i-Jobs
Business Support Officer Location: Wearside Road, Ladywell, London, SE137EZ Start Date: ASAP Contract Duration: 6+ Months Working Hours: Mon Fri, 09 00, 37 Hours per week Pay Rate: £ 23.49 per day Job Ref: OR11086 Summary Of Responsibilities And Personal Duties: Support, guide, and mentor the Admin Assistants on all aspects of the work, including providing input into the PES process as required. Receive, sort, and distribute incoming and outgoing post (including via electronic systems) for the division. File records accurately and maintain electronic or paper filing systems. Photocopy, scan, and index documents to ensure information can be distributed to intended recipients. Collate, print, and distribute documents or materials as required by the team. Take accurate minutes or notes at meetings, panels, or other events, ensuring confidentiality is maintained at all times. Support the maintenance of records and monitoring for service budgets and contract registers. Manage all internal queries and information requests, including more complex casework. Raise Purchase Orders (POs) and process invoices, ensuring compliance with the Council's financial procedures and regulations. Undertake general office management tasks, including supporting Business Continuity and Health & Safety processes. Research and collate information for complaints and Freedom of Information (FOI) requests, liaising with staff and managers to ensure deadlines are met. Coordinate recruitment activity for temporary and permanent staff in conjunction with individual services and HR. Coordinate induction and training sessions for new staff within the department. Work flexibly across the commercial operations and development service to provide cover for other officers as required. Order and issue stationery, supplies, and other equipment, ensuring the safe and secure storage of items. Receive deliveries and check goods received against purchase order forms. Manage both routine and more complex enquiries from customers via telephone, face-to-face, web, or email in a sensitive, courteous, and professional manner. Provide basic information on individual services, processes, or legislation/procedures and signpost to other sources of information. Extract information from systems or databases and provide reports to managers as part of service, departmental, organisational, or national reporting requirements. Undertake both basic and more complex information searches when required. Provide project management support as requested. Other Duties Carry out the duties of the post with due regard to the Council's Equal Opportunities Policy and core values. Participate in the Performance Evaluation Scheme (PES) and undertake appropriate training and development. Comply with the Council's Health & Safety policies and procedures at all times. Assist in carrying out the Council's Environmental Policy within the day-to-day activities of the post. Undertake other duties, commensurate with the grade, as may reasonably be required. Consideration will be given to restructuring the duties of this post for a disabled postholder. Person Specification Knowledge Excellent understanding of the organisation, management, and control of administrative and customer contact processes. Working knowledge of one or more of the core services supported by the admin team. Good working knowledge of the requirements relating to handling sensitive data and information, particularly in relation to the Data Protection Act 1998 and General Data Protection Regulations 2018. Knowledge of financial procedures and regulations. Working knowledge of Health & Safety in the workplace. Good knowledge of customer service provision. Aptitude Ability to effectively develop and implement a wide range of administrative, business support, and customer contact processes. Ability to research information and produce accurate management information in a range of formats. Ability to work with minimal supervision, planning and organising a varied workload within a changing environment to meet tight deadlines on a day-to-day basis. Able to maintain discretion when dealing with confidential information. Skills Excellent ICT skills including spreadsheets, databases, and word processing. Confident user of core business ICT systems. Excellent verbal and written communication skills, with a high level of numeracy. Highly developed customer care skills, including an ability to deal sensitively with a wide range of customers and maintain good relationships with internal or external partners. Highly developed organisational and time management skills. Experience Good demonstrable experience of providing a high-quality and comprehensive administrative service, delivering core business processes to agreed performance standards. Good demonstrable experience of dealing with the public face-to-face, by telephone, and via web enquiries. Experience of working within a busy team. Experience of mentoring, guiding, and training other staff on a daily basis. Good demonstrable experience in handling contentious and confidential issues in an effective manner. Experience in working within a pressurised environment, prioritising and organising conflicting workloads. Experience of working on own initiative, but identifying when it is necessary to seek advice or refer on to a senior officer any highly complex or contentious issues. General Education Good standard of general education. Personal Qualities Responsive and customer-focused attitude to work. Flexible approach to meeting the needs of the service and a willingness to learn new skills. Circumstances Able to attend meetings in the evenings, to work outside normal office hours, and to work beyond minimum hours as and when required to achieve deadlines. DISCLAIMER: By applying for this vacancy, you consent to your personal information being shared with our client and any relevant third parties we engage with, for the purpose of assessing your suitability for the role. You acknowledge that it is your responsibility to inform i-Jobs in advance if there are any specific organisations or hirers to whom you do not wish your details to be disclosed.
