Technical and Production Administrator

We are seeking an organised and reliable Technical and Production Administrator to provide administrative support across finance, staffing, compliance and day-to-day operations.

Working closely with the Head of Technical and Production and the Production Manager, you will coordinate purchase orders, track supplier deliveries, maintain staffing records, support rota and crew call preparation, and assist with compliance and safety administration. You will also liaise with suppliers and colleagues across the University, manage shared inbox communications, and provide general administrative support to ensure operational tasks are completed accurately and on time.

This is a hands-on role requiring strong administrative skills, attention to detail, accurate record-keeping and the ability to manage competing deadlines.

The role is based primarily onsite at the Schwarzman Centre due to the operational and collaborative nature of the work. Working hours are generally Monday to Friday during normal business hours, although occasional early starts, late finishes and weekend cover may be required.

Key responsibilities

Finance and procurement

• Obtain and compare supplier quotations.
• Raise purchase order requisitions through the University's Oracle finance system.
• Track orders, confirm receipt of goods and follow up on late deliveries.
• Coordinate new supplier set-ups and maintain accurate purchasing records.
• Monitor stock levels and arrange replenishment of consumables.

Staffing and production administration

• Collate staffing requirements from multiple sources to support the preparation of rotas and crew calls.
• Maintain accurate records of staff sickness, attendance and changes to working hours.
• Confirm staff attendance and provide the information required for payroll processing.
• Coordinate staff tours and inductions.
• Collate information from show reports and communicate relevant changes to the Production Manager and other colleagues.
• Attend meetings to take minutes, record actions and communicate information when required.

Compliance and safety

• Maintain records and documentation used to monitor compliance and safety.
• Arrange inspections, repairs and maintenance visits as instructed.
• Research specific safety issues and projects, compiling relevant information and data into reports.
• Research appropriate training options and maintain information on relevant industry regulations and requirements.
• Collate event and incident report information and refer actions to the appropriate colleagues.

General administration and operational support

• Monitor the shared technical email inbox, directing enquiries and responding to routine matters as appropriate.
• Arrange meetings, book rooms and circulate relevant information.
• Liaise with suppliers and University contacts to coordinate requests and resolve routine issues.
• Monitor and replenish office supplies.
• Assist with backstage preparations, event set-ups and take-downs when required.
• Undertake other administrative and operational tasks appropriate to the role.

Selection criteria

Essential criteria

Candidates must be able to demonstrate the following through their application and, where appropriate, at interview:

1. Administrative experience: Evidence of having completed routine administrative tasks involving records, correspondence, data entry or document management, with responsibility for accuracy and completion.
2. Financial and purchasing administration: Evidence of having processed purchase requests, invoices, orders, supplier quotations or comparable financial transactions, including maintaining records and following up outstanding actions.
3. Accurate record-keeping: Evidence of maintaining records where errors or omissions could affect payments, staffing, reporting or operational decisions.
4. IT and data management: Evidence of using spreadsheets and digital administrative systems to enter, organise, update and retrieve information. Candidates must be able to explain how they have used these tools in practice.
5. Written communication: Evidence of producing clear, accurate emails, records, meeting notes or reports for other people to act on.