Digital Production & Venue Support Administrator

ABOUT THE ROLE

• To coordinate all aspects of the day to day running of the DPVS Department providing a high level of administrative support to the Head of DPVS, and DPVS Office & Project Manager and other members of the department.
• To provide the first point of contact for the DPVS department liaising with students, professors and external bodies in all matters relating to the department, including client emails, classrooms assistance, phone & personal enquiries.
• To develop procedures and processes for the DPVS department.
• Scheduling bookings for the department’s activities and maintaining an accurate overview of upcoming work, using our automated workflows. To provide the highest level of customer service to both internal and external clients of the DPVS department, including professors, students, visitors and external bodies.

MAIN DUTIES & RESPONSIBILITIES

• To coordinate, manage and create systems/procedures that support the administration of the DPVS department.

To be the first point of contact for the DPVS department including:

•  Managing the department email correspondence.
• Dealing with telephone enquiries.
• Dealing with face-to-face enquiries.
• To provide high levels of customer service and communication with internal and external clients including students, staff, teachers and outside agencies.
• To assist staff and students with the operation of classroom Recording & AV systems (training will be given).
• To maintain the department diary and centralised room booking system with regard to equipment bookings, recording sessions, event technical support, meetings, staff commitments etc.
• To manage the detailed requests and online forms for all resources, staff, event technical support and recording requirements, escalating technical detail issues as appropriate.
• To manage the system for issuing loan equipment and collecting it back in, passing details of follow-up requirements to DPVS team.

To manage the system for providing copies of recordings to staff and students:

• Taking information for file transfers and giving clients realistic delivery dates.
• Ensuring jobs are allotted to staff and timetabled in the departmental diary.
• Tracking the progress of jobs and flagging issues to the DPVS Office & Project Manager.
•  Dealing with a collection of completed jobs and associated payments.
• To manage the provision of departmental information on the website and intranet and to update accordingly.
• To be responsible for placing purchase orders using the i-procurement system for authorisation by the Head of DPVS (appropriate training will be given).
• To take minutes of staff and client meetings for the DPVS department and distribute as appropriate.
• To process timesheets for the DPVS Department.
• To process casual and freelance payments for the DPVS Department. In addition, to create casual and freelance agreements, complete all necessary checks and file all paperwork in the department confidentially.
•  To maintain expenditure records and provide management information on the current budget position.
• To maintain records of departmental workload and throughput, producing regular reports on deadlines met etc.
• To assist in the preparation and coordinate the maintenance of the department’s asset registers.
• To assist with housekeeping of DPVS work areas e.g. ensuring equipment is returned to designated storage after use.
• To maintain stock levels of consumables for the DPVS department, ordering as necessary.
• Actively seek to implement the City of London’s Occupational Health and Safety Policy in relation to the duties of the post, and at all times give due regard to the health and safety of both themselves and others when carrying out their duties.
• Actively seek to implement the City of London’s Equal Opportunity Policy and the objective to promote equality of opportunity in relation to the duties of the post.
• To undertake any other duties that may reasonably be requested appropriate to the grade.

CANDIDATE REQUIREMENTS

Please find below the qualifications, experience and technical skills required to undertake this post.

Technical Skills / Professional Qualifications / Relevant Education & Training:

• Education to A Level standard or equivalent. (A)
• A minimum experience of 2 years in an administrative role, preferably including booking administration. (A) (I)

Experience Required

• Diary management experience with the ability to schedule and monitor bookings for a team. (A) (I)
• Experience of creating and developing, monitoring and maintaining systems e.g. stock including managing a system for issuing and collecting equipment, or filing systems including confidential records. (A) (I)
• Experience using database systems e.g. Access or a financial database for raising purchase orders and monitoring payments. (A) (I)
• Excellent experience of bespoke software systems e.g. resource management, room booking and online procurement systems. (A) (I)
• Experience of creating, implementing & improving workflow systems. (A) (I)
• Demonstrable experience of managing change and reviewing and improving office procedures. (A) (I)
• Demonstrable experience of taking clear and accurate minutes. (A) (I)
• Demonstrable experience of updating intranet/website pages (A) (I)Good oral communication skills in order to effectively communicate with customers and provide advice and information in a clear and concise manner. (A) (I)
• Good written communication skills in order to write emails, minutes and working procedures. (A) (I)
• Demonstrable customer care skills and a commitment to delivering excellent customer service. (A) (I)
• Ability to prioritise, manage your own workload, self-motivate and meet deadlines with attention to detail. (A) (I)
• Ability to work well within a team and to monitor and co-ordinate the workflow of the team including co-ordinating email correspondence, updating rotas and distributing information.
  (A) (I)
•  Ability to work well within a team and to monitor the workflow of the team to meet deadlines. (A) (I)
• Ability to be logical and able to apply an innovative approach to problem solving.(A) (I)
• Good numeracy skills and the ability to keep accurate financial records. (A) (I)

Technical Skills & Knowledge

• Technical knowledge of audio visual equipment. (A) (I)
• Excellent IT skills in Microsoft Word, Excel, and Outlook Skills and ability to undertake administrative tasks including co-ordinating and updating staff rotas, undertaking diary management and managing and developing records and filing systems. (A) (I)
• Understanding the principles of video or audio editing. (A) (I)
• Training in Music Technology. (A) (I)

Other Relevant Information

• Self-motivated with a professional and friendly approach. A desire to work with young people in the arts is essential. (A) (I)

To view the JD and application process, please click here –>Job Information Pack – DPVS Administrator