Soho Theatre Dean Street is a busy building with multiple shows and activities occurring across our spaces through the day, and our Walthamstow venue will also have a busy operation. The Operations Administrator will be key to ensuring an efficient and safe operation that effectively welcomes and manages all those who come into one of our buildings.
Working closely with the Interim COO, Buildings & Facilities Manager, the Technical teams, Front of House and Creative Engagement, this is a hugely exciting time to be joining Soho Theatre and contributing to the future of both our Dean Street and Walthamstow venues. You’ll pivot between managing key administrative tasks, such as booking training for staff, and ensuring efficient office systems, to supporting effective building and office management, including initiating and onboarding new staff members and supporting external hires to ensure Health and Safety processes are implemented across the organisation. This role will be key in supporting these functions as we mobilise the organisation ahead of the opening of our beautiful new venue in Walthamstow.
If you are someone with a passion for theatre and the arts, who is looking for a place to roll up their sleeves and contribute to the effective and thriving future of Soho Theatre, then we’d love to hear from you.
Job Outline
Operations
- Take responsibility for managing the building operations rota, ensuring that the building is effetively resourced in the event of any fire alarm or first aid requirements.
- Hold Duty Management responsibilities during the day.
- Work with the Interim COO and Building & Facilities Manager to Introduce and implement systems for the effective operation of Soho Theatre Walthamstow.
- Attend and minute key operational meetings and ensure actions are delivered on.
- Support the Building & Facilities Manager as required to ensure the smooth running of Soho Theatre’s buildings.
- Support the Interim COO In the delivery of an efficient operation and In reporting as necessary to the Board and key stakeholders, Including Arts Council England.
- With the opening of Soho Theatre Walthamstow, support as necessary with key Stage Door responsibilities, establishing an operation that supports effective management of the building and its facilities.
Hires
- Work with the Front of House team to coordinate the delivery of hires, supporting effective stakeholder management, including managing the hires inbox.
- Act as the first point of contact for all our external hires, Including visiting companies, schools and small businesses, to ensure they are effectively inducted into the building and that they adhere to Health and Safety protocol.
- Work with the creative engagement department to support hires, events, and local activities, including coordinating annual career events and open days hosted by Soho Theatre at any of our venues.
- We also encourage and welcome the Operations Administrator to form part of the team sharing and Informing young people in sector careers and opportunities.
Health & Safety
- Support the Interim COO In their oversight of Health and Safety across the organisation, ensuring that the Health and Safety Policy is successfully Implemented.
- Be responsible for compiling and issuing a formal agenda for all H&S Committee meetings.
- Attend all Health & Safety Committee meetings, issuing Invites, taking minutes and circulating these as necessary.
- Support the Interim COO In reporting to the Board quarterly with all Health and Safety matters.
- Be responsible for logging incident and accident reports as necessary and reporting these to the Interim COO.
- Be responsible for stocking and regular checking of all First Aid kits located throughout Soho Theatre buildings.
- Work with the Front of House team and Designated Safeguarding Officer to coordinate and implement safeguarding procedures and communication when young people are taking part in activity in the building.
Training & HR
- Support the Interim COO and HR Manager In ensuring that policies and procedures are up to date and adhered to by the whole organisation.
- Be responsible for managing training documentation, including tracking and logging training needs across the organisation, and ensuring that all training is up to date.
- Liaise with the HR Manager and Heads of Department to identify upcoming training renewals, including for First Aid and Fire Safety.
- Organise DBS checks as needed, manage the DBS tracker, and ensure updates are in place in good time.
- Support the Interim COO In the management and administration of key committees Including but not limited to the Data, Sustainability, Equality, Diversity & Inclusion (EDI).
Office Administration
- Ensure all persons including team members, contractors, Hires and external visitors are welcomed with a positive and friendly courteous attitude.
- Act as the main point of contact for all office related queries and activities.
- Be responsible for checking and restocking all office supplies, including printer toner and paper, stationery supplies and kitchen stock such as teas, coffees, milk etc.
- Monitor, log and distribute all Staff passes.
- Set up for meetings as necessary, including meeting room sweeps, stationary supplies and refreshments and technical set up.
- Take meeting minutes as necessary.
- Work with the Buildings & Facilities Manager to support facilities management including being the point of contact for cleaning, pest control, and other external service providers.