Reporting to the Venue Manager this role is responsible for; Supporting Ascot main helpdesk and CE management with administrative duties. Working on Event day as main helpdesk administrator for CE.

Key Responsibilities

➢ Assist the finalisation of indicative staff plan and assist in the preparation of staff rosters in Human Force IT System.

➢ Assist the Manager with staff briefings – (preparation of stand-by lists, information sheets etc.)

➢ Assist the Manager with staff applications and ensure that appropriate employee checks are done, application forms and other supporting documentation is finalised and forwarded to payroll.

➢ Assist the Manager by ensuing that the timesheets are completed by all staff accurately and that all timesheets are correctly entered into Human Force system database

➢ Assist the Manager with the processing of all purchase orders; job dockets are correctly entered into the finance system.

➢ Assistance for provision of adequate uniforms, laundry arrangements and ensure all uniforms are ready for distribution

➢ Arrange display of all site plans, white boards, event timetables and any relevant information to assist venue management and staff

➢ Set up Human Force system for biometric staff clock in and out processes

➢ Ensure all staff are signed on and issued with the correct uniform

➢ Ensure Area Supervisors and Manager are aware of any staffing issues

➢ Ensure all staff sign off at the end of their shift and return uniforms, radios and keys

➢ Ensure timesheets are completed accurately in Human Force system and passed onto payroll for processing according to the stated process

➢ Ensure all paperwork relating to hiring staff has been completed and passed to the HR/Payroll Department in a timely manner

➢ Ensure incidents/accidents which occur are reported on Atlas database.

➢ Operating the event day Help Desk when required, ensuring all information is correct and thoroughly followed through to completion.

➢ Answer phones and direct calls/take messages as required

➢ Distribute emails, post etc. as required

➢ Ensure data entry of Purchase Orders and Job Dockets daily

➢ Print event evaluations and staff assessments for distribution to Area Supervisors for close of the event

➢ Undertake client administrative duties similar to those described above

Client & Team Relationships

➢ Work closely with clients, attending daily and weekly catch-ups to align on expectations and address any concerns.

➢ Participate in Toolbox Talks and team briefings, ensuring key updates and policies are communicated effectively.

➢ Foster positive relationships with both internal teams and external stakeholders to deliver exceptional service.

Key Skills Required

➢ Proven experience in administrative support, ideally in the event/venue industry, or similar service related industry, in a client/contractor relationship.

➢ Experience and proven ability in the use of – o Microsoft Word o Excel

➢ Proven ability to deliver quality customer service both in-house and to clients

➢ Proven ability to work to tight timetables and resolve issues in a dynamic event environment

Essential Personal Qualities

➢ A proactive, positive attitude with a strong work ethic.

➢ Exceptional organizational skills and attention to detail, particularly in compliance and rostering tasks.

➢ Strong leadership and team management abilities, with a collaborative mindset.

➢ Excellent written and verbal communication skills.

➢ Ability to work effectively under pressure in a fast-paced, dynamic environment.

➢ Flexibility to work evenings, weekends, and public holidays as needed.

➢ Commitment to ongoing professional development and training.