Venue Administrator

Venue Administrator

Based across Woking Theatre, Rhoda McGaw Theatre and Nova Cinema, you will report to the Head of Operations and work closely with venue management, central support teams, producers, visiting companies and external stakeholders.

The Administrator plays a vital role in supporting the efficient day-to-day operation of the venue through the delivery of high-quality administrative, payroll, finance, HR, event booking and operational support. Acting as a central point of coordination across multiple departments, you will help ensure key business processes are completed accurately, compliantly and within agreed timescales.

This is a highly varied role offering exposure to multiple areas of venue management. No two days are the same. One day you may be supporting payroll administration, the next coordinating recruitment activity, processing theatre settlements, assisting with venue bookings or helping managers with operational reporting.

We are looking for an organised, proactive and adaptable individual who thrives in a busy environment and enjoys balancing a wide variety of responsibilities. The successful candidate will be quick to learn new systems and processes, confident managing competing priorities and committed to delivering an excellent service to colleagues, customers and visiting companies.

This is an excellent opportunity for someone looking to develop broad operational experience across one of Surrey's leading entertainment venues.

Key responsibilities Payroll Administration

• Complete weekly payroll administration, including the processing and verification of worked hours, sickness absence, annual leave and other employee data.
• Run and review payroll reports, identifying and resolving discrepancies before payroll submission deadlines.
• Maintain accurate employee records within payroll and workforce management systems, including starters, contractual changes, transfers and leavers.
• Support employees with payroll and workforce management system access issues.
• Liaise with the central Payroll team regarding updates, discrepancies and payroll-related matters.
• Investigate and resolve payroll queries from employees in a timely and professional manner.
• Ensure payroll processes are completed accurately and within company deadlines.

Settlements Administration

• Complete theatre settlements in line with company procedures and deadlines.
• Work with the central Settlements team to prepare, issue and approve settlements for payment.
• Monitor settlement status and ensure payments are processed in accordance with company policies.
• Liaise with producers, promoters and visiting companies to resolve settlement queries and obtain approvals for payment.
• Maintain accurate settlement records and supporting documentation.
• Assist Management with financial information relating to settlements as required.

Financial Administration

• Raise purchase requisitions and receipt purchase orders through company financial systems.
• Resolve purchase order and invoice queries in collaboration with venue and central Finance teams.
• Process requests for new customers and suppliers to be established within financial systems.
• Raise and issue invoices to customers and external stakeholders.
• Liaise with customers and suppliers regarding payment-related enquiries.
• Complete monthly reviews of company card transactions and assist with financial reconciliation processes.
• Maintain accurate financial records and support compliance with company procedures.

Recruitment & Human Resources Administration

• Create and manage vacancies within recruitment systems.
• Support managers with preparing and maintaining job descriptions and recruitment documentation.
• Monitor recruitment activity and candidate progression throughout the recruitment process.
• Review employment contracts and supporting documentation prior to issue.
• Maintain employee files and records in line with company policies and compliance requirements.
• Conduct Right to Work checks and subsequent compliance checks as required.
• Provide administrative support and note-taking for HR meetings where required.
• Support central HR teams with information requests, audits and compliance activities.

Learning & Development Administration

• Provide first-line support for learning management system access issues.
• Liaise with the Learning & Development team regarding system issues and user queries.
• Produce training compliance reports and assist managers in monitoring completion rates.
• Maintain accurate training records and support venue-wide learning initiatives.

Event & Venue Bookings Administration

• Respond to Rhoda McGaw Theatre and venue hire enquiries.
• Issue booking information and support prospective clients throughout the enquiry process.
• Liaise with producers, promoters, community groups and hirers regarding availability and booking requirements.
• Create and manage bookings within the venue event management system.
• Prepare and issue contracts and relevant booking documentation.
• Support event onsales through the coordination of event setup, ticketing requirements and pricing information.
• Liaise with Box Office and Central Ticketing teams to ensure successful event launches.
• Maintain accurate records relating to venue hires and events.
• Keep up to date with venue booking systems and industry best practice.

Operational & General Administration

• Support the venue's Privacy Champion responsibilities and assist in communicating updates and actions.
• Assist with risk management administration and compliance activities as requested.
• Prepare and distribute venue-wide communications and operational information.
• Provide administrative support and note-taking for weekly operations meetings and other management meetings.
• Assist with operational ordering processes and maintain order tracking documentation.
• Support monthly business reporting requirements, including Learning & Engagement submissions.
• Review and update venue noticeboards and staff communications.
• Monitor and maintain office stationery, printing supplies and administrative resources.
• Provide administrative support for projects and operational initiatives across the venue.
• Undertake any other duties reasonably required to support the effective operation of Woking Theatre, Rhoda McGaw Theatre and Nova Cinema.

Why Join Us? Working across Woking Theatre, Rhoda McGaw Theatre and Nova Cinema offers a unique opportunity to gain experience across multiple areas of a busy entertainment and hospitality business.

• Work across payroll, finance, HR, venue bookings and operations.
• Develop knowledge and experience across a wide range of business functions.
• Build relationships with producers, visiting companies and colleagues across the organisation.
• Play an important role in supporting the delivery of live entertainment, community events and cinema experiences.
• Be part of a collaborative and supportive team at the heart of one of Surrey's leading entertainment venues.
• Gain valuable experience and exposure that can support future career development within operations, administration or venue management.

Your skills, qualities, and experience. We welcome transferable skills from a wide range of sectors. If you can demonstrate many of the skills and qualities below, we encourage you to apply.

Essential

• Previous experience in an administrative role within a busy environment.
• Excellent organisational skills and the ability to prioritise effectively.
• Strong attention to detail and a high degree of accuracy.
• Ability to manage multiple tasks and deadlines simultaneously.
• Confidence working with systems, reports and data.
• Strong working knowledge of Microsoft Office, particularly Excel, Outlook and Word.
• Excellent written and verbal communication skills.
• Ability to handle confidential and sensitive information appropriately.
• Strong problem-solving skills and a proactive approach to work.
• Ability to learn new systems and processes quickly.
• A flexible and positive attitude with a willingness to support a variety of business functions.
• Ability to work independently while contributing positively as part of a team.

Desirable

• Experience of payroll, finance, HR or recruitment administration.
• Experience using business systems and databases.
• Experience within theatre, entertainment, hospitality, leisure or customer-facing environments.
• Experience processing invoices, purchase orders or financial documentation.
• Knowledge of employment administration and compliance processes.
• Experience working with visiting companies, producers or event organisers.

About Us - Our values ATG Entertainment's values set the tone for how we work, how we treat one another, and the culture we continue to build across the UK and the wider organisation.

• THRIVE doing what we love (with passion and dynamism)
• CONNECT through every act (with collaboration and kindness)
• DARE to do different (with curiosity and courage)
• PERFORM at our best (with customer focus and ownership)
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