Business Support Officer Location: Wearside Road, Ladywell, London, SE137EZ Start Date: ASAP Contract Duration: 6+ Months Working Hours: Mon Fri, 09 00, 37 Hours per week Pay Rate: £ 23.49 per day Job Ref: OR11086 Summary Of Responsibilities And Personal Duties: Support, guide, and mentor the Admin Assistants on all aspects of the work, including providing input into the PES process as required. Receive, sort, and distribute incoming and outgoing post (including via electronic systems) for the division. File records accurately and maintain electronic or paper filing systems. Photocopy, scan, and index documents to ensure information can be distributed to intended recipients. Collate, print, and distribute documents or materials as required by the team. Take accurate minutes or notes at meetings, panels, or other events, ensuring confidentiality is maintained at all times. Support the maintenance of records and monitoring for service budgets and contract registers. Manage all internal queries and information requests, including more complex casework. Raise Purchase Orders (POs) and process invoices, ensuring compliance with the Council's financial procedures and regulations. Undertake general office management tasks, including supporting Business Continuity and Health & Safety processes. Research and collate information for complaints and Freedom of Information (FOI) requests, liaising with staff and managers to ensure deadlines are met. Coordinate recruitment activity for temporary and permanent staff in conjunction with individual services and HR. Coordinate induction and training sessions for new staff within the department. Work flexibly across the commercial operations and development service to provide cover for other officers as required. Order and issue stationery, supplies, and other equipment, ensuring the safe and secure storage of items. Receive deliveries and check goods received against purchase order forms. Manage both routine and more complex enquiries from customers via telephone, face-to-face, web, or email in a sensitive, courteous, and professional manner. Provide basic information on individual services, processes, or legislation/procedures and signpost to other sources of information. Extract information from systems or databases and provide reports to managers as part of service, departmental, organisational, or national reporting requirements. Undertake both basic and more complex information searches when required. Provide project management support as requested. Other Duties Carry out the duties of the post with due regard to the Council's Equal Opportunities Policy and core values. Participate in the Performance Evaluation Scheme (PES) and undertake appropriate training and development. Comply with the Council's Health & Safety policies and procedures at all times. Assist in carrying out the Council's Environmental Policy within the day-to-day activities of the post. Undertake other duties, commensurate with the grade, as may reasonably be required. Consideration will be given to restructuring the duties of this post for a disabled postholder. Person Specification Knowledge Excellent understanding of the organisation, management, and control of administrative and customer contact processes. Working knowledge of one or more of the core services supported by the admin team. Good working knowledge of the requirements relating to handling sensitive data and information, particularly in relation to the Data Protection Act 1998 and General Data Protection Regulations 2018. Knowledge of financial procedures and regulations. Working knowledge of Health & Safety in the workplace. Good knowledge of customer service provision. Aptitude Ability to effectively develop and implement a wide range of administrative, business support, and customer contact processes. Ability to research information and produce accurate management information in a range of formats. Ability to work with minimal supervision, planning and organising a varied workload within a changing environment to meet tight deadlines on a day-to-day basis. Able to maintain discretion when dealing with confidential information. Skills Excellent ICT skills including spreadsheets, databases, and word processing. Confident user of core business ICT systems. Excellent verbal and written communication skills, with a high level of numeracy. Highly developed customer care skills, including an ability to deal sensitively with a wide range of customers and maintain good relationships with internal or external partners. Highly developed organisational and time management skills. Experience Good demonstrable experience of providing a high-quality and comprehensive administrative service, delivering core business processes to agreed performance standards. Good demonstrable experience of dealing with the public face-to-face, by telephone, and via web enquiries. Experience of working within a busy team. Experience of mentoring, guiding, and training other staff on a daily basis. Good demonstrable experience in handling contentious and confidential issues in an effective manner. Experience in working within a pressurised environment, prioritising and organising conflicting workloads. Experience of working on own initiative, but identifying when it is necessary to seek advice or refer on to a senior officer any highly complex or contentious issues. General Education Good standard of general education. Personal Qualities Responsive and customer-focused attitude to work. Flexible approach to meeting the needs of the service and a willingness to learn new skills. Circumstances Able to attend meetings in the evenings, to work outside normal office hours, and to work beyond minimum hours as and when required to achieve deadlines. DISCLAIMER: By applying for this vacancy, you consent to your personal information being shared with our client and any relevant third parties we engage with, for the purpose of assessing your suitability for the role. You acknowledge that it is your responsibility to inform i-Jobs in advance if there are any specific organisations or hirers to whom you do not wish your details to be disclosed.
