The Customs House
Administrator
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Administrator
The Customs House is seeking an organised, proactive, and highly professional Administrator to play a pivotal role in supporting the smooth and successful operation of our organisation.
Working at the heart of the business, you will provide high-level administrative support to the Chief Executive Officer (CEO), Senior Management Team, and wider organisation. This is a varied and rewarding role that combines general office administration, governance support, HR administration, and project coordination.
As a key member of the team, you will be the go-to person who helps keep the office running efficiently, ensures important processes are delivered to a high standard, and supports colleagues across multiple departments. No two days will be the same, making this an exciting opportunity for someone who thrives in a dynamic and collaborative environment.
The successful candidate will be an excellent communicator, highly organised, and capable of managing multiple priorities while maintaining absolute discretion and confidentiality. For more information, please read the application pack.
Key Tasks and Responsibilities
Office Administration & Organisational Support
- Provide comprehensive administrative support to the CEO and Senior Management Team.
- Manage diaries, schedule meetings, and coordinate appointments.
- Maintain key office systems, including the organisational calendar and HR platform.
- Handle day-to-day administrative tasks such as correspondence, filing, record keeping, and responding to enquiries.
- Act as a central point of contact, building strong working relationships across departments and with external stakeholders.
- Support the development and implementation of administrative systems and processes to improve efficiency.
- Assist with organisational projects and policy development initiatives.
- Ensure all work is completed accurately, efficiently, and within agreed deadlines.
Governance & Compliance
- Support effective corporate governance through the coordination of Board and committee activities.
- Organise Board and committee meetings, including preparing agendas, papers, and supporting documentation.
- Attend Board and committee meetings, accurately recording minutes and ensuring timely follow-up of actions.
- Maintain accurate records and documentation in line with organisational requirements.
- Assist with GDPR compliance and ensure sensitive information is handled appropriately.
- Uphold the highest standards of confidentiality and professionalism at all times.
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Health & Safety Support
- Support the organisation's health and safety processes by maintaining records, completing routine checks, and responding to enquiries.
- Act as a first point of contact for health and safety administration.
Productions & Artistic Administration
- Draft contracts and correspondence for performers, agents, and creative personnel.
- Provide administrative support throughout casting processes for in-house productions.
- Assist with production-related administration, ensuring documentation is accurate and deadlines are met.
- Assist with child performance licensing applications and the preparation of chaperoning documentation.
Human Resources Administration
- Support the employee lifecycle, including onboarding, induction, and offboarding processes.
- Maintain accurate employee records and personnel files.
- Monitor and record annual leave and Time Off in Lieu (TOIL).
- Assist with HR projects, policy reviews, and process improvements.
- Handle sensitive and confidential HR information with discretion and professionalism.
What We're Looking For
We're looking for someone who enjoys working in a busy environment and takes pride in delivering exceptional support. You will have:
Essential Skills & Experience
- Experience working in a fast-paced administrative or office environment.
- Excellent written and verbal communication skills.
- Proven experience taking accurate minutes at Board or senior-level meetings.
- Strong organisational and time-management skills, with the ability to manage competing priorities effectively.
- The ability to work independently while remaining a collaborative team player.
- Advanced proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Teams, and SharePoint.
- A proactive and flexible approach to work, with a desire to improve systems and processes.
- Outstanding interpersonal skills and confidence communicating with colleagues and stakeholders at all levels.
- Excellent attention to detail and a commitment to confidentiality.
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Desirable Experience
It would be advantageous if you also have:
- Experience working within a theatre, arts, or cultural organisation.
- Knowledge of HR administration processes and best practice.
- Experience using HR, event-management, or organisational software platforms.
Our Expectations
As a member of The Customs House team, you will:
- Contribute positively to the organisation's overall success and objectives.
- Follow all organisational policies, procedures, and standards.
- Comply with GDPR and data protection requirements.
- Champion our commitment to Equality, Diversity, and Inclusion.
- Support our Environmental Sustainability Policy and ambitions.
- Participate in staff meetings, departmental discussions, and organisational initiatives.
- Act as an ambassador for The Customs House, protecting and enhancing its reputation.
- Engage in ongoing professional development and training opportunities.
- Undertake other reasonable duties that support the needs of the organisation.
How to Apply
Instructions for applicants:
To apply, please carefully read the role description and person specification before completing an APPLICATION FORM.
All applications should be submitted via email to kelly.anders@customshouse.co.uk – no later than 12 noon on Thursday 1 October.
Please note: we will not consider applications that are not submitted in this way, and we will not accept CVs in place of an application form.
Interviews will take place on Monday 12 October.
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