Scheduling Administrator

Job Description

Active Training Team are seeking an experienced arts administrator to support our team with the operation of our drama-based, immersive learning projects. The Scheduling Administrator will have day-to-day operational responsibility for the scheduling offreelance actor/trainer/stage management teams. You will work within a small, friendly, super-focussed core team and with our on-site project personnel. You will be a crucial point of contact for our amazing freelancers.Based at: ATT main office. From timeto time, the role requires visits to both our pop-up and our site-based project deliveries.Reporting: Reports to the Events & Scheduling Manager. Further support offered by Client Services Director. Also to undertake duties as required across the core teamwhen reasonably requested.Working hours: 5 days per week Monday - Friday 8 hours per day on average At HQ, the office hours are 0900 - 1700hrs Start and finish times will vary slightly depending on where employee is designated to work on any particular dayand volume of workload.Benefits: 25 days holiday per year (plus bank holidays) Occasional team lunches, regular socials (pre-/post-Covid !) 2 office kitchens, super-friendly team. Training budget, scope for progression in an expanding SME.LIST OF EXAMPLE DUTIES:Overall responsibility for freelancer work allocation / rotas for our busiest immersive induction day Manage freelancers schedule swaps; ensure accurate tracking at all times Gather availability for all freelancers working on all projects on a monthly basisFeed back any availability/rota issues to the relevant core team members Manage the tracking, provision and purchase of costume wherever relevant for all projects Onboarding freelancers; maintaining accurate consistent communication and record keeping acrossthe freelance cohort OTHER AREAS OF RESPONSIBILITY Assist with management of the company diary, eg; rehearsals, castings, upcoming bookings Assist with booking of travel and accommodation where required Upkeep of the freelance cast and crew database Produceand distribute weekly rotas, call sheets and booking information for delivery teams Co-ordination of costume, kit, learning materials and equipment for immersive programmesThe above is not an exhaustive list of duties and as the business grows, duties andresponsibilities may change over time by mutual agreement.THE IDEAL CANDIDATE WILL HAVE : A degree-level or equivalent qualification At least 2 years experience in arts administration, or production administration, or stage management, or technical theatreor live events Experience of dealing with complicated schedules, in a live events setting A demonstrable understanding of the challenges of rostering and managing a large cohort of freelance consultants or zero hours employees or similar Previous experienceof dealing with Covid restrictions in the workplace will be an advantage High level of competency in IT skills (general administration) High level of competency in English and MathsTHE IDEAL CANDIDATE WILL DEMONSTRATE: Ability to work proactively and efficientlyat all times Ability to work well as part of a team Ability to work flexibly, and to withstand an ever-changing and often challenging workflow Ambition to grow with an expanding SME, doing valuable work in an exciting field