Soho Theatre Walthamstow will be a busy building as we open this new venue to the public and you will support in ensuring systems and processes are maintained and in keeping everyone in the building safe and secure at all times.
This role is in addition to an existing Operations Administrator role at Soho Theatre Walthamstow, and will be complemented by casual team members to ensure the ongoing management of Stage Door and to support the building operation. Working closely with the Operations team, the Technical team, Audience Experience, Food & Beverage team and Creative Engagement, this is a hugely exciting time to be joining Soho Theatre.
You’ll pivot between managing key administrative tasks, including welcoming guests, coordinating deliveries and sign in systems, booking training for staff, maintaining efficient office systems, supporting external hires and ensuring that Health and Safety processes are implemented and adhered to.
You will be a pro-active and adaptable person, able to respond to the multiple needs of the building and proactively seek solutions to any issues that may arise. This role will suit 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 Walthamstow.
Job Outline
Operations
- Manage the building operation rota, ensuring the building is effectively resourced in the event of any fire alarm or first aid requirements.
- Hold Duty Management responsibilities as necessary.
- Uphold and develop systems for the effective operation of Soho Theatre Walthamstow.
- Support the Building & Facilities Manager and Interim COO as required to ensure the smooth running of Soho Theatre Walthamstow.
- Provide key Stage Door responsibilities, supporting effective management of the building and its facilities.
Building
- Ensure Soho Theatre Walthamstow remains secure at all times through regular monitoring of the CCTV.
- Actively manage Stage Door and the load In area / Get In Yard, coordinating with neighbours regarding deliveries, maintaining positive communication.
- Comply with all policies, plans and procedures required by the Landlord, Premises Licence or Lease.
- Comply with, implement and coordinate, as necessary, emergency procedures.
- Maintain a good knowledge of the fire alarm, security operations and additional building management systems as required, including weekly testing procedures, isolation of fire sensors and operation of the panel during an emergency evacuation.
- Monitor the fire alarm, lift alarm and security panels positioned at Stage Door as required.
- Keep an up-to-date accident report log, issue as requested to other staff members and immediately share completed forms with the Building Management.
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. We also encourage and welcome the Operations Administrators to form part of the team sharing and informing young people of sector careers and opportunities.
Health & Safety
- Monitor the Fire Alarm panel, adjusting modes as necessary, responding to alerts as appropriate and maintaining a logbook.
- Ensure the Health and Safety Policy is successfully implemented and attend Health & Safety Committee meetings as necessary.
- Log and share incident and accident reports as necessary.
- Be responsible for stocking and regularly checking all First Aid kits located throughout Soho Theatre Walthamstow.
- Work with the Audience team and Designated Safeguarding Officer to coordinate and implement safeguarding procedures and communication when young people are taking part in activity in the building.
- Respond to Accessible WC Alarm activation and use the Disabled Refuge Master Panel as necessary.
- Conduct daily building inspections to monitor fire exits and escape routes, reporting any obstructions.
Training & HR
- Support in ensuring that policies and procedures are up to date for Soho Theatre Walthamstow and adhered to.
- Support in identifying upcoming training renewals, including for First Aid and Fire Safety.
- Organise DBS checks as needed and ensure updates are in place in good time.
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.
- Check and restock 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 and keys, managing the signing In and out system for the building.
- Set up for meetings as necessary, including meeting room sweeps, stationary supplies and refreshments and technical set up, attending and minuting as necessary.
- Support facilities management including cleaning, pest control, and other external service providers.
This is a guide to the nature of the work required. It is not wholly comprehensive or restrictive and may be reviewed with the post holder and the line manager from time to time.
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