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Job description

THE EMPLOYER IS: IGNITE SFX The Administrative Assistant will support the SFX Supervisor and SFX Department Head in the planning, logistics, and execution of practical special effects on set and in the workshop. This role is crucial for ensuring the smooth, safe, and efficient operation of the SFX department, providing an opportunity to learn both the technical craft and the administrative coordination necessary for high-level film and television production. The Administrative Assistant will receive direct mentorship from the SFX Supervisor and Department Head, offering a clear path to understanding the technical and administrative requirements for becoming a full Administrative Assistant. Candidates will have the opportunity to learn a multitude of skills including; 1. Digital Record Keeping: Mastering how to log and track specialized equipment and materials across a long-term project. 2. Procurement & Sourcing: Learning how to find niche materials, negotiate prices, and manage the purchasing process. 3. Financial Reporting: Understanding how a film department budget works and how to reconcile expenses. 4. Logistics Coordination: Scheduling the movement of goods and people between the workshop, the set, and external vendors. 5. Compliance Administration: Learning the specific paperwork required for high-risk film departments, such as safety permits and insurance forms. Opportunities may be provided to participate in specialised training courses (e.g., pyrotechnic safety, working at heights, specialised equipment operation) as part of career development Training & Growth. This role may require intermittent travel for location scouting, out-of-town prep, and on-location shooting, which may include overnight stays.

Responsibilities

• Prepare and distribute the department's daily documents, including call sheets, schedules, and progress reports.
• Collect, organize, and scan receipts and invoices; update the department budget tracker to ensure spending is logged correctly.
• Maintain a digital and physical log of all equipment, chemicals, and tools; flag when supplies (like smoke fluid or stationery) are running low.
• Contact suppliers to get price quotes, place orders for materials, and coordinate delivery or pickup times.
• Manage the department’s digital folders and physical filing system, ensuring Risk Assessments and safety permits are easily accessible.
• Monitor department emails and act as the main point of contact for the Production Office regarding schedule changes or travel logistics.
• Keep the office area of the workshop tidy and ensure all safety signage and compliance posters are up to date.
• Maintain an extremely high standard of cleanliness and organisation within the SFX workshop and storage areas. This includes sweeping, mopping, trash disposal, and ensuring clear access ways.

Skills and Qualifications

Essential Skills

• GCSE’S or equivalent.
• Exceptional attention to detail, strong organisational abilities, and proven time management skills
• Excellent verbal and written communication skills; ability to interact professionally with all levels of production personnel.
• Familiarity with Microsoft Office Suite (Excel, Word) or Google Workspace. Experience with production management software is a bonus.
• Must demonstrate a serious commitment to set safety protocols and procedures.
• The film and television industry operates at a rapid pace. Candidates must be comfortable working under strict deadlines and managing pressure during active production periods.

Desirable Skills

• Previous experience in an administrative role is desirable.
• Prior experience as a Set Production Assistant (PA) or department coordinator in a film, television, or large-scale live events environment.
• Current certification or formal training in set safety, first aid, or occupational health and safety (e.g., IOSH or OSHA certifications).
• A basic working knowledge of practical SFX equipment (e.g., wind machines, smoke generators, rain rigs) or general mechanical/electrical principles.
• A clean, valid driver's licence (or relevant class license) and proven experience driving production vehicles (vans, trucks).
• Knowledge of common vendors, suppliers, and rental houses specific to the SFX industry in the local region.
• Proficiency in a second language, which may be beneficial for international shoots or diverse crews.

Further Information

The Employer is: IGNITE SFX JobStart Opportunity - Working Hours Information - Standard Hours: up to 25 hours per week. - Flexible/Reduced Hours: May be available upon approval by a Work Coach. - Additional Hours: The employer may offer extra hours depending on availability. This should be discussed directly with the employer before starting employment. The job advert may end before the closing date if requested by the employer.

Application Information

JOBSTART IS OPEN TO WORKING AGE BENEFIT CLAIMANTS WHO ARE DEEMED ELIGIBLE BY A WORK COACH. If you are on Universal Credit, please contact your Work Coach via your Journal. If you are in receipt of any other working age benefit, please contact your local Jobs & Benefits Office on 0800 001 5782.