Creative Skillset is the Creative Industries’ skills development partner. We work with and for industry to improve productivity, creativity and employability – primarily across TV, film, VFX, animation and games – through targeted skills development from education to executive level. Trainee Finder AdministratorFixed term – 2 years, with opportunity for extension Full-time (40 hours per week)£22,000 pro rata + company benefitsApplication deadline: midnight, Wednesday, 21 February 2018We are looking for an experienced, proactive, diplomatic and highly organised Trainee Finder Administrator to take on this broad and busy role. The Trainee Finder Administrator will have proven experience in working within a busy production environment in HETV or Feature Film and understand production processes. The candidate should also have experience working a small team, managing a busy workload as well as an experience of working in customer facing role, providing high standard of customer care.The successful candidate will have appositive/’can do’ attitude, have proven experience of office administration and understanding of processing financial and confidential information, as well as being an excellent communicator. We are seeking someone who could follow the processes and have significant attention to details, ensuring accuracy at all times.To apply, please submit your CV and a cover letter (addressing your suitability to person specification) by the deadline above and stating the job title in the subject line.Please note that it is your responsibility to ensure that your application is received by us on time.Interviews are expected to take place during week starting on 5 March (subject to change).Successful applicants will be contacted for interview as soon as possible after the application closing date. Creative Skillset is committed to diversity and equality of opportunity in all aspects of our work.JD:Job context:Trainee Finder is a key service that Creative Skillset provides and is one of the best-known and most widely accessed programmes by HETV and Film levy-paying productions. Trainee Finder places a cohort of carefully selected trainees with productions to learn on-the-job, with these placements being subsidised by the production levies. The Administrator is responsible for supporting both the Film and HETV Trainee Finder teams, ensuring that: associated paperwork, particularly placement invoices, training plans and trainee contracts are processed and maintained to the highest standards, enquiries are dealt with promptly and professionally, and systems are run and maintained efficiently.  They will also help to gather reporting information, as well as assisting with wider activities such as trainee recruitment, promotional activity and supporting other levy-backed programmes and other administrative duties as needed, to help ensure the smooth running of the service. The administrator is a key role in ensuring the smooth running of and all aspects of Trainee Finder and requires a proactive and customer facing approachKey responsibilities:·        Be the first point of contact for all general phone and email enquiries related to Trainee Finder, dealing with them in a professional and timely manner·        Ensure contacts are kept up-to-date on the CRM system·        Utlise experience gained in a HETV or Feature film production environment to actively engage at the appropriate departmental level to ensure issue of and receipt of all required paperwork.·        Create and distribute all paperwork including contracts for Trainee Finder placements·        Respond to individuals enquiring about applying for Film and HETV trainee finder, providing accurate and clear information ·        Check all contracting and reporting documentation is received as required and passed to the relevant Trainee Finder team member for approval·        Follow up outstanding paperwork, such as contracts and payments if not received on time or inaccurate·        Organise internal Film and HETV meetings when required – provide minute taking when requested·        Book venues as instructed for pastoral care training and induction days, and providing administrative support at the inductions and training days when required·        Book in pastoral care training for trainees and ensure places are filled, follow up with trainees to track value of the training and provide feedback to the Trainee Finder teams ·        Process invoices and trainee expenses claims for reimbursement efficiently, reviewing for accuracy·        Following up invoices if not received on time.·        Process data requirements for the Trainee Finder teams, including supporting the monitoring and tracking process·        Work with HETV and Film collegues to track outcomes and longer term individual career succession of individuals taking part in Trainee Finder·        Run financial and database reports for Trainee Finder outcomes when required ·        Ensure Trainee Finder and related sections of Creative Skillset’s website and Hiive are up to date, creating a positive and accurate experience for users·        Support Trainee Finder promotional and training activity on social media ·        Support external event delivery on site including all associated administration ·        Work across the Film and HETV departments to seek out opportuniuties to work more effectively and collaborativelyThis job description is not intended to be either prescriptive or exhaustive. It is issued as a framework to outline the main areas of responsibility at the time of writing. Essential skills and experience ·   Proven experience of office administration ·   To have experience of working within a busy production environment in HETV or Feature Film and understand production processes.·   Experience of working in a small team and managing a busy workload, with competing priorities·   Experience of following processes that require significant attention to detail, ensuring accuracy at all times·   Experience of working in a customer facing role, providing a high standard of professional customer-focused service·   Experience of inputting and reporting through databases·   Understanding of processing financial and confidential information·   Ability to be discreet, patient and supportive with service users·   Adept at utilising social media for marketing ·   A positive and ‘can-do’ attitude