Systems Assistant at Charcoalblue
Application closing date: 10 May 2025 8:00am
Based: London or Bristol
Salary: £26,250 - £30,000 per annum (subject to experience)
Position: Systems Assistant
Contract: Full Time
Website: charcoalblue.peoplehr.net
Job Description
Charcoalblue is widely regarded as the most exciting and innovative theatre, acoustics, and experience consultancy in the world. We specialise in the performing arts, live entertainment, media, technology, education, experiential, hospitality, workplace and cultural sectors.
We imagine, design, and deliver captivating spaces that entertain, educate, and transform individuals through collective experiences. Guided by listening, collaboration, and a passion for innovation, excellence, emotion, and theatricality, we strive to create extraordinary moments. Since our inception in the UK in 2004, Charcoalblue is now the largest organization of its kind, delivering projects to every corner of the globe. We operate as a cohesive and collaborative team with studios in London and Bristol in the UK, New York, Chicago, and San Francisco in the US, and Melbourne in Australia.
Description of Role
This is an exciting opportunity to join our global systems team, part of our Operations Team. As the Systems Assistant, you will report to the Director of Operations and provide essential support to Charcoalblue’s five Business Units and the Business Support Team. You will be providing support for the administration of Charcoalblue systems, including Project Information Management (PIM) System, ISO Quality Management System, and our Enterprise Resource Planning (ERP) system. Additionally, you will be responsible for supporting and maintaining our Health & Safety policies and processes, and ensuring and maintaining overall system and operational compliance. You are ideal for this position if you are looking to gain experience in a systems administration/data management role.
Key Responsibilities
- Support the Director of Operations with the delivery of several systems used across the business.
- Assist in the implementation, user support, and management of Charcoalblue systems including Project Information Management (PIM) System, ISO9001 Quality Management Systems,
- Coordinate and schedule annual reviews, internal audits, updates of system policies (Including our AI policy) and documentation.
- Support of general Health & Safety policies and processes, including CHAS – Health & Safety assessment & SSIP Compliance
- Managing policies relating to building regulations in alignment with the Building Safety Act and Construction (Design & Management) regulations 2015.
- Ensure system records are correctly maintained
- Assist with integrating the benefits of ISO9001 across the company
- Coordination with internal, regional Health & Safety representatives
- Respond to queries regarding compliance with the regulations
- Research into new tools requested by users from across the business
- Maintain our library of legislation, regulations, codes of practice, and relevant standards across all regions; Periodically check for updates & archive out of date regulations
This list is not intended to be exhaustive and may be subject to alteration over time.
- Professional experience in systems administration, data management, business operations support, or related field.
Desirable
- Understanding of ISO9001, Health & Safety compliance, or other regulatory frameworks.
- Basic understanding of project management principles is advantageous.
- Experience working within a professional services or design consultancy environment is preferred; interest or experience in the theatrical or experiential field is a plus.
Skills & Competencies
- Strong organisational and time-management skills.
- Excellent attention to detail and accuracy in handling data.
- Clear and professional communication skills for liaising with internal teams and external partners.
- Ability to learn and adapt to new systems and processes quickly.
- Proactive approach to continuous improvement and professional development.
- Ability to develop connections with colleagues and clients based on trust and inclusivity.
- Clear and persuasive communication when presenting ideas and negotiating outcomes.
- Creative thinking and problem-solving, evaluating multiple solutions.
- Demonstrated ownership and accountability in decision-making and task completion.
- Understanding of business functions, operations, and their impact on commercial success.
There is a three-month probationary period for permanent roles. We are currently working in a hybrid working model, with a minimum of one day per week in one of our UK studios (London or Bristol). Additionally, some site visits and project meetings may be in person, as required. We will provide you with the necessary IT hardware and software to enable you to carry out your role successfully in line with your duties.
Employee Benefits
- Charcoalblue’s annual bonus scheme, subject to the Partnership’s performance year on year.
- Charcoalblue’s pension auto-enrolment scheme.
- An allocation of live event tickets per month, offered to encourage you to immerse yourself in the live events industry as far as possible.
- A contribution to your home internet and home utilities to enable you to work from home effectively in line with our distributed working model.
- Upon successful completion of your second year, you will be eligible to join our Private Health Insurance plan, in line with our company policy.
- Other benefits are accumulative as you progress with the company.
Apply via charcoalblue.peoplehr.net