Event Resourcing Administrator

Our Bars Division are looking for an enthusiastic individual to join our team. This individual will be responsible for providing accurate and meticulous administrative and financial support to the Resource team and wider Bars team; ensuring the smooth and efficient performance of the department and quality service to staff, suppliers and stakeholders. Ensure that the full life cycle of each event is administered and reported accurately. This role would be ideal for an individual with previous payroll experience.

Location: Gloucester and various UK event sites

Contract- Permanent- Full time

Hours of work- 8am- 4pm

Days of work- 5 in 7 days per week

MAIN DUTIES AND RESPONSIBILITIES 

General

-Provide a high quality, professional response to all telephone and email enquiries;

-On behalf of the Client Director, maintain Bars event schedule and project codes;

-Maintain weekly hours records for Bars team members, authorised by line managers;

-Collate Bars team annual leave, TOIL and sickness, passing required information to HR;

-Maintain administrative structure of Bars shared drive (O Drive);

-Support Line Managers and Senior Management where necessary on an administrative level to include taking Minutes;

-Undertake general administrative tasks including data entry, filing and archiving;

-Other duties required from time to time for the smooth running of the business;

-Maintain the Bars training matrix

 

Preparation

-Maintain Resourcing databases, auditing regularly to rectify anomalous data;

-Maintain the EPOS operators database;

-Record the pre-event costings at appropriate monthly intervals.

 

Delivery

-Provide administrative support to the Resourcing team, to include support with travel, accommodation and food bookings;

-Accurate and timely data entry of all temporary staff timesheets;

-Capture all Resourcing expenses costs (food, transport, accommodation and uniform);

-Process payroll for both casual and fixed term members of staff;

-Provide information on Payroll to the Finance team for reporting on Finance Packs;

-Create and maintain Resourcing reports, including collation of all Staffing financial data within a central report, presenting when required to Senior Management all data regarding Resourcing budgets and KPIs to enable analysis;

-Monitoring and reporting of all Resourcing budgets and KPIs with Head of Resourcing, ensuring all forecasts are signed off within specific margins and time frames and all accurate information is reported to the Finance team;

-Where possible, provide live cost reporting and EPOS analysis during events, providing reactive solutions to reduce staff labour costs;

-Analyse EPOS staffing data to monitor staff performance and efficiencies, producing reports when required with relevant statistics to identify key staff and potential training needs;

 

Post Event

-Efficiently record and investigate all pay queries;

-Manage the Resourcing department’s credit control through regular communication with suppliers, accurately raising all Resourcing purchase orders and invoices;

-Manage Bars team expenses, ensuring compliance with policies and timeframe and line manager authorisation is achieved before submission;

-Update the post event staffing report, EPOS report and KPI matrix.

In return for your hard work, we offer a generous 28 days holiday allowance plus bank holidays on top, life cover, income protection, company matched pension scheme. As well as a fantastic, fun working environment with fortnightly team lunches and regular social activities, plus the opportunity to be involved in some of the UK’s most prestigious sporting events and festivals.

For the full job description, click here.

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