Publishing Administrator

Job Description

Reporting to: Managing Editor

Location: 5th Floor, HYLO, 105 Bunhill Row, London, EC1Y 8LZ

Working pattern: Hybrid - minimum of two days per week in the office; up to three days per week working from home

Department: Children’s Trade

Salary: £28,860 per annum

General Summary

An exciting opportunity has come up in the Children’s Trade team for a proactive and well-organised administrator, who will provide support to the creative teams, sales teams and Managing Editor. Enthusiasm and passion for books is essential, with previous publishing knowledge an advantage. More importantly we’re looking for someone with keen admin skills, an eagerness to learn, a positive attitude and a willingness to contribute and improve our admin offering.

Although this role sits in the publishing team, this is an administration role, which will offer insight into, and the chance to influence and improve, the operational side of running and supporting a busy publishing department.

The role is varied but primarily follows a set of required weekly tasks to ensure the smooth running of the various children’s imprints.

Key responsibilities

• Set up works and editions on Biblio.
• Ensure metadata is input and correct for both front list and backlist titles in time with our sales patterns.
• Work closely with key stakeholders to improve and manage our data, ensuring it is applied in a timely manner and is working effectively.
• Oversee creation of title information sheets, managing the approval process, and taking in amends.
• Prepare weekly progress reports for each children’s creative team.
• Attend and take notes at the weekly progress meetings.
• Follow up actions from the weekly progress meetings.
• Oversight of schedules.
• Liaise with co-edition sales teams to coordinate ‘other language’ version scheduling.
• Support Managing Editor in the creation and monitoring of sales material lists, in line with key sales events throughout the year.
• Oversee supply of external sales material.
• Oversee preparation of weekly acquisition and sign off meetings material.
• Invoice processing and raising purchase orders.
• Maintaining the accuracy and usefulness of Biblio.
• Investigate and instigate efficient ways of working across the team, including available AI support tools.
• Meeting admin including managing bookings and invites, updating and filing meeting documentation.
• Ad hoc administrative duties.

Skills and Experience

• Exceptional organisational and administrative skills, with a methodical approach to managing documentation, records, and routine processes.
• Ability to work in a structured, process-led environment.
• Ability to multi-task and prioritise effectively.
• Attention to detail (accuracy in communications, documents and data input).
• Proven administration experience (preferably in the publishing industry).
• Ability to show initiative and suggest process improvements to maximise efficiency across teams.
• An enthusiastic, proactive team player with an adaptable approach.
• Strong communication skills, with confidence to liaise with staff at all levels.
• Experience working with BiblioSuite would be preferable, or use of other publishing management software.
• Proficient in Microsoft Word, Excel, Teams, PowerPoint.
• And last but not least, a passion for books!

Company Benefits

• Private health insurance
• Holiday purchase scheme
• Contributory pension scheme
• 28 days holiday plus bank holidays
• Lively social committee hosting regular events
• Group Life cover - including 24-hour GP service
• Company-funded gym membership for all trade staff
• Comprehensive staff training and mentorship programmes
• Flexible working and flexible hours from day one of employment
• Additional holiday allowance accrued for long service – and a full bonus week of holiday to celebrate your 10th year at BBUK
• Enhanced family leave - with equal six months’ paid leave for all new parents
• Employee assistance programme available to all employees and their families
• Dedicated volunteering hours each year to support charities promoting literacy and reading for pleasure
• Cycle to work scheme with bike storage and changing facilities on-site at our London HQ
• Wellbeing programme and daily benefits such as fresh fruit and porridge in the office

If you are interested in this role, please apply via our website. We look forward to hearing from you.