Office Manager

We are looking for a fantastic Office Manager to work in the world of Theatre. If you are interested in this creative world and have strong office management experience this would be the ideal role for you. Its truly a one of of a kind role! IT Responsibilities: Oversee and manage the procurement and negotiation of accounts for all office suppliers, including photocopiers, stationery, car services, etc. Manage all IT contracts to ensure system reliability, security, and an appropriate level of service while maintaining cost-effectiveness. Lead regular reviews and renewals of contracts with IT providers. Provide troubleshooting assistance for IT issues. Serve as the senior liaison with external IT support. Manage the company intranet and facilitate personnel access to shared documentation. Maintain the company website. Collaborate with the Head of Marketing & Communications and production teams to source and create content for social media channels. HR Responsibilities: Collaborate with the Managing Director to manage the recruitment and interview process for all appointments. Support recruitment processes for productions managed and produced by the company. Work with the Head of People & Culture to ensure all employment policies are current and effectively communicated. Stay informed about employment law and industry union procedures in coordination with the Director of Production. Oversee GDPR responsibilities of the Data Protection Officer. Manage access to the staff intranet and ensure its content is regularly updated. Coordinate and log staff training initiatives. Premises Responsibilities: Ensure the smooth operation of all office systems. Act as the primary point of contact for the landlord and contractors. Oversee equipment and supplier upgrades and contract renewals. Maintain a database of regular office suppliers and associated costs. Arrange for the maintenance or replacement of office equipment as needed. Health and Safety Responsibilities: Serve as the main contact for all health and safety issues and conduct staff inductions. Implement and adhere to office Health and Safety policies. Liaise with landlords regarding health and safety matters. Be a named individual on the company’s health and safety policy. Act as Fire Marshall and First Aider, ensuring adequate cover during absences. Ensure the annual renewal of the office Fire Safety certificate and Health and Safety policies. Arrange staff training and maintain sufficient staffing levels for first aid and fire safety. Supervise the restocking of the First Aid kit. Finance Responsibilities: Manage daily office expenditure in consultation with the MD and FD. Review supplier accounts regularly with the FD. Check and code invoices related to company expenditure, ensuring accurate recharges to show accounts. Immigration Responsibilities: Collaborate with the Director of Production to manage the company’s UK Visa and Immigration sponsor licence and advise staff on related queries. Maintain compliance with UKV&I requirements and immigration records. Insurance Responsibilities: Ensure the company’s insurance policies are current and appropriate, consulting with the FD and MD. Reception Responsibilities: Act as an ambassador by providing a welcoming atmosphere for colleagues and visitors. Assist with answering the main office phone, taking and forwarding messages promptly. Ensure telephone and reception coverage during office hours, including lunchtimes. Serve as the main point of contact for the general public. General Responsibilities: Provide administrative and diary support to the MD and Director of Production. Collaborate with the Executive Assistant and Production Intern. Support production teams as needed. Coordinate company events. Provide meeting support and minutes as required. Supervise press cuttings provision and maintain effective filing systems. Oversee the archiving and storage of past show files. Line manage the Production Intern. Production Responsibilities: Assist the production team as needed, including visa and work permit applications. Support show teams with press night organization. Attend running shows as required. Person Specification: Essential Attributes: Strong time management skills and ability to handle a varied workload. Minimum two years’ experience in an office environment. Experience managing social media accounts. Ability to troubleshoot basic IT issues. Excellent written, numerical, and verbal communication skills. Tact, diplomacy, and discretion. Commitment to EDI and attention to detail. Flexibility in working hours and a sense of humor. Team player with advanced skills in Microsoft Word, Outlook, Excel, and internet use. Proven interest in theatre.