£31,500 – £33,500EntryFull Time
Department/Team: Business
Responsible to: People and Culture Director
Contract: Permanent
Location: Mix of home working and from The Old Vic, 103 The Cut, London, SE1 8NB – 3 days in the office and 2 days at home, you may be required to work more days in the office from time to time, to suit the needs of the business
Hours: Full-Time [40 hours per week, 10am - 6pm Monday-Friday. Including 30 minutes daily paid lunch break]
The Old Vic offers the ability to work these flexibly under the guidelines in our Hybrid Working policy. Additional hours may be necessary in order to fulfil the requirements of the post.
Salary: £31,500 - £33,500 depending on experience.
Benefits
Hybrid working for eligible teams and a company culture that promotes good work/life balance
Enhanced annual leave, starting at 25 days per year, increasing by one day per year up to 30 days (plus bank holidays). Opportunity to switch statutory bank holidays to mark a religious event or festival
Complimentary tickets for you and a guest to Old Vic preview productions
Discretionary invite to Press Night performances and parties
Free therapy from our therapy partner SelfSpace
Mental health support via our in-house Mental Health Champions
Salary sacrifice scheme with The People’s Pension and enhanced employer pension contributions
Festive day – one discretionary additional paid day off around the festive period for a collective pause
Time to volunteer – one day per year to support a charity or project of your choosing
Commitment to learning, education and development
Enhanced sick pay
Access to interest free travel schemes including Cycle 2 work and Season Ticket loans after your probation period
Family friendly policies and enhanced maternity/paternity/adoption/shared parental pay
All staff social events
Staff discount in Penny and The Old Vic bars as well as discounts in local bars and restaurants
Opportunities to get involved with staff clubs and working groups such as the Inclusion Working Group
Buddy schemes including New Starter and Parental buddies to support your induction and return to work after parental leave
Death in Service Benefit
Role Summary
The purpose of the People Coordinator is to provide seamless coordination of all employee lifecycle activities to all departments, outstanding customer service, support with ongoing People projects and contribute to the progress of the objectives under our People Plan.
Your Team
The People Coordinator sits within a small People team, comprising of a People & Culture Director and People Partner. The People team sits as part of a wider Business Team, led by Deputy Executive Director / Chief Operating Office, and including Inclusion & Access Lead, Executive Assistant, Associate Director of Special Projects.
The People Coordinator will work closely with all hiring and line managers across the business on a regular basis, in addition to external training and recruitment stakeholders where required.
Areas of responsibility
The People Coordinator will be responsible for:
Recruitment
Providing coordination and first line advice for our inclusive recruitment processes end to end, including advertising roles on job boards, scheduling interviews and room bookings, responding to candidate queries, pre-employment checks, providing feedback to candidates and maintaining up to date vacancy information on our systems
Overseeing the job requisition process, ensuring that budgetary approval is sought for each vacancy
Support with the benchmarking of salaries for new roles
Ensuring that recruitment and selection procedures are carried out in accordance with our Inclusive recruitment guidelines as set out in the Recruitment Guidebook and providing guidance to line managers to ensure an inclusive process
Maintain diversity data tracker for applicants, contributing to progress in line with our Belonging and Inclusion Strategic plan
Reviewing NPS data, candidate feedback and equality monitoring information held within our ATS
Ensure hiring managers are acting in line with our Disability Confident status. Working with hiring managers to provide constructive feedback to candidates
Act as a Team Tailor champion, troubleshooting/escalating any system functionality issues and providing guidance for new users
Maintaining full ownership of the Jobs inbox/chat function and answering any recruitment related queries from both candidates and managers
Requesting and drafting references where necessary
Employee Lifecycle
Keeping the new starter, leaver and staff changes trackers up to date
Maintaining right to work information for all staff and sending reminders as and when visa/right to work info is expiring
Drafting and sending all necessary new joiner paperwork (including a variety of contracts) and carrying out right to work checks, reference checks and DBS checks (where relevant), ensuring all contracts are reviewed by the People Partner
Coordinating IT starter forms and equipment for new joiners
Coordinating new joiner induction processes including arranging a buddy, ensuring all paperwork is completed and actioned/filed correctly and that new staff are welcomed and well orientated
Administration for all staff probation periods, job changes and leaver processes
Maintaining data accuracy on Cascade and Staff Savvy; acting as a system champion for both systems
Coordination of the quarterly Old Vic Welcome Days and evaluation of feedback for continuous improvement
Calculating holiday entitlements and pro-rating entitlements
Data analysis and reporting
Analysing basic workforce data and providing useful basic commentary and suggestions for recommendations for action
Running reports or key metrics from our HR systems i.e staff turnover
Supporting with analysis of data obtained from annual engagement survey Have Your Say
Ensuring equality monitoring data is held in according with GDPR and that it is collected in line with our policies
Any other ad hoc report/data requests as required
Training
Coordinating all mandatory and inclusion staff training sessions (virtual and in person), liaising with training leads to obtain all relevant training course information to be sent to candidates
Maintaining the Training Calendar and liaising with training leads to schedule sessions and sending calendar invites
Saving accurate attendance registers, flagging where there is repeat non-attendance
Administration of any training certificates, including sending these to candidates and filing on personnel files
Act as a Blue Lemon (Learning Management system) champion, ensuring all course details and registers are up to date
Sending feedback surveys to attendees of new training providers and evaluating final feedback
Administration
Closing down holiday years, calculating carryover and any ad hoc holiday entitlement calculations on our HR Information System, Cascade
Filing formal letters in personnel files
Creating a large volume of letters and contracts through use of mail merge
Tracking and filing H&S documentation in personnel files i.e DSE assessments
Conducting a contract/documentation audit of personnel files and right to work documents where required
Benefits administration and queries i.e cycle to work scheme, discount platform, wellbeing initiatives, pensions
Ensuring up to date staff lists for Press Night invites and Programmes
Tracking appraisals and completion reporting
Formatting documents in accordance with our branding guidelines
Seek and share best practice with our sector peers via the Arts HR Working Group
Other Duties
Supporting in any ad hoc project work I.e research, circulating papers, minute taking etc
Seeking to drive efficiencies and streamlining processes and people initiatives to enhance our people agenda
Keeping People manuals (Cascade, Team Tailor, Staff Savvy) up to date
Publishing updated documents, news or messages on the Intranet, Staff Noticeboard or News
Being the point of contact for internal and external queries received to the People and Jobs inboxes, flagging/categorising emails for HR team members and answering any general HR queries
Keeping all relevant HR databases and employee records updated
Making sure HR databases and employee records are deleted in accordance with GDPR and Data Protection Policy
Raising Purchase orders and processing invoices/payments with finance
Preparing monthly payroll summary for the Payroll Manager
Ensuring staff gifts are arranged for leavers or those on parental leave
Keeping up to date with legislation changes and working with the People Director to update company policies from time to time.
Supporting the People Partner on administration for any family or special leave processes.
Supporting the Inclusion & Access Lead in embedding processes contributing to the successful progress of objectives set within our Belonging and Inclusion Strategic Plan
Providing administration for internal communications and annual staff surveys, including evaluation of data.
Arranging ad-hoc social events including staff parties.
Providing support for the Mental Health Champions Group and our Self Space therapy partnership, supporting our wellbeing agenda and advising staff on any wellbeing initiative queries
Playing an active membership role in the Sustainability Working Group and advocating for sustainable people processes and operation
This is not an exhaustive list of duties and the Theatre's management may, at any time, allocate other tasks which are of a similar nature or level.
Person Specification
We are looking for an enthusiastic self starter keen to progress their HR career.
This role requires a high degree of attention to detail, data management and efficiency in managing multiple tasks at one time. We’re a small team of three, who work collaboratively on a varied workload. The role will suit someone who is excited by a dynamic environment and who has an eye for streamlining processes for efficiency as we seek to continuously develop and improve our processes. An ability to work with data accurately is essential.
This role will provide an excellent opportunity to work with staff across all departments and to gain an understanding of how the People team works alongside each team.
Essential:
Previous experience working in an HR administrative role
A strong interest in developing a career in HR
Excellent organisational skills and ability to manage multiple tasks simultaneously
Ability to prioritise own workload and work autonomously
Ability to work to deadlines
Demonstrable written communication interpersonal skills and an ability to maintain a professional tone at all times
Meticulous, with excellent attention to detail
Confident user of Microsoft Office, specifically Excel i.e able to create pivot tables, do a VLOOKUP, manipulate data and produce graphs, Word to format documents and Outlook
Sensitivity, confidentiality in dealing with personal and sensitive data and understanding of basic GDPR principles.
Evidence of high levels of customer service and stakeholder management
Commitment to equity and inclusion with the ability to balance differing needs
We use Team Tailor, IRIS Cascade and Staff Savvy – any previous experience using these systems or other Applicant Tracking Systems / HR Information Systems would be useful.
How to Apply
We understand that everyone is different and we want you to apply in whichever way you feel best shows your skills and experience. There are a range of ways that you can apply with us:
1. Sending a short video file of yourself (no longer than two minutes in length), detailing your experience, why you are applying for the role and what about working at The Old Vic interests you (have a look at the person specification in the job description).
2. Sending a short audio file of yourself (no longer than two minutes in length), detailing your experience, why you are applying for the role and what about working at The Old Vic interests you.
3. Completing our application form.
4. Uploading your CV and covering letter, explaining why you are interested in the role and working at the Old Vic.
As a Disability Confident employer, The Old Vic has made a commitment that all applicants with disabilities who meet the essential criteria for this job will be invited to interview. However in the event that we have a high volume of applications all of whom meet the criteria and identify as disabled, meaning it is not practicable to interview everyone, we may apply a weighting to the shortlisting criteria, or add an additional shortlisting stage before any interviews take place. In all cases we will take care to ensure that any criteria or weightings do not disadvantage disabled applicants.
All appointments are made subject to satisfactory references and proof of eligibility to work in the UK.
The Process
The recruitment process for this role will be two stages:
1st stage virtual conversation
2nd stage in person conversation
You may be asked to complete a work based skills assessment or challenge.
The closing date for this role is 16 March 2026. First Conversations are likely to take place w/c 16 March 2026.
Equal Opportunities
We actively support and encourage people from a variety of backgrounds, experiences and skill sets to join us and help shape what we do. We are particularly keen to receive applications from people of the global majority, LGBTQ+, neurodiverse and disabled candidates.
We may take positive action, in cases where candidates are equally qualified, to increase the employment of under-represented groups at The Old Vic.
In the event that we ask you to attend the theatre for a conversation and you are struggling financially, we may be able to reimburse you for any reasonable travel costs.
We partner with a range of inclusive organisations, to find out more please read our FAQs.
FAQs
Read our recruitment and selection and equal opportunities FAQs here.
