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Job Details - Production Team Assistant, Wall to Wall

    

Job Purpose

 

§  To provide PA support to the Head of Production, Executive Producers and Production Executives; 

§  To assist with the day to day house-keeping of a busy Production Office; and

§ To receive all production deliverables and maintain information regarding the company’s back catalogue.

 

Key Responsibilities & Accountabilities

 

  • Diary management for key Production personnel and Executives; including booking and confirming meetings;
  • Booking local and international travel and accommodation. Providing itineraries when applicable;
  • Receiving visitors for key Production personnel and Executives; including providing refreshments for internal meetings when required;
  • Acting as a point of contact for general enquiries and calls for Executives, dealing with them or passing on to the relevant people in an efficient manner;
  • Assisting the Production Manager with staff on new productions;
  • Responsible for the record keeping of H&S Training database, setting up new users and ensuring courses have been completed;
  • Preparing the agenda and taking minutes at the Group monthly H&S meeting;
  • Preparing desks for and welcoming new staff including email signatures;
  • Assuming responsibility for keeping a tidy office; encouraging production storage and wrap up. Liaising with the Facilities and IT teams where applicable;
  • Keeping Wall to Wall items in the 4th floor storage area tidy;
  • Assisting in the long term archiving, retrieval and destruction of files or rushes;
  • Provide additional support to Productions as required including production secretary duties and assisting larger productions with Green Room or corporate arrangements;
  • Assist with Location Producer vetting;
  • Set up and maintain company accounts and passwords;  
  • Maintain a back catalogue of all historic Wall to Wall programming for future reference;
  • Receive all in-house production deliverables (paperwork, contracts, masters etc) and forward the appropriate ones to our international and corporate sales teams or library;
  • Completion and scanning of post production paperwork, contracts and release forms as required;
  • Expenses and credit card reconciliations;
  • Looking after and ordering corporate petty cash;
  • Using Navision to raise POs;
  • Organising/creating TX cards for productions, maintaining contact list for distribution;
  • Updating the company website and profile on IMDB and Wikipedia;
  • Acting as a liaison between casting teams and the Head of Digital regarding casting pages on the website and social media;
  • Keeping details of the various casting and Wall to Wall social media pages. Deleting old pages when necessary;
  • Filing, faxing, photocopying, keeping all files updated regularly;
  • Working closely with the other PAs to support each other and stay abreast of the demands on the other Senior Management staff; and
  • Assist the other PAs in organising company events.

 

Qualification & Experience

 

§  University Graduate

§  At least 1 year’s experience in a Television Production environment.

 

Competencies

 

Essential

§  Intermediate to advanced Outlook, Word, Excel and PowerPoint;

§  Typing speed of at least 40 words per minute; and

§  Excellent communication skills

 

Advantageous

  • Knowledge of Photoshop, Select HR or budgeting software; and
  • Social media experience

 

Skills

 

Essential

  • 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 senior 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; and
  • Flexible approach and outlook comfortable with managing workload and deadlines that may involve;some occasional late working and occasional working away from the office.

 

Key Success Factors

 

§  Be a team player;

§  Motivational to others;

§  Building and maintaining relationships and acting as a representative of our company;

§  Proactive and the ability to take ownership of responsibilities; and

§  Solution driven.