Head of Operations

Job title: Head of Operations

Business unit: Operations

Reports to: Operations Director

Responsible for:

Theatre Managers (currently x 6)

Relief Managers

Relief Technicians

Operations Coordinator

Reception Team (Maiden Lane)

Key internal contacts:

Head of Customer Experience

Executive Director

Head of Buildings

Buildings Manager

Technical Production Consultant

Technical HODs

Head of Finance

HR Manager

General Counsel

Key external contacts:

Westminster Council

Metropolitan Police

London Fire Brigade

Society of London Theatres

Health and Safety / Specialist Consultants

Contractors

About Nimax Theatres

Owned by Nica Burns and Max Weitzenhoffer, Nimax Theatres is an entrepreneurial and innovative organisation, which owns and operates six theatres in the heart of London’s West End – the Apollo, Duchess, Garrick, Lyric, Palace and Vaudeville and will soon open its seventh theatre Soho Place on Charing Cross Road.

Our theatres currently have a combined nightly capacity of 5,000 seats and, in addition to hosting some of the UK’s most critically acclaimed and successful plays and musicals, present a busy and varied programme of comedy, concerts and children’s theatre.

We are a unique, diverse, loyal, family team founded on respect.  We are here to put on great shows that people want to come and see, and deliver a fantastic experience in beautiful buildings.

About the role

Reporting to the Operations Director and based at our Head Office at Maiden Lane in Covent Garden, the Head of Operations is a key management role in supporting the Operations Director leading our team of Theatre Managers and has responsibility for the successful day-to-day management of all Nimax’s venues and offices.

Key duties and responsibilities

THEATRE STAFF MANAGEMENT

• Under the leadership of the Operations Director, to support and provide day-to-day line management to the Theatre Managers, the Operations Department and Relief Managers/ Technicians.
• To assist the Operations Director in recruiting the Theatre Management and Technical Teams.
• To be responsible for overseeing the accurate administration of the weekly payroll for theatre staff, the correct apportionment of costs associated with theatre operations and the timely and accurate recharging of overtime and additional costs.
• Ensure there is a roster for the Theatre Management and Relief Technical teams and oversee staff deployment to meet the operational needs of the business and maximise effectiveness.
• To be responsible for managing and administering staff training programmes as identified by the Training Needs Analysis or as otherwise determined by the Operations Director in response to business needs, ensuring that appropriate records are kept.
• To ensure that the theatres operate in line with the terms of the SOLT / BECTU agreement.

HEAD OFFICE STAFF MANAGEMENT

• Ensure the reception is adequately staffed through the full time reception team (and cover as required).

• Support and provide day-to-day line management of reception staff to include holiday requests and management, HR enquiries / issues and training / wellbeing.
• Regularly review reception duties and procedures to maximise output and maintain the ‘public face’ of the Head Office.

INCOMING PRODUCTIONS

• To attend Pre-Production Meetings and provide support and advice to incoming producers, promoters and hirers as required.
• To work with the Theatre Managers, Head of Experience and technical Heads of Department to develop proposed staffing levels for each production for consideration by the Operations Director, ensuring that staff costs are controlled and calls to work are structured such as to maximise efficiency.
• To prepare and distribute show financial information including staffing levels and special arrangements as required.
• To act as a gatekeeper for the processes for recording the condition of the theatres, approval of building modifications and reinstatement upon change of show.

IT

• To communicate and administrate the IT requirements of Nimax Theatres and, where necessary, visiting companies to the Nimax IT service provider.

