Production Secretaries support Producers and Production Departments. In smaller studios they may also act as receptionists, answer telephones, and take on 'housekeeping', or office management, duties such as keeping the kitchen stocked, dealing with cleaners, keeping the first aid box, etc. In larger studios, the role may be confined to the needs of the Production Office. Some typing is involved, both on behalf of other members of the team and also for writing their own letters, notes, charts, etc. This can be, but is not always, an entry-level role.
Responsibilities
Production Secretaries' precise responsibilities vary depending on each Producer and each Production. They may be responsible for: regular administrative duties such as organising couriers and shipments; taking accurate messages; collecting and distributing time sheets; ensuring that invoices are authorised by the relevant people; liaising with the Accounts department; keeping the petty cash book; preparing and issuing standard employment contracts; checking stocks and re-ordering studio supplies; ensuring that support contracts for studio equipment are current and valid; helping to keep databases up to date; taking notes at meetings; and general secretarial duties.
Skills
Production Secretaries must be bright, responsive communicators, both in person and on the telephone. They should be able to prioritise, multi-task and use their own initiative. They must be numerate, literate and capable of composing their own letters. Good typing and general secretarial skills are required, but it is unlikely that shorthand will be needed. In all Animation techniques, both attention to detail and diligent follow up are vital.
Qualifications/Experience
No degree qualifications are necessary although this can be a good entry-level role for university graduates who want to work in the production department. Good IT skills are essential, and an interest in software programmes other than word processing can be helpful. In addition to standard packages, knowledge of spreadsheets and scheduling programmes, together with Photoshop, can be an asset.