Hybrid FOH Operations Coordinator

at The Old Vic

• Job title: FOH Operations Coordinator
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: £31,000 - £32,500 per year
• Degree requirement: High School Diploma
• Location requirements: Hybrid, London, United Kingdom

About the role

• FOH Operations Coordinator providing administrative support to the FOH Operations team in staffing management. Managing rotas, payroll, and assisting in training and compliance at The Old Vic.

Responsibilities

• Providing first class administrative support to the FOH Operations team in the area of rota and staffing management.
• Daily management of StaffSavvy (our time and attendance system) and the FOH Staff Rota, including liaising with the Agency staff as and when required.
• Building and publishing the FOH Staff and Stage Door rotas ahead of each new production run.
• Assisting in changes and requests to FOH staff contracts.
• Assisting Head of FOH Operations with Probation Reviews.
• Acting as the primary point of contact for all FOH staff in relation to managing their shifts at The Old Vic – including holding the staffing duty mobile.
• Overseeing FOH staff sickness and holiday records, ensuring accuracy of updates.
• Managing the fohstaff@ inbox and maintaining the FOH Staff Mailing List leading on all email communication with FOH staff.
• Assisting the Payroll Manager with the FOH and Stage Door payroll as required, ensuring that all members of the staff team are paid correctly and the appropriate documentation is kept up to date, such as recharging of staffing costs.
• Supporting the Payroll Manager with regular reporting.
• Maintaining HR paperwork and records for FOH staff as required, taking responsibility for processing New Starter and Leaver paperwork.
• Overseeing the completion and filing of Return-to-Work forms.
• Compiling, editing and distributing the FOH Staff Weekly Newsletter.
• Assisting the Head of FOH Operations with booking and setting up of the venues for FOH Training sessions, as required.
• Preparing FOH spaces for meetings and/or training sessions – including setting up furniture and equipment as required.
• Attending FOH Staff training sessions and presenting updates on all things staffing and rota related to the FOH team (including answering any queries).
• Taking minutes of the FOH Operations Meeting each week.
• Minuting the Customer Experience Meeting each month.
• Taking minutes of the monthly Duty Manager Meeting.
• Taking minutes on Training Days and distributing minutes to the FOH team.
• Coordinating The Old Vic’s programme of History Tours – including scheduling the dates, liaising with Box Office to arrange ticket sales, and booking the required staff – while also working closely with the Operations Administrator Assistant and other relevant departments to ensure that all required spaces are available.
• Assisting the Head of FOH Operations with the provision of Access performances when necessary (including producing braille and large print programmes where appropriate).
• Supporting the Head of FOH Operations with health and safety compliance of the public areas of The Old Vic.
• Working collaboratively with the Operations Administration Manager to schedule health and safety training for the FOH team as required.
• Uploading FOH training records for FOH staff to Blue Lemon (The Old Vic’s health and safety management platform).
• Processing all invoices received by the Old Vic Services Company, including adding them to Business Central (The Old Vic’s accounting and financial reconciliation system) for authorisation and payment in a timely fashion.
• Assisting the Theatre Operations Team on events such as Press Nights, Gala Nights and other ad-hoc events outside of the usual working hours.
• 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.

Requirements

• Experience of working with StaffSavvy.
• Experience of working within an arts environment.
• 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 strong 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 can do, 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).

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
• Salary sacrifice scheme with The People’s Pension and enhanced employer pension contributions
• 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
• Buddy schemes including New Starter and Parental buddies to support your induction and return to work after parental leave
• Death in Service Benefit