HEALTH, SAFETY AND COMPLIANCE

• To be responsible for ensuring that the theatres operate in accordance with Company policy (including but not limited to the Health and Safety Policy and associated Management Arrangements) and Standard Operating Procedures in conjunction with the Operations Director.
• Ensure all office sites operate in Company policy (including but not limited to the Health and Safety Policy and associated Management Arrangements) and Standard Operating Procedures in conjunction with the Operations Director.
• To be responsible for ensuring that the Theatre Managers develop and implement suitable and sufficient risk assessments and operating procedures and keep adequate records.
• To be responsible for identifying safety-related issues arising in the theatres (including via site tours, staff meetings, daily Show Reports, accident, incident, near miss and undesired circumstances reports) and ensuring that appropriate action is taken.
• To be responsible for reviewing all Accident, Incident, Near Miss and Undesired Circumstance reports across the group and oversee the investigation process and review all investigations; to track trends and report to the Operations Director on a quarterly basis. To file RIDDOR reports on behalf of the group as required.
• To be responsible (through delegation to the Operations Coordinator) for maintaining accurate records relating to statutory compliance (inspections) across the group, providing regular reports to the Head of Buildings and Operations Director.
• To be responsible for overseeing the management of internal safety audits, fire risk assessments, working at height and other external safety reviews such as to ensure that they are conducted in a timely fashion and the findings are recorded and acted upon.
• Through the appointed Designated Premises Supervisors, to ensure that the theatres operate in accordance with the conditions of their Premises Licences.
• To be responsible for ensuring that each theatre is registered as a food business establishment and that suitable controls are in place in relation to food safety.
• To assist the Operations Director in the management of security contracts and external safety / specialist consultants.
• To develop, implement and review Management Arrangements, risk assessments and standard operating procedures as required by the Operations Director and the wider Company.
• To act as a First Aider.
• To act as Designated Premises Supervisor as may be required by the Operations Director.
• To fulfil duties as set out in the Health and Safety Policy and associated Management Arrangements.

OPERATIONAL MANAGEMENT & ADMINISTRATION

• To contribute to the development of appropriate policies and procedures such as to ensure a consistent, high standard of service delivery both front and back of house across the group (working with the Head of Experience where relevant) and monitor their effectiveness and the performance of each theatre.
• To be responsible for the implementation and ongoing monitoring of suitable controls, checks and balances, including in respect of cash control and reconciliation, stock management, float checks.
• To manage contracts and suppliers including but not limited to IT, cleaning, pest control, food and beverage, office and catering equipment and consumables for both theatres and offices, ensuring best value for money and assisting the Operations Director and Head of Experience in running tender processes as appropriate.
• To ensure that the Theatre Managers maintain appropriate control of costs.
• To ensure that invoices are correctly coded and authorised on a weekly basis.

GENERAL

• To deputise for the Operations Director as or when required.
• To be responsible for identifying and undertaking training and development as required to meet business needs.
• To always act in the best interests of Nimax Theatres Limited and in line with all company policies.
• To represent Nimax at appropriate industry bodies as required (including but not limited to TOSCA and SAGE).
• To undertake any other duty commensurate with the level of the post as may be required by the Operations Director.

PERSON SPECIFICATION:

Essential.

• Proven experience in similar or related role.
• Proven excellent organisational, scheduling and administrative skills
• Excellent and proven understanding of budgetary management
• Experience of implementing company policies consistently
• Experience of managing third party supplier contracts
• Excellent computer skills in Word and Excel.
• A good understanding of workplace IT systems.
• A flexible approach to the delivery of duties and must expect to occasionally work outside of normal office hours across the Theatre group.
• A formal H&S qualification (Minimum IOSH Working Safely)
• Personable, approachable and always highly supportive of line managed staff
• Attention to detail and a natural desire to always achieve the best results.
• Excellent time management skills

Desirable:

• First Aid qualification
• Personal Licence
• Experience of EPOS systems.
• Knowledge, understanding and /or experience of arts or entertainment venue operations.
• Understanding of staffing within a Union collective agreement
• Experience within the entertainment industry

Nimax Theatres Limited is an equal opportunities employer. We value diversity and are committed to creating an inclusive environment for employees, job applicants and customers alike. We actively encourage job applications from all backgrounds.

Deadline for applications: Sunday 8th May

We reserve the right to close the application process early if we receive a very high number of applicants so interested candidates should please apply asap. If you have not heard from us within 14 days of the deadline please assume you have not been successful on this occasion.