your
background, we want to hear from you.

Terms of Employment

Salary: £27,000 per annum

Contract: Full time, fixed-term contract until March 2023

Pension: Auto-enrolment in the company pension scheme on completion of probation,
with 4% employer contribution and 5% employee contribution.

Holiday: The basic annual holiday entitlement with pay is 20 days per year. In addition, authorised public holidays are given as holidays.

Hours: 35 hours per week. Paines Plough operates a flexible working policy with core office hours between 11:00-17:00 and a flexible working day operating from 09:00 – 19:00.

Additional hours may be required to fulfil the role, including evening and weekend work for which no overtime is payable. A TOIL (time off in lieu) policy is in place.

Location: It is envisaged that this role will be based at Paines Plough’s HQ in London, at 10 Leake Street, SE1 7NN. Some travel may be required to support Paines Plough’s events and productions All work-related travel and accommodation will be covered by Paines Plough.

Probation: Three months from the first day of appointment

Notice: During the probationary period, two weeks’ notice on either side is required. After completion of the probationary period, two months’ notice on either side is required.

Benefits: Season ticket loan scheme
Bike to work scheme
Theatre ticket allowance
Training and professional development opportunities

How to Apply

Closing date for applications: Monday 19 April at 10:00

Interviews: Friday 23 April

Start Date: As soon as is practicable from mid-May

Please download the Job pack and Equal Opportunities Monitoring form from our website: https://painesplough.com/get-involved/work-with-us/

and then send your completed application and Equal Opportunities Monitoring Form to recrutiment@painesplough.com with the subject line: Operations Coordinator Application.

Applications should be sent before the closing date and time. Applications received after
this deadline will not be considered.