BBA Management -1
City Of Westminster, London
Client Care: Building an in-depth and up-to-date knowledge of clients including theatre attendance, screenings & recordings where relevant. Ensuring all client information is accurately recorded on the Company database systems. Regularly update client CVs, show reels and other information relating to clients e.g., Spotlight. Fostering and maintaining good relationships with clients, production companies and key business contacts to assist in seeking out opportunities for clients. Ensuring these relationships are always kept on a professional basis. Organizing clients' meetings (including - transport, hotel and restaurant bookings, hair and wardrobe appointments as required). Maintaining up to date schedules and recording details on the Company database. Organizing any in-house audition digital taping for the clients, this includes reading in when required, then editing the filmed material for submission. Handling commercial submissions for clients under the supervision of the Senior Agent Team. Handling issues with clients or production companies as required and in consultation with the Senior Agent Team. New clients: Update Spotlight/IMDB, collate materials (photo, showreel etc). Ensuring the Company has an accurate record of new client finance details including bank details and tax status. Building links and networks in and outside of the Company to research new clients and encourage new talent to the Agency. Negotiating, contracts and finance: Ensuring contracts are accurately administered, recorded, and can be quickly accessed. Entering information into the Company database and other relevant systems. Drafting and reviewing contracts following agent negotiations, ensuring that all terms are in line with those agreed with the client. Ensuring that Contracts are signed by all parties as quickly as possible, tracking progress, monitoring, and chasing where necessary. Negotiating specific terms and client fees for other projects as directed by the Senior Agent Team. Liaising with Agent, Client Accounts team and production companies for information required for Clients' travel visas if needed. PR and Marketing: Helping to assess the suitability of potential new clients and assisting Agent in putting forward clients in a way which best highlights their strengths and suitability for work. Following up on all proposals made by the Agency and asking for feedback if clients are unsuccessful. Being alert to and aware of the potential newsworthiness of client's work. Organizing interviews, press and shoots as required with the Agency's Press Team. Co-ordinating logistics for clients' press and publicity schedules. Ensuring travel and schedule information is clear and up to date; that the client has everything they need, and any issues are dealt with. Organizing flowers, cards, and tickets for press nights. Collating reviews of performances and premieres. Ensuring clients' information and membership is up to date on Spotlight Company website and other digital media: Drafting web profiles for new clients and their work according to Company style guidelines. Ensuring that information and images regarding existing clients is regularly updated in order to offer the client premium promotion opportunities and provide high quality information for producers and casting directors. Writing news articles for the website following Company style guidelines. Promoting clients through the effective use of social media e.g. Twitter, Facebook and other emerging technologies in close consultation with Agents. Sourcing and cutting materials from clients' previous work. General Office and department administration: Fielding telephone calls to the office and responding to routine enquiries. Ensuring that the office runs smoothly including filing, dealing with incoming and outgoing post, organizing couriers and handling fan mail. Managing queries and internal communications as required. Working closely with other members of the team, sharing information, ideas, and networks. Keeping an accurate Day Book of all calls to the office, taking accurate and detailed messages. Providing cover for Senior Agents while they are on holiday, as directed. We'd love to hear from you if you have: Experience in an Assistant Agent position. Previous work experience within a talent agency is essential. A passion for and knowledge of the industry - across film, theatre, and television Excellent communication skills - written and verbal. Familiarity with Microsoft products (Outlook, Word, Excel) Experienced and confident user of video editing packages/software (Clip Champ, Video Pad, iMovie) A high level of accuracy and attention to detail in your work Excellent organizational and time management skills - you need to be able to cope with a large workload and multi-task. Ability to work under pressure and with interruptions. Experience of using social media and website CMS And are: A confident, warm personality, who is sociable and loves the entertainment industry. A person who inspires trust. A team player who can contribute positively to the team. Someone resilient, adaptable, and creative Someone who is highly motivated with a strong work ethic Someone with a flexible approach to problems - a person who can learn quickly.
Client Care: Building an in-depth and up-to-date knowledge of clients including theatre attendance, screenings & recordings where relevant. Ensuring all client information is accurately recorded on the Company database systems. Regularly update client CVs, show reels and other information relating to clients e.g., Spotlight. Fostering and maintaining good relationships with clients, production companies and key business contacts to assist in seeking out opportunities for clients. Ensuring these relationships are always kept on a professional basis. Organizing clients' meetings (including - transport, hotel and restaurant bookings, hair and wardrobe appointments as required). Maintaining up to date schedules and recording details on the Company database. Organizing any in-house audition digital taping for the clients, this includes reading in when required, then editing the filmed material for submission. Handling commercial submissions for clients under the supervision of the Senior Agent Team. Handling issues with clients or production companies as required and in consultation with the Senior Agent Team. New clients: Update Spotlight/IMDB, collate materials (photo, showreel etc). Ensuring the Company has an accurate record of new client finance details including bank details and tax status. Building links and networks in and outside of the Company to research new clients and encourage new talent to the Agency. Negotiating, contracts and finance: Ensuring contracts are accurately administered, recorded, and can be quickly accessed. Entering information into the Company database and other relevant systems. Drafting and reviewing contracts following agent negotiations, ensuring that all terms are in line with those agreed with the client. Ensuring that Contracts are signed by all parties as quickly as possible, tracking progress, monitoring, and chasing where necessary. Negotiating specific terms and client fees for other projects as directed by the Senior Agent Team. Liaising with Agent, Client Accounts team and production companies for information required for Clients' travel visas if needed. PR and Marketing: Helping to assess the suitability of potential new clients and assisting Agent in putting forward clients in a way which best highlights their strengths and suitability for work. Following up on all proposals made by the Agency and asking for feedback if clients are unsuccessful. Being alert to and aware of the potential newsworthiness of client's work. Organizing interviews, press and shoots as required with the Agency's Press Team. Co-ordinating logistics for clients' press and publicity schedules. Ensuring travel and schedule information is clear and up to date; that the client has everything they need, and any issues are dealt with. Organizing flowers, cards, and tickets for press nights. Collating reviews of performances and premieres. Ensuring clients' information and membership is up to date on Spotlight Company website and other digital media: Drafting web profiles for new clients and their work according to Company style guidelines. Ensuring that information and images regarding existing clients is regularly updated in order to offer the client premium promotion opportunities and provide high quality information for producers and casting directors. Writing news articles for the website following Company style guidelines. Promoting clients through the effective use of social media e.g. Twitter, Facebook and other emerging technologies in close consultation with Agents. Sourcing and cutting materials from clients' previous work. General Office and department administration: Fielding telephone calls to the office and responding to routine enquiries. Ensuring that the office runs smoothly including filing, dealing with incoming and outgoing post, organizing couriers and handling fan mail. Managing queries and internal communications as required. Working closely with other members of the team, sharing information, ideas, and networks. Keeping an accurate Day Book of all calls to the office, taking accurate and detailed messages. Providing cover for Senior Agents while they are on holiday, as directed. We'd love to hear from you if you have: Experience in an Assistant Agent position. Previous work experience within a talent agency is essential. A passion for and knowledge of the industry - across film, theatre, and television Excellent communication skills - written and verbal. Familiarity with Microsoft products (Outlook, Word, Excel) Experienced and confident user of video editing packages/software (Clip Champ, Video Pad, iMovie) A high level of accuracy and attention to detail in your work Excellent organizational and time management skills - you need to be able to cope with a large workload and multi-task. Ability to work under pressure and with interruptions. Experience of using social media and website CMS And are: A confident, warm personality, who is sociable and loves the entertainment industry. A person who inspires trust. A team player who can contribute positively to the team. Someone resilient, adaptable, and creative Someone who is highly motivated with a strong work ethic Someone with a flexible approach to problems - a person who can learn quickly.
