Department Administrator
ViacomCBS
London, UKThis was removed by the employer on 11/24/2017 7:55:00 AM PST
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Full Time Job
Job Title: Department Administrator
Department: Elephant House Studios
Location: Hawley Crescent
Reporting To: Head of Production
Contract: Fixed Term, 12 Months
Purpose of the Role:
In the role of Department Administrator, you will work closely with the Head of Production and Production Managers to ensure that the fast growing production department is effectively managed. You will protect the business by deploying and managing effective cost management and owning documents that are required by Viacom. You will work across all aspects of departmental administration, supporting the productions by acting as a key liaison for the Finance, HR and Payroll departments.
Key aspects of the role will include:
Payroll
• Management of the monthly freelancer payroll process
• Ensuring all production management teams & freelancers are aware of the Channel 5 payroll processes and all paperwork is submitted before the deadline
• Collating all freelancer invoices (average 150-200 per month) across all productions – ensuring all invoicing information matches the freelance tracker on Excel
• Point of contact for Payroll regarding freelancer invoice queries, and point of contact for freelancers with queries throughout the month
• Management of freelancer invoices and holiday pay calculations for development and unassigned production management teams
Finance
• Super User of SAP Market – creating logins and training all new starters who require Market access (Production Managers, Production Coordinators and Production Secretaries)
• Point of contact for any Shopping (raising POs) or Travel & Expense queries in the department
• Liaising with the Production Accountant and Finance Administrator to ensure that all open PO queries are resolved on a monthly basis, reporting to Finance Head Office in Budapest
• Point of contact for queries from Channel 5 Finance and Global Business Services teams (Budapest and Tennessee)
• Point of contact for all invoice queries for external suppliers
• To assist with reconciliation of company credit cards
• Third party contact for all corporate cards, calling CitiBank to authorise transactions
HR
• Issuing freelance engagement forms, relevant tax/payroll forms and new starter packs
• Raising passes for all new starters and meeting them on their first day
• Holding weekly inductions
• Communication of all visitors and new starters to Security and Reception
• Completing IT new starter forms and checking logins work at designated computers
• Updating desk plans
• Liaising with the Head of Production to organise suitable desk arrangements
• Update the new starter pack and production management bible
• Update and manage the centralised staff chart
• Update and manage the contract database, chasing unsigned contracts and missing RTW checks
General
• Updating the Elephant House Studios website to ensure that all content is relevant and accurate
• Liaising with the relevant Press departments to ensure that information about our slate is accurate and up to date
• Point of contact for Facilities department (Security, Reception and Office Services) regarding new starters, office issues e.g. storage, office décor etc.
• Management of the Ground Floor Meeting Room calendar
• Organisation of in-house events and Christmas parties
Experience & Knowledge:
• Practical experience in a TV Production environment, preferably with prior exposure to financial roles
• Able to implement and enforce the administration for the Production department
• Excellent interpersonal skills
Competency Requirements:
• Highly numerate with the ability to monitor financial records closely, with a keen eye for detail
• Excellent communication skills with demonstrable experience of effective working within a team
• A high standard of computer literacy
• Self-motivated and enthusiastic
• A positive can-do attitude
• Ability to apply structure and logic within a fast-moving production environment