Casual Stage Door Administrators - Guildford, United Kingdom - G Live

Description

G Live, Guildford


Casual Stage Door Administrator
Opened in 2011
G Live, Guildford is a landmark building.

With inspirational architecture, light-filled foyers and a programme incorporating the best in live-music, big-name comedy, dance and classical, G Live is truly a venue for everyone.

On any given week the building morphs from rock-venue; to classical concert hall; to conference and exhibition space and back.

With a main hall capacity of 1,031 seated (1,700 standing); plus numerous versatile spaces (including the 100-capacity Bellerby Studio) G Live is a vibrant, busy and exciting place to work.

The Stage Door Administrator will assist in the efficient running of the administration functions at G Live; providing quality administrative, communications and reception support service for all departments, callers, visitors, patrons and the general public as appropriate.

The Stage Door Administrator will be the hub of all backstage communications and administrative systems.

Will be a confident, outgoing and welcoming team player.

They will have experience of working in a busy environment, dealing with a range of customers whilst maintaining exemplary levels of service.

They will be able to remain calm in pressurised situations, be able to work on their own under their own initiative and have excellent communication skills.

KEY ACCOUNTABILITIES

Strategic

• Contribute to the achievement of G Live's service and commercial targets, by providing accurate, timely and appropriate administrative support, as directed and delegated by the Senior Venue Manager and Venue Administrator. Such support will include, but not be limited to, keeping up to date and accurate records, maintaining and processing spreadsheets; processing orders and invoices; management of incoming and external mail (including courier services) and internal communication.
• Assist the Facilities & Buildings Manager with the implementation of G Live's Emergency and Evacuation procedures.

Operations

• Development of a good working knowledge of the Venue's programme, ticketing system, services and facilities so that enquiries can be accurately, promptly and appropriately handled.
• Welcome all visiting artistes and company members, and other visitors to G Live within agreed customer service standards and procedures.
• Assist with the security of backstage areas including, but not limited to, monitoring of all people entering/leaving the building via Stage Door; the maintenance of signingin and signingout records and the management of the issue and return of keys and radios.
• Provide a reception service for the 'back of house' entrance to G Live, including receiving deliveries, directing visitors, assisting with artistes' enquiries, and helping staff as required.
• Ensuring the security of the building by carrying out the closing walk round if working the evening/end of day shift.
• Assist the Venue Administrator in the administration of recruitment and other staff management processes, maintaining confidentiality and in line with procedures and legislation.
• Assist the Venue Administrator with show administration, including but not limited to, creation and completion of event sheets, detailing getin, getout and stage times, and allocating dressing rooms as required, followed by dissemination of event sheets to all staff to complete on a weekly basis.
• As required, production and dissemination of accurate and timely minutes of meetings.
• Archiving of casual time sheets on a weekly basis.
• Assist the Venue Administrator with generating show contracts and settlement templates.
• General understanding of G Live's Building Management Systems (BMS) and implementation of the Venue's contractor Permit to Work procedures.
• The supervision and monitoring of CCTV, fire and intruder alarms, and the implementation of the visitor carparking policy.
• Operation and use of the fire board panel, as and when instructed by the technical team and / or duty manager.
• Providing an excellent and efficient switchboard service and transferring calls to appropriate members of staff or departments.
• Accurate logging of invoices, lost property, technical and parking logs.
• Preparation and updating of Artiste Welcome Packs and Accommodation Lists and their timely issue.
• The ordering and maintenance of supplies of stationery, print cartridges and other office consumables, ensuring best value, stock levels and security of the same, working to budget under the authorisation of the Venue Administrator.
• Receipt, logging and distribution of deliveries to the Venue, in line with agreed policies and procedures.
• Creation and management of Staff and Volunteer ID cards, including changing access requirements and logging lost/stolen cards.
• Administering the venue's petty cash system, issuing funds to staff and maintaining receipts and other paperwork in line with G Live's policy.
• To work with the Venue Administrator and Sal