Office Production Assistant - Bristol

You will be responsible for providing Personal Assistance to the Head and the Creative Director. Assisting them with the day to day house-keeping of a busy production office, receiving all production deliverables and maintaining information regarding the company's back catalogue on a one year contract.

Your Role Accountabilities...

Personal Assistant - Diary Management for Head and Creative Director, including booking/confirming meetings, booking local and international travel and accommodation. Providing itineraries when applicable.
Finance and Just Produce

Expenses, petty cash and credit card reconciliations across 2 production companies and team members who have left the business. Raise PO's for invoices. Assistant for 2 production companies

Development and pre-production - Help organise recces, book travel and accommodation and manage finances of a production in development and pre-production until a cost manager has been set up
Help organise Legal & Business Affairs, Accounts and Post-production set up meetings for all new productions
Set up an informal meeting with new productions re: Deliverables
Organise a meeting with Production Management before and towards the end of post-production to ensure all deliverables both to broadcaster and internal have been completed
Organise TX Cards for all productions, liaising with the London team where necessary to ensure these are signed off
Work with productions to ensure everyone on the TX notification list are contacted to notify of confirmed TX
Working with the London PTA Team on the long-term archiving, retrieval and destruction of files of rushes and long term storage of Production folders (signed releases, location agreements, contracts)
Working with the London PTA team to maintain a back catalogue of all historic programmes for future reference
Booking out tapes/LTO from archive
Additional drive - Make sure Films make up an additional drive containing the Deliverables of final episodes.
New staff:

Assisting the Production Managers welcome new staff - including email signatures, completing relevant new starter forms, passport scans and preparing desks, enrolling all new starters on to the compulsory Health and Safety training courses, sending them log in details and ensuring the course has been completed
Work with the London Talent Team to manage work experience placements in the Bristol office
Organising building passes and any additional required passes
Liaising with the London Talent Team to enrol new starters into the buddy scheme
Liaise with the London team, and relevant Awarding body to submit both companies for awards throughout the year, collecting, organising and submitting all necessary clips and paperwork
General office duties:

Acting as a point of contact for general enquiries and viewer queries for across the 2 companies, dealing with them or passing on to the relevant person in an efficient manner.
Checking leavers inbox on regular basis and responding/forwarding all queries
Receiving visitors for key production personnel; including providing refreshments for internal meetings and booking meeting rooms when required
Troubleshooting office equipment, maintenance and desks, liaising with either the landlord or the London IT help desk when necessary
Maintain up to date Bristol contacts list and Wall to Wall Bristol email group - adding/removing any new starters and leavers
Day to day management of suppliers Assuming responsibility for keeping a tidy office; encouraging production storage and wrap up, liaising with Facilities and IT where applicable
Overseeing any internal and external props storage, including our storage containers at Safe Store, Bedminster and in London ensuring a storage inventory is kept up to date
Setting up company events
Oversee the safe-keeping and inventory of equipment including cameras, drives H&S equipment, IT equipment, etc held in the office for both companies
Responsible for booking equipment and drives for both companies and keeping an up to date record on who received them and ensuring the safe and timely return of all equipment
Ensure all laptops are properly logged in and out - who is using them and on what production
Manage a drive log - which drives contain material to be saved and which can be reformatted for re-use on other productions
Daily distribution of overnight ratings and on demand report to the company
Book conference calls and set up online calls Update Productions Limited's website
Book couriers/taxis/travel as requested
Provide administrative support to companies Limited senior and executive teams as and when required
Update the Quikbase database with status and details of Twenty Twenty productions and key developments
Ensure stationery and printer materials (paper, toner, ink) are kept stocked
Receive and distribute post

Qualifications & Experience...

Previous experience in a Television Production environment
Excellent written and verbal communication skills
Computer literate with ability to use diary management tools
Excellent phone manner with ability to communicate clearly and confidently with all staff
Highly organised, pragmatic and reliable
Efficient administrator, responding to any requests quickly
Ability to use initiative and work independently to find solutions and answer queries
Excellent attention to detail
Ability to work in a pressurised environment, managing a number of tasks/people simultaneously and prioritise accordingly
Ability to handle sensitive information in the required confidential manner
Flexible approach and outlook, comfortable with managing workload and deadlines that may involve some occasional late working and occasional working away from the office
Be a team player
Motivational to others
Building and maintaining relationships and acting as a representative of our company
Proactivity and the ability to take ownership of responsibilities
Solution driven