Systems assistant

Closing date for applications: 10th May 2025 at 11.59pm

Start Date: May 2025

Salary: £26,250 - £30,000 per annum (subject to experience)

​

Love systems, structure, and the magic of live experiences? Join a global team where operational excellence meets creative ambition.

Charcoalblue is widely regarded as the most exciting and innovative theatre, acoustics, and experience consultancy in the world. We specialise in the performing arts, live entertainment, media, technology, education, experiential, hospitality, workplace and cultural sectors. 

​​We imagine, design, and deliver captivating spaces that entertain, educate, and transform individuals through collective experiences. Guided by listening, collaboration, and a passion for innovation, excellence, emotion, and theatricality, we strive to create extraordinary moments. ​Since our inception in the UK in 2004, Charcoalblue is now the largest organization of its kind, delivering projects to every corner of the globe. We operate as a cohesive and collaborative team with studios in London and Bristol in the UK, New York, Chicago, and San Francisco in the US, and Melbourne in Australia.

​

Description of Role ​

This is an exciting opportunity to join our global systems team, part of our Operations Team. As the Systems Assistant, you will report to the Director of Operations and provide essential support to Charcoalblue’s five Business Units and the Business Support Team. You will be providing support for the administration of Charcoalblue systems, including Project Information Management (PIM) System, ISO Quality Management System, and our Enterprise Resource Planning (ERP) system. Additionally, you will be responsible for supporting and maintaining our Health & Safety policies and processes, and ensuring and maintaining overall system and operational compliance. You are ideal for this position if you are looking to gain experience in a systems administration/data management role.

​​

Key Responsibilities ​

• ​Support the Director of Operations with the delivery of several systems used across the business.
• ​Assist in the implementation, user support, and management of Charcoalblue systems including Project Information Management (PIM) System, ISO9001 Quality Management Systems,
• ​Coordinate and schedule annual reviews, internal audits, updates of system policies (Including our AI policy) and documentation.
• Support of general Health & Safety policies and processes, including CHAS – Health & Safety assessment & SSIP Compliance
• Managing policies relating to building regulations in alignment with the Building Safety Act and Construction (Design & Management) regulations 2015.
• Ensure system records are correctly maintained
• Assist with integrating the benefits of ISO9001 across the company
• Coordination with internal, regional Health & Safety representatives
• Respond to queries regarding compliance with the regulations
• Research into new tools requested by users from across the business
• Maintain our library of legislation, regulations, codes of practice, and relevant standards across all regions; Periodically check for updates & archive out of date regulations

This list is not intended to be exhaustive and may be subject to alteration over time.

Knowledge, skills and experience

We value diverse experiences and educational backgrounds. If you meet most of the qualifications listed below, we encourage you to apply. At Charcoalblue, we are committed to fostering an inclusive environment where every team member can thrive.

Essential

• Professional experience in systems administration, data management, business operations support, or related field.

Desirable

• Understanding of ISO9001, Health & Safety compliance, or other regulatory frameworks.
• Basic understanding of project management principles is advantageous.
• Experience working within a professional services or design consultancy environment is preferred; interest or experience in the theatrical or experiential field is a plus.

Knowledge, skills and experience​

• Strong organisational and time-management skills.
• Excellent attention to detail and accuracy in handling data.
• Clear and professional communication skills for liaising with internal teams and external partners.
• Ability to learn and adapt to new systems and processes quickly.
• Proactive approach to continuous improvement and professional development.
• Ability to develop connections with colleagues and clients based on trust and inclusivity.
• Clear and persuasive communication when presenting ideas and negotiating outcomes.
• Creative thinking and problem-solving, evaluating multiple solutions.
• Demonstrated ownership and accountability in decision-making and task completion.
• Understanding of business functions, operations, and their impact on commercial success.
  

Employment Details

This role is being offered as a permanent, full-time role of 40 hours per week. Our standard full-time working week is 40 hours, flexible between 8am and 8pm Monday-Friday, plus an hour per day (unpaid) for lunch, with an understanding that flexible working hours will apply to meet our clients’ needs and to accommodate the company’s global time zones. Charcoalblue does not provide for the payment of overtime. The nature of the job and the Partnership’s business could occasionally entail some work outside normal working hours.

There is a three-month probationary period for permanent roles. We are currently working in a hybrid working model, with a minimum of one day per week in one of our UK studios (London or Bristol). Additionally, some site visits and project meetings may be in person, as required. We will provide you with the necessary IT hardware and software to enable you to carry out your role successfully in line with your duties.

Please note, the successful applicant must be based in the UK to effectively meet the current needs of our work and local team, and you should be able and willing to travel to external meetings and our UK studio/s regularly as required, with notice.


Annual Leave Entitlement

Take-What-You-Need (TWYN) Leave Policy:

With prior arrangement, there is an opportunity for employees to benefit from additional paid leave days over their statutory holiday/annual leave allowance. You will receive 20 days’ annual leave minimum per annum (prorated in the first year and also prorated in a part-time position), plus statutory Bank Holidays. We traditionally close our studios between Christmas and New Year’s Day, resulting in an additional average 4-5 holiday days per annum.

Employee Benefits

To support you in successful hybrid/distributed working, you will receive a laptop and any other associated IT peripherals required for the role upon you joining Charcoalblue.

Following successful completion of your three-month probationary period, you will be eligible to participate in our company benefits package, including:

• Charcoalblue’s annual bonus scheme, subject to the Partnership’s performance year on year.
• Charcoalblue’s pension auto-enrolment scheme.
• An allocation of live event tickets per month, offered to encourage you to immerse yourself in the live events industry as far as possible.
• A contribution to your home internet and home utilities to enable you to work from home effectively in line with our distributed working model.
• Upon successful completion of your second year, you will be eligible to join our Private Health Insurance plan, in line with our company policy.
• Other benefits are accumulative as you progress with the company.

Salary: The salary range for this role is £26,250 - £30,000 per annum (subject to experience) for a 40-hour week. Please state your salary expectations in your covering letter in line with your experience. Charcoalblue intends to offer the selected candidate base pay within this range, dependent on job-related, non-discriminatory factors such as experience. Base pay is one part of the total rewards that Charcoalblue provides to compensate and recognize employees for their work. Charcoalblue provides a robust benefits package to help support you physically, financially, and emotionally through the big milestones and in your everyday life. Please visit our website’s careers page for more details.

To apply

To apply, please complete the online application form and submit a short CV (1-2 pages max.) and a cover letter.

We look forward to receiving your application. We will only accept applications via our online system.

Interviews will either be held in person at our London or Bristol Studio, or remotely (via Microsoft Teams) in May 2025 - the time, date and location will be confirmed for shortlisted candidates.

Equity, Diversity & Inclusion Overview

We are committed to becoming an increasingly inclusive organisation. We continuously work to eliminate unfair and discriminatory practices within the company while encouraging full and equal contributions from our diverse community. Our mission is to foster an inclusive ethos by creating a welcoming work environment across our global practice. We provide recruitment opportunities that are open to all and encourage applications from candidates of diverse backgrounds to ensure our global team reflects the clients we collaborate with and the communities we serve.

If you require this application in a different format or need support during the application process, please contact Ashleigh Staddon at ashleigh.staddon@charcoalblue.com. If you have any questions about accessibility or how the role may accommodate your personal circumstances, please reach out. Charcoalblue strives to provide an environment free from discrimination and is committed to ensuring that all clients and customers can access the services and products we offer, across our three regions. We believe that all individuals – employees and clients alike – are entitled to be treated with respect and dignity.

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