Creative Access
Design & project editorial assistant (12m FTC)

Design & project editorial assistant (12m FTC)

locationLondon, UK
ExpiresExpires: 22/05/2024
Fixed term contract

Closing date: 22nd May 2024 at 11.55pm

Salary: £27,600

Location: Hybrid working model in the London Bridge office

Team: William Collins & 4th Estate

Job type: 12 months fixed term contract


Play a key part in picture research, permission licensing, compliance standards, and ensuring our publishing schedule stays on track as an assistant.

This role is to support the William Collins & 4th Estate Design and Project Editorial team. 

The purpose of this dual role is to provide the Design Team with support around picture research and permission licencing, and in the progress of covers, helping to ensure that the critical path is met. Also to ensure that they meet compliance standards in regards to freelancer hiring and invoicing, and requirements around GDPR.  

You will also be helping the Project Editorial Team, again ensuring that they meet the compliance standards in regards to freelancer hiring and invoicing, and the requirements around GDPR. In addition, they will help to ensure that the publishing schedule and metadata is accurate, and provide support around picture research and picture and text permission licencing. 


Key responsibilities

Design team tasks

  • Registering new freelancers on Risk, sending out freelance agreements, raising POs and processing payments
  • Assisting with picture research and clearing permissions
  • Logging cover briefs and cover copy
  • Processing covers and tracking progress, to ensure titles are on the critical path
  • Liaising with 360 in regards to any cover changes needed for their focus titles
  • General administrative duties

Project editorial team tasks

  • Registering new freelances on Risk, sending out freelance agreements, raising POs and processing payments
  • Assisting with picture research and clearing permissions
  • Assisting with text permission clearance
  • Adding new titles to Filemaker/Plan G and making any changes to existing Filemaker records, ensuring that all relevant stakeholders are informed
  • Ensuring the data on Filemaker/Plan G is accurate
  • Running regular reports including Plan G schedule and change reports, missing metadata reports and circulating to relevant stakeholders
  • Working with Production, Editorial and Sales to ensure that titles on Amazon are accurate
  • General administrative duties, including booking meeting rooms for progress meetings


Knowledge, skills and experience

  • Administrative & organisation experience with a high level of computer literacy
  • Must be reliable and self-motivating
  • Ability to communicate confidently, both in writing and verbally
  • Excellent spelling and grammar
  • High level of accuracy and meticulous attention to detail
  • Computer skills: Word, Excel and PowerPoint
  • Excellent organisational skills
  • Effective at multi-tasking
  • Proven lover of literature and interest in the publishing process
  • Proactive, flexible and solution driven



  • Hybrid working model (3 days in the office)
  • 28 days holiday plus bank holidays (option to buy and sell holiday days) 
  • Enhanced pay for maternity, paternity, adoption and shared parental leave 
  • Private healthcare cover and life assurance 
  • Summer Hours  
  • Free access to HeadSpace, employee assistance programme (24 hour helpline), mental health first aiders, and a wellbeing portal 
  • Season ticket loans (from day 1 for entry level) and cycle to work scheme 
  • Relocation Rent Support Loan  
  • Employee networks: HC All In (open forum), Elevate (for ethnic minority colleagues), HarperParents, Menopause at Work, Pride at HC, Social Mobility Network and Neurodiversity at Work
  • Unlimited training on our Learning and Development portal, management courses (up to MA level) and mentoring programmes 
  • Virtual GP and eyecare vouchers 
  • Gym membership discount 
  • Onsite physiotherapy (London only) 
  • Charitable donation matching and 2 volunteering days 
  • We're a certified Carbon Neutral company
  • Green Electric/Hybrid Car Benefit Scheme (salary sacrifice)
  • With Trees for Life we plant a tree in the Highlands of Scotland for every permanent hire
  • Free e-books and audiobooks, digital newspaper subscriptions and discounts on books 
  • Subsidised canteen and retail discounts 
  • Onsite prayer room 


If you wish to discuss anything regarding this position and/or your application to this role, please reach out directly to with subject heading ‘Vacancy Query’ plus the job title and we will aim to get back to you within 5 working days.

Please note, if you are interested in the role you would need to submit your application via Applied. We do not accept email applications.

Please state in your application that you found this role through Creative Access.

The Book Trade Charity offers financial support to people looking to enter the book trade but who may struggle to afford the costs of attending interviews and undertaking internships or entry level positions. For more information visit

Level of experience

  • Entry

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