Summary
More Details
We are looking for an efficient and capable administrator to support the producing activities of the organisation. This essential role will support the administration of the Producing department and will enable the team to work efficiently and effectively by absorbing a layer of procedural and contractual operations for produced shows and projects. The role will involve close working with all members of the Producing Team and liaison with other departments, including Production, Finance and Operations. This role will also provide diary and PA support to the Artistic Director. This job is a great opportunity for someone starting a career in arts producing/management.
Main Duties & Responsibilites
- Act as the gate-keeper of the Artistic Director’s time by pro-actively managing their diary.
- Use relationships, judgement and understanding of the wider context to support the Artistic Director in their work, manage their diaries accordingly, challenging and pushing back with confidence if meeting requests are unclear or not necessary.
- Organising and attending meetings for the Artistic Director and Producers, taking minutes or notes and distributing information to relevant individuals
- Quickly navigate and understand artistic conversations to extract key messages and actions points – ensuring they are followed up with action owners and delivered on time.
- Politely deal with sensitive issues, pushing back on internal and external parties to ensure the Artistic Directors time is best allocated to the highest priority tasks.
- Assist with the ‘to do’ list of the Artistic Director, noting and monitoring actions and bringing value through assisting with completion of tasks.
- Manage the Artistic Director’s travel, accommodation booking, credit card and expenses.
- Meet and greet visitors and guests, provide refreshments and a great visitor experience on behalf of the executive team.
- Write external correspondence such as letters and emails.
- Assisting the Producers and Programming Coordinator in the drafting, issuing and recording of contracts and liaising with relevant agents for REP productions and visiting companies.
- Assisting the Programming Coordinator in communicating with visiting companies ahead of their performances and in updating the performance schedule.
- Communicating effectively between the Producing team, Production Department, Front of House, UVB and freelance creative teams.
- Maintaining efficient systems and processes for administration of the work undertaken by the Producing Team including PRS returns.
- Preparing expense forms and keeping records of income and expenditure against budget.
- Arranging travel and accommodation for artistic team members and visiting artists as and when required.
- Supporting the process of applying for child licenses for professional productions.
- Managing the theatre’s system for dealing with unsolicited scripts and approaches from artists.
- Maintaining appropriate filing and storage.
- Supporting the organisation of Press Nights by helping with invitations, managing RSVPs where required, allocating and distributing tickets.
- Booking appropriate spaces and resources for Producing Team programming and producing activity through the theatre’s Artifax event management system and liaising with system users in other departments of the theatre & Library.
- Actively working with the Artifax user groups to ensure appropriate use and development of the system.
- Collating data to inform Annual ACE data submissions and EDI collection, creating and developing databases of contacts and undertaking other similar administrative functions as and when required
- Participating in training activities as and when identified.
- Supporting the production of programmes, playscripts and any other publications produced by the marketing department.
Person Specification
You must have…
If you do not demonstrate that you meet all these criteria you may not be shortlisted.
- A keen interest in making theatre and the particular processes that it entails.
- Strong organisational and administrative skills.
- Planning and scheduling skills.
- Negotiation and problem solving skills.
- High standard of literacy and numeracy, and exceptional attention to detail and pride in the standard of your work.
- Positive and helpful attitude.
- Flexibility, initiative, dedication and commitment.
- Willingness to learn new skills and activities.
- Self-motivated, resilient and able to work un-supervised with an ability to self-organise and prioritise work.
- Ability to contribute as a member of a team.
- Excellent communication and interpersonal skills, with an ability to communicate on email, phone and in person with a wide range of colleagues, from junior staff to senior creatives.
- An ability to work well under pressure and to deadlines.
- Excellent time keeping.
- Confidence in using Microsoft Office software, including Word, Excel and Teams.
It’d be great if you had…
If we need to choose between candidates who meet the essential criteria, we may take these factors into account.
- Previous experience in a similar role.
- Some experience of producing theatre.
- Experience of running administrative systems in a busy office environment.
- Practical experience of the rehearsal and production process
Terms & Conditions
Period of Work: This is a permanent contract, subject to successful completion of a probationary period of 3 months.
Pay: £24,336 per annum (Assistant)
Hours: 39 hours per week. Some evening and weekend work will be required. We don’t encourage or expect over time, however, in the event that over time is worked, this may be taken as time off in lieu to be agreed in advance with your line manager.
Holidays: 20 days per year plus public holidays. The holiday year runs from 1 September to 31 August each year.
Notice Period: The notice period will be 4 weeks.
Location of Work: Your main place of work will be The Rep in Birmingham, but you may be required to work permanently or temporarily at other locations locally.
Organisation
