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Office Production Assistant - BristolYou 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 ProduceExpenses, 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 companiesDevelopment 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 upHelp organise Legal & Business Affairs, Accounts and Post-production set up meetings for all new productionsSet up an informal meeting with new productions re: DeliverablesOrganise a meeting with Production Management before and towards the end of post-production to ensure all deliverables both to broadcaster and internal have been completedOrganise TX Cards for all productions, liaising with the London team where necessary to ensure these are signed offWork with productions to ensure everyone on the TX notification list are contacted to notify of confirmed TXWorking 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 referenceBooking out tapes/LTO from archiveAdditional 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 completedWork with the London Talent Team to manage work experience placements in the Bristol officeOrganising building passes and any additional required passesLiaising with the London Talent Team to enrol new starters into the buddy schemeLiaise 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 paperworkGeneral 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 queriesReceiving visitors for key production personnel; including providing refreshments for internal meetings and booking meeting rooms when requiredTroubleshooting office equipment, maintenance and desks, liaising with either the landlord or the London IT help desk when necessaryMaintain up to date Bristol contacts list and Wall to Wall Bristol email group - adding/removing any new starters and leaversDay to day management of suppliers Assuming responsibility for keeping a tidy office; encouraging production storage and wrap up, liaising with Facilities and IT where applicableOverseeing 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 dateSetting up company eventsOversee the safe-keeping and inventory of equipment including cameras, drives H&S equipment, IT equipment, etc held in the office for both companiesResponsible 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 equipmentEnsure all laptops are properly logged in and out - who is using them and on what productionManage a drive log - which drives contain material to be saved and which can be reformatted for re-use on other productionsDaily distribution of overnight ratings and on demand report to the companyBook conference calls and set up online calls Update Productions Limited's websiteBook couriers/taxis/travel as requestedProvide administrative support to companies Limited senior and executive teams as and when requiredUpdate the Quikbase database with status and details of Twenty Twenty productions and key developmentsEnsure stationery and printer materials (paper, toner, ink) are kept stockedReceive and distribute postQualifications & Experience...Previous experience in a Television Production environmentExcellent written and verbal communication skillsComputer literate with ability to use diary management toolsExcellent phone manner with ability to communicate clearly and confidently with all staffHighly organised, pragmatic and reliableEfficient administrator, responding to any requests quicklyAbility to use initiative and work independently to find solutions and answer queriesExcellent attention to detailAbility to work in a pressurised environment, managing a number of tasks/people simultaneously and prioritise accordinglyAbility to handle sensitive information in the required confidential mannerFlexible approach and outlook, comfortable with managing workload and deadlines that may involve some occasional late working and occasional working away from the officeBe a team playerMotivational to othersBuilding and maintaining relationships and acting as a representative of our companyProactivity and the ability to take ownership of responsibilitiesSolution driven
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