Address
Form of work
SalaryArtistic Planning Co-ordinator
Reports to: Head of Artistic Planning, Stages
Salary: £26,270 per annum
Contract: Permanent, 40 hours per week, Monday-Friday
Benefits: 28 days annual leave (inclusive of Bank Holidays); contributory pension; great ticket offers!
Theatre Royal Plymouth is a registered charity, inspiring a lifetime of creativity for audiences, artists and participants throughout Plymouth and the wider region. As the principal home of performing arts in the Southwest, we engage and inspire many communities, creating memorable experiences for people from all backgrounds. TRP do this by creating and presenting a breadth of shows on a range of scales, with their extensive creative engagement programmes, by embracing the vitality of new talent and supporting emerging and established artists, and by collaborating with a range of partners to provide dynamic cultural leadership for the city of Plymouth.
This role sits within the heart of the organisation, and we are looking for an organised, motivated and pro-active individual with excellent communication skills. The candidate will be able to multitask and deal effectively with a wide range of people at all levels, whilst working in a fast-paced environment.
Due to the variety of this role, it is a brilliant opportunity for the right candidate at an early stage in their career, keen to learn more about programming and producing or looking to pursue a career in theatre.
Inclusion and Diversity
We are committed to cultivating a culture of inclusion at TRP with a workforce, participants and audiences that reflect the diversity of the communities we serve.
The collective power of each team member’s life experiences, knowledge, innovation, self-expression, and talent creates the very best environment for us to achieve our ambitions and lead the sector.
In recruiting for our team, we recognise the unique contributions that you can bring in terms of education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, colour, religion, disability, sexual orientation, and beliefs.
How to Apply
Closing date for applications: Thursday 23 May
Interview Date: Monday 3 and Thursday 6 June
We’re here to talk! We’re available to speak to you before you make your application so, if you’re not quite sure if your skills match the role, want to talk about how flexible working could support you, or just check any of the details in this document, please do email us on recruitment@theatreroyal.com with subject line ‘Artistic Planning Coordinator’ to arrange a chat.
The Role
The role will support the Head of Artistic Planning, Stages, with the programming, planning, communicating and contracting for all productions presented in The Lyric, The Drum and The Lab, as well as supporting with TRP’s produced and co-produced work. This support ranges from accurately recording deal negotiations, communicating key production-related information, ensuring fully executed contracts are in place for all productions, managing Artifax software and minuting production-related meetings.
The role will work collaboratively with colleagues across the organisation to support and deliver a wide variety of activity throughout our auditoria and TR2 spaces.
The role requires a flexible approach, reacting to the rhythm of the activity of work. Working with the Head of Artistic Planning, Stages, you will identify areas of growth as the role and your knowledge and experience develop.
The TRP values of creativity, collaboration, quality and diversity will underpin every aspect of your work, demonstrating positive behaviours in line with these values.
Principal Tasks
- To ensure all production related contracts and records accurately reflect the arrangements that have been agreed.
- To produce and issue all visiting company contracts together with the relevant supporting documents, ensuring all details contained within the contracts are accurate, formatted correctly and presented professionally.
- To assist with producing and issuing creative, performer and stage management contracts for all TRP produced and co-produced productions, ensuring all details contained within the contracts are accurate, formatted correctly and presented professionally.
- To maintain the Visiting Company Status Report for all visiting company contracts, keeping an accurate track on their progress.
- To liaise with internal departments, external producers and agents to resolve all queries, ensuring a fully executed contract is reached in a clear, timely and professional manner.
- To develop your understanding of TRP’s Visiting Company Contract, you will work towards leading on all Drum and Lab contracts, with support from the Head of Artistic Planning, Stages.
- To ensure confirmation of Public Liability Insurance is received for every visiting company production, working closely with the Technical Department to achieve this.
- To create and maintain relationships with producers and their representatives in order to maintain a positive profile and reputation for TRP throughout the industry.
- Under the guidance of the Head of Artistic Planning, Stages, support with general programming, communication and co-ordination of all production related information received by the Artistic Planning office.
- To be responsible for ensuring all supporting documents and information packs which accompany the various contracts remain up to date and accurate.
- To maintain an accurate Programme Planning Schedule and regularly distribute this to internal colleagues, giving consideration to operational and technical scheduling.
- To be responsible for the issue and execution of TRP’s Data Sharing Agreements for all ACE funded organisations that we work with. Liaising with our IT Data Controller to ensure we are always working within the most up to date legislation.
- To be responsible for the effective use and maintenance of Artifax; TRP’s diary management and contracting software, ensuring the system remains up to date and fit for purpose and identifying areas of development which allow Artifax to become more widely integrated into the organisation and used more efficiently.
- To lead on Artifax training sessions to support its integration into the wider TRP operation.
- To create a financial show code for all productions across the breadth of our activity of work, ensuring the standard code format is accurately followed.
- Raise purchase orders for individual payments wherever necessary, receiving the orders as appropriate to allow payments to be made in a timely and professional manner.
- To be responsible for obtaining authorised Certificate(s) of Sponsorship for international artists who are required to perform at TRP, becoming the point of knowledge and contact for all production-related Certificate of Sponsorship applications and ensuring all relevant data for visa holders is confidentially recorded.
- Once a contract has been fully executed and/or a production has finished, ensure the production file is accurately archived, electronically and physically; liaising with the Business Support Team to ensure production files have been set up in the TRP Show Archive. You will also be aware of GDPR legislation and how this impacts the information we are able to retain.
- Using initiative, implement ways to improve operational practices in order to work in the most productive and efficient manner possible within the role.
- Take personal responsibility for time management to ensure tasks can be completed within the allocated time and alert the Head of Artistic Planning, Stages, if a timescale is considered unrealistic or unreasonable.
- Representing the Artistic Planning Department, attend any necessary meetings including the weekly Operations Meