Department/Team: Theatre Operations
Responsible to: Operations Administration Manager
Contract: Fixed Term – 11 months
Location: Mix of home working and from The Old Vic, 103 The Cut, London, SE1 8NB
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)
Salary: £28,808
Benefits
- Hybrid working for eligible teams and a company culture that promotes good work/life balance
- Enhanced annual leave, starting at 25 days per year, increasing by one day per year up to 30 days (plus bank holidays). Opportunity to switch statutory bank holidays to mark a religious event or festival
- Complimentary tickets for you and a guest to Old Vic preview productions
- Discretionary invite to Press Night performances and parties
- Free therapy from our therapy partner SelfSpace
- Mental health support via our in house Mental Health Champions
- Enhanced employer pension contributions with The People’s Pension
- Festive day – one discretionary additional paid day off around the festive period for a collective pause
- Time to volunteer – one day per year to support a charity or project of your choosing
- Commitment to learning, education and development
- Enhanced sick pay
- Access to interest free travel schemes including Cycle 2 work and Season Ticket loans after your probation period
- Family friendly policies and enhanced maternity/paternity/adoption/shared parental pay
- All staff social events
- Staff discount in Penny and The Old Vic bars as well as discounts in local bars and restaurants
- Opportunities to get involved with staff clubs and working groups such as the Inclusion Working Group, Sustainability Working Group and the Employee Voice Council.
- Buddy schemes including New Starter and Parental buddies to support your induction and return to work after parental leave
- Death in Service Benefit
Role Summary
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 Team
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 team includes the Operations Director, Head of Building Operations, Head of Front of House Operations, Operations Administration Manager, Health, Safety and Compliance Manager, Bars Operations Manager, FOH Operations Coordinator, Building Facilities Manager, Building Facilities Technicians, Stage Door Manager, Stage Door Keepers, FOH Duty Managers, Bar Duty Managers, FOH Supervisors, Bar Supervisors, Baristas, Ushers and Bar Staff.
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.
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.
- 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 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, defib 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
- Administrating 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.
- 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 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.
- 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.
- 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.
- Managing the department’s ingoing 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.
- 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.
PERSON SPECIFICATION
Essential
- Aspirations of a career in Arts Management. An active interest in progressing a career in Arts Management
- Excellent organisation 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 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 and Excel in particular. (Training will be given on software programmes as required.)
How to Apply
We understand that everyone is different and we want you to apply in whichever way you feel best shows your skills and experience. There are a range of ways that you can apply with us:
- 1. Sending a short video file of yourself (no longer than two minutes in length), detailing your experience, why you are applying for the role and what about working at The Old Vic interests you (have a look at the person specification in the job description).
- 2. Sending a short audio file of yourself (no longer than two minutes in length), detailing your experience, why you are applying for the role and what about working at The Old Vic interests you.
- 3. Completing our application form.
- 4. Uploading your CV and covering letter, explaining why you are interested in the role and working at the Old Vic.
As a Disability Confident employer, The Old Vic has made a commitment that all applicants with disabilities who meet the essential criteria for this job will be invited to interview. However in the event that we have a high volume of applications all of whom meet the criteria and identify as disabled, meaning it is not practicable to interview everyone, we may apply a weighting to the shortlisting criteria, or add an additional shortlisting stage before any interviews take place. In all cases we will take care to ensure that any criteria or weightings do not disadvantage disabled applicants.
All appointments are made subject to satisfactory references and proof of eligibility to work in the UK.
The Process
The recruitment process for this role will be two stages:
- 1st stage virtual conversation
- 2nd stage in person conversation
- You may be asked to complete a work based skills assessment or challenge.
The closing date for this role is 1 September 2025. First Conversations are likely to take place 4 September 2025.
Equal Opportunities
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.
We may take positive action, in cases where candidates are equally qualified, to increase the employment of under-represented groups at The Old Vic.
In the event that we ask you to attend the theatre for a conversation and you are struggling financially, we may be able to reimburse you for any reasonable travel costs.
We partner with a range of inclusive organisations, to find out more please read our FAQs.
FAQs
Read our recruitment and selection and equal opportunities FAQs here.
