Department/Team: Production
Hours: 40 hours per week from 10am to 6pm, inclusive of breaks, Monday to Friday although additional hours will be necessary in order to fulfil the requirements of the post
Location: The Old Vic, The Cut, London, SE1 8NB
Salary: £26,000 to £26,780 per annum
Duration: Full time, permanent contract
Responsible to: General Manager
The team
The Production team includes the Director of Producing, General Manager, Associate Producer, Production Coordinators, Production Assistants, Casting Coordinator, Executive Assistant to the Artistic Director as well as our Technical team, including the Production Director, Deputy Production Manager, Head of Stage, Head of Electrics, Head of Wardrobe, Deputy Heads of Stage, Deputy Head of Electrics, Deputy Head of Sound, Deputy Head of Wardrobe, Lighting Technician and Stage Chargehand.
Purpose of job
The purpose of this post is to provide exceptional administration support to the Production team, particularly supporting Director of Producing and General Manager, along with the Production Coordinators on the administration of productions.
The role
This role provides an excellent opportunity to be a part of a dedicated and hard-working team, delivering a range of productions in one of the world’s most vibrant and illustrious theatres. We are looking for someone who couples brilliant organisational skills with a love of theatre and will be an adaptable and personable team player.
The successful candidate may come from a similar role, or they may be looking for an entry into the arts and possess both an enthusiasm for theatre and good administration skills. They will be a strong communicator, flexible and adaptable, calm under pressure, enjoy being busy, be comfortable working in a non-conventional yet exciting environment and have a good sense of humour. They will also have excellent attention to detail and strong time management skills, be numerate and confident with all Microsoft packages (Word and Excel in particular, and preferably Outlook), be able to deal with confidential information and be comfortable adapting to changing priorities.
Areas of responsibility
Administration
- Arranging appointments and meetings internally and externally for the team, including booking meeting space as needed.
- Servicing meetings or make arrangements for meetings to be serviced as required.
- Organising travel, produce itineraries, book tickets, and arrange accommodation and per diems for the Production team as required.
- Typing letters, reports, notes and memoranda from dictation and written drafts.
- Maintaining and managing the team’s filing and archiving system.
- Managing the day-to-day running of the Production office space, in particular resource management and hot-desk requirements, ensuring that it is always safe, clean and presentable, order stationary and other equipment as necessary.
- Liaising with The Old Vic’s Theatre Operations office on any IT and telephone requirements or issues.
- Ensuring all new starter paperwork is completed and returned to HR, including right to work checks.
- Being familiar with and keeping abreast of changes to relevant union agreements including, British and American Equity, Broadcasting, Entertainment, Communications & Theatre Union (BECTU) and Musicians Union (MU) and the Society of London Theatres (SOLT), making sure that the Production team and the HR Associate Director are kept up to date with all and any changes and new rates, policies and regulations.
- Being familiar with and keeping abreast of pensions policy and changes.
Finance and Payroll
- Supporting the Production Coordinator, General Manager, Production Manager, Company Stage Manager and HR team on the efficient and accurate administration of the payroll for technical staff, cast and stage management.
- Coding and match monthly credit card receipts and statements and submit them to Finance.
Budgets and Accounts
- Overseeing and maintaining the production running budget each week.
- Ensuring that freelance staff invoices are processed smoothly and efficiently, keeping the Production Coordinator, General Manager and agents regularly informed of any delays or issues.
- Monitoring and arranging sign off of weekly petty cash returns from the Company Manager.
Contracts
- Preparing contracts and new joiner paperwork for all actors, stage management and production staff as required.
- Managing storage and filing of all written agreements in a secure, accurate and logical fashion and ensure only the relevant staff have access to such agreements as needed.
Press and Marketing
- Under the direction of the Production Coordinator manage the delivery of the press night process, on guests lists, invitations, seating plan and delivery of the evening – in conjunction with the box office, events, marketing and press team
- Provide all relevant show information, including managing cast and creatives biography sign off to the marketing and press teams as required
- Setting up and run the house seat book for all productions in consultation with the Box Office.
- Assist the Production Coordinator with press & marketing requests for content and access to the cast and creative team
- Attend weekly Marketing meetings
Production
- Keeping the cast and creative team contact list up to date.
- Preparing and distributing show contact sheets and photo sheets.
- Organising travel, produce itineraries, book tickets, and arrange accommodation and per diems for artists as required.
- Tidying the Stage Management office after each production ends and ensure it is welcoming and presentable for the following production.
- Archiving show bibles returned after each production ends.
- Assisting with the pastoral care of creatives, actors, production staff, freelancers and The Old Vic Theatre Company staff including managing the Green Room, ensuring that it is always stocked, safe, clean and presentable.
- Under the guidance of the Production Coordinators, booking audition and rehearsal spaces (internal or external) as needed.
- Attending rehearsals, production meetings, technical rehearsals, previews and performances as required.
- Sending welcome packs and scripts to cast and creative team members as required.
- Arranging Press Night gifts for company members
- In conjunction with Production Coordinator, coordinate the guest list, ticketing and smooth running of the Press Night for each production.
- Supporting the productions and Stage Management team in any other way as may reasonably be required.
- Supporting the Associate Producer on supporting programme activity as needed.
General
- Contributing proactively to Production team activities.
- Deputising for the Production Coordinators as required.
- Carrying out any other duties as reasonably requested by the General Manager and Director of Producing.
- Providing cover for the othe rProduciton Assistants in the team as needed.
- Complying with The Old Vic’s Equal Opportunities, Sustainability, Child Protection and Safeguarding, Health & Safety and all Staff Handbook policies at all times.
This is not an exhaustive list of duties and management may, at any time, allocate other tasks which are of a similar nature or level.
Person Specification
Essential
The post holder must be able to demonstrate the following:
- Experience in a similar role
- A strong interest and experience of working in theatre
- Takes a proactive, flexible approach to work
- Meticulous eye for detail; good proof reader; immaculate presentation of work
- Confident, positive and approachable when dealing with a wide range of staff and artists at all levels
- A confident decision-maker
- A lateral thinking problem solver
- Able to focus, whilst working in a busy office, and handle multiple tasks
- Good prioritisation and organisational skills
- Strong team ethic along with the ability to work independently
- Experience editing letters and other documents swiftly and accurately
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.
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.
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/in person conversation
- 2nd stage virtual/in person conversation
The closing date for this role is Tuesday 21 March 2023, 11.59pm. Conversations are likely to take place w/c 27 March 2023.
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.