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Administrator

Do you have experience in administration and a keen interest in the arts? Then check out this new role from this immersive theatre company…

Formed in 2000, Punchdrunk has pioneered a game-changing form of immersive theatre in which roaming audiences experience epic and emotional storytelling inside sensory theatrical worlds. Their award-winning productions invite audiences to rediscover the childlike excitement and anticipation of exploring the unknown and experience a real sense of adventure.

Punchdrunk are looking for a new Administrator. The right candidate will have a proactive attitude, exceptional communication skills and a passion for organisation and accuracy. The role is a senior administrative position, pivotal to the effective running of the organisation. The administrator is responsible for coordinating the smooth running of the premises, office systems, and key teams. The candidate will be proactive, un-phased by a diverse and wide-reaching work load and comfortable forming relationships with a range of stakeholders, contractors and suppliers.

RESPONSIBILITIES

Administration

  • To act as a welcoming and helpful first point of contact for all enquiries and visitors in person, by telephone and by email, and fielding as needed in collaboration with the Punchdrunk International Executive Assistant
  • To coordinate Board meetings, including scheduling, collation, distribution of papers, minuting the meeting, purchase and preparation of refreshments and welcoming guests
  • To be responsible for taking company meeting minutes and circulating to the team in collaboration with the Punchdrunk International Executive Assistant
  • To arrange couriers and other deliveries as necessary
  • To liaise with suppliers and visitors as appropriate
  • To be responsible for the day-to-day maintenance of the company’s IT and telephone resources
  • To include Google server management, Google Drive and IT service provider
  • To assist the Head of Finance and Operations with proofing internal company documents
  • To assist the Head of Finance and Operations with gathering and submitting all relevant data for ACE payment triggers and annual returns and annual reports to Companies House and the Charity Commission
  • To support hospitality arrangements on and off site, to facilitate Team Lunch and other social events – all in collaboration with the Punchdrunk International Executive Assistant
  • To support with enabling clear and sufficient communication amongst the staff team, including the sharing of calendars and regular updating of shared information including the Punchdrunk planner
  • To manage and maintain the company’s filing and archiving systems, both digital and paper

HR Administration

  • To lead on all new starter inductions ensuring all systems and equipment in place
  • To lead on the administration of Punchdrunk’s recruitment processes
  • To support the Head of Finance and Operations with updating and monitoring of permanent staff contracts and to keep the company’s HR system (BreatheHR) up to date
  • To work in collaboration with the Head of Finance and Operations to maintain and review Punchdrunk’s Staff Handbook and Policy Handbook
  • To lead on the management of the core office overheads budget as set in collaboration with the Head of Finance and Operations
  • To provide regular and consistent finance support to the Punchdrunk Finance Department as and when needed

Data Management

  • To ensure evaluation is considered across the company’s projects, supporting teams to ensure all data and feedback is collated and filed in an accessible location
  • To ensure data collection adheres to and supports Arts Council England funding requirements
  • To support the Data Protection Officer in maintaining compliance with Data Protection legislation
  • To be responsible for the maintenance of the Office and Administration suppliers and contractors within the company’s database (Raiser’s Edge)

Office Management

  • To be responsible for general office management including opening and distributing mail, general housekeeping, monitoring and ordering stationery supplies and consumables
  • To support the Head of Finance and Operations in sourcing and contracting all office repairs and maintenance
  • To manage and liaise with the company’s key office relationships which include utilities providers, landlords, the local council and building contractors
  • Managing the office environment to ensure sufficient health and safety standards are met, to include PAT testing, staff training, record keeping, risk assessments and waste disposal

Store and Van Management

  • To work with Punchdrunk’s Production Manager to manage the core store and van budgets
  • To manage and maintain the company van as a key resource for multiple projects
  • To work with Punchdrunk’s Production Manager and Head of Finance and Operations to manage the Punchdrunk store, responsibilities include: lease and rental contracts, booking schedules, policies and procedures, maintenance, PAT testing, health & safety and communicating with all users

Project / Production Support

  • To support the Head of Finance and Operations with with relocating the Punchdrunk offices to Woolwich
  • To provide as hoc assistance with project administration including generating freelance staff contracts as required by project Producers

General Duties

  • To play an active part in development, promotion and implementation of company policies and staff handbook
  • To represent and advocate for the company across meetings, events, productions, presentations and workshops
  • Full participation in company activities, meetings and processes
  • To act at all times in the best interests of the Punchdrunk
  • To be an enthusiastic advocate of Punchdrunk and have a thorough understanding of the company’s mission, vision and aims

KNOWLEDGE, SKILLS, EXPERIENCE

  • Minimum three years of administrative experience
  • Experience of managing budgets
  • Experience of databases, information gathering, organisation and dissemination
  • Proven track record of managing a range of relationships: pro-actively keeping relevant stakeholders informed
  • Proven ability to deal with multiple work-streams with a range of deadlines
  • Experience of managing suppliers and contractors
  • Experience of working with Executive and Charity/ Company Boards of Trustees
  • Proven experience in implementing HR processes
  • IT literate, with a good working knowledge of Microsoft Office packages and Google Drive
  • A keen interest in the arts
  • Positive, approachable, personable, can-do attitude with the ability to be flexible and adaptable
  • Manages time and workload effectively, able willing to ask for help when needed
  • Willingly shares ideas, resources and information with others
  • Excellent and confident communication skills with great attention to detail
  • Excellent organisational and administrative skills
  • Ability to work quickly, methodically and accurately, and to problem solve proactively and creatively
  • Self-motivated and able to use initiative
  • Commitment to diversity and inclusion and creating an equal opportunities workplace

TO APPLY

  • Start date flexible
  • The closing date for applications is Monday 16th December, 9AM
  • Send your CV and covering letter to this email
  • In your application, state that you heard about this role through Creative Access