Operations Executive (Contracts Department), Hachette UK
Who we are and what we do
Hachette UK is a leading UK publishing group. The group is made up of ten autonomous publishing divisions and over fifty imprints with a rich and diverse history. Hachette UK is owned by Hachette Livre, the world’s second largest trade and educational publisher, and also has subsidiaries in Australia, New Zealand, Ireland and India as well as working closely with our sister company in the USA, Hachette Book Group.
Our publishers Headline, Hodder & Stoughton, John Murray Press, Quercus, Bookouture, Little, Brown and Orion publish award-winning fiction and non-fiction; Hachette Children’s Group publishes a wide and vibrant range of books for children across many age ranges. Octopus publishes a distinctive array of illustrated books under a variety of imprints including the well-known Philip’s maps & globes, and Hodder Education is a market leader in resources for both primary and secondary schools. Hachette UK Distribution provides distribution services to all Hachette publishers and a number of third party clients.
The Contracts Department comprises a team of 19 who handle approximately 3000 contractual paperwork requests per annum. This includes author contracts, subsidiary rights agreements and other contractual paperwork such as amendments and contributor agreements. The Operations Executive will support all parts of this Department as well as provide some support for the Legal Department which comprises a team of 5 lawyers who handle legal disputes, compliance matters and complex contracts across the Hachette UK group of companies. The Operations Executive supports these Departments to power creative success by being technical experts and commercially sound partners to the HUK business.
What you’ll be doing
Reporting to the Legal (Business Affairs) Director the Operations Executive will work across the Contracts Department to:
- Processing the signature of contractual paperwork handled by these Departments (primarily via Docusign);
- Storing electronic versions of contractual paperwork;
- Recording details of contractual paperwork to Biblio;
- Reporting progress of contractual paperwork on a log/tracker, running reports and analysis;
- Responding to queries from the Department and wider business on the status and location of contractual paperwork;
- Liaising with Finance and Royalties teams to ensure the timely payment of advances and fees due on signature of contractual paperwork;
- Liaising with Editorial Operations teams to ensure data consistency and process efficiency;
- Managing and supporting special projects as required (e.g. onboarding of contractual paperwork for new imprint or company acquisitions, participating in IT and infrastructure projects on behalf of the Departments, designing and implementing technical process solutions for the Department).
Who we’re looking for
- Proven experience in data management role, ideally in publishing
- Experience of building and using reporting systems and structures
- Experience collaborating with IT professionals on project delivery is desirable.
- Advanced skills in Microsoft Office 365 (including SharePoint, Teams, Access)
- Knowledge of, or aptitude for, relevant applications/systems. Prior knowledge of Biblio and Alliant would be highly desirable
- Numerate and commercially aware
- Excellent standard of written and spoken English
- Ability to communicate and build positive working relationship with contacts at all levels
What we offer
This role is part of an experienced team in a creative and dynamic working environment. There is room for professional development within the role and, as part of Hachette, you will benefit from an extensive training library and development schemes such as networking and mentoring.
The role is based at our London office with flexible working available to all candidates.
Hachette employs people on the basis of their abilities. We aim to attract and develop talent from a base as broad as the world of readers we want to reach, with a wide and representative range of age, faith, disability, race, gender, sexuality and socio-economic, regional and cultural backgrounds.
If you are shortlisted and need us to make any adjustments to help you attend for interview, please let us know.