Operations administration assistant (fixed term)

Closing date for applications: 1 September 2025

Salary: £28,808

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

Contract: Fixed term – 11 months

Hours: 40 hours per week. Usual working hours are Monday–Friday, 10am–6pm with some occasional out of hours work (e.g. evenings and weekends)

Department/team: Theatre operation

Responsible to: Operations administration manager

Help keep a leading theatre running smoothly by providing essential operational support while building hands-on experience in arts management.

The operations administration coordinator is responsible for providing first class administrative support to the theatre operations team; in the areas of Health and Safety, Building and Space Management, and IT in particular. The operations administration assistant sits within the theatre operations team, which 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 post holder reports to the operations administration manager. By the nature of the post, they will work with all departments of The Old Vic Group.


Responsibilities

Financial support

• Providing support to the operations team with processing invoices into Business Central (The Old Vic’s accounting and financial reconciliation system) for authorisation and payment. This will involve support for The Old Vic Theatre Trust and the Old Vic Services Company
• Taking responsibility for the theatre operations credit card; including processing payments and monthly reconciliation as required

Health, safety & security

• Supporting the health, safety and compliance manager with the day-to-day management of health, safety and compliance across The Old Vic
• Supporting the operations administration manager with organising health & safety (H&S) training across the organisation - either directly or via those department heads responsible for key areas
• Disseminating H&S information, including policies and procedures, to the employees of The Old Vic
• Carrying out regular audits of specialist emergency equipment (first aid kits, burn kits, defibrillators etc.) across the building, topping up supplies as required. Ensuring that accurate records of these checks are kept and maintained via Blue Lemon
• Printing Staff Access Passes as necessary
• Administering all keys to the theatre, and updating the Key Safe Log
• Supporting the operations administration manager with the management of the Fire Evacuation sign-in system at Stage Door (InVentry) as required

IT

• Supporting the operations administration manager in the management of IT and telecoms support contracts, including but not limited to:
  - Ramsac (IT)
  - Panatec/Blizzard (landlines/Horizon cloud phone system)
  - Communications Plus (mobile phones)
  - Managed Technology (printers and photocopiers)
• Assisting the operations administration manager with managing support providers' onsite engineers on a day-to-day basis, including reviewing their tasks list and helping to prioritise as necessary
• Assisting the operations administration manager with overseeing the maintenance and upkeep of The Old Vic’s suite of printers
• Helping to troubleshoot IT issues across the organisation
• Supporting the operations administration manager with equipment needs of new starters and processing equipment returns from leavers

Building space management

• Acting as the main point of contact for the building diary within Outlook, and ensuring that it is up-to-date and accurate at all times
• Attending and minuting as required the monthly scheduling meetings to ensure all teams are aware of the use of space across the building
• Sending a weekly operational update email to the SMG team; outlining any key space bookings across the building for the coming week
• Preparing spaces for meetings and/or training sessions as required with the support of the building facilities team

Customer service

• Managing the enquiries@ inbox (alongside the front of house coordinator) and referring to various teams as needed

Storage

• Under the guidance of the operations administration manager, coordinating the off-site archive storage and keeping an accurate record of all archived material, including the destruction of material in line with GDPR requirements

Office support & administration

• Managing the department’s incoming and outgoing mail, including assisting other departments with postage as necessary
• Ordering stationery, office furniture and equipment as required
• Managing The Old Vic’s Uber account and the Addison Lee account (adding and removing staff members, processing invoices, etc.)
• Any other administration support as required by the theatre operations team
• Providing emergency cover on Stage Door as required

General

• Promoting and complying with current legislation and The Old Vic policies on Diversity, Sustainability, and Health & Safety both in the delivery of services and the treatment of others
• Undertaking any other reasonable duties, commensurate with the level of the post so as to ensure the smooth running of The Old Vic

This is not an exhaustive list of duties and the Theatre's management may, at any time, allocate other tasks which are of a similar nature or level.


Knowledge, skills and experience

The post holder must be able to demonstrate the following:

• Aspirations of a career in arts management or an active interest in progressing a career in arts management
• Excellent organisational skills as well as written and verbal communication skills
• Acute attention to detail
• A proven ability to provide a high level of customer service and prioritise tasks in an environment with competing demands
• A team player and relationship builder, with the ability to influence at different levels
• Able to manage expectations and work to tight timelines
• A problem-solver with a people-centric approach
• IT literacy, with good experience of the Microsoft Office suite, particularly Excel (training will be given on software programmes as required.)

We actively support and encourage people from a variety of backgrounds, experiences and skill sets to join us and help shape what we do. We are particularly keen to receive applications from people of the global majority, LGBTQ+, neurodiverse and disabled candidates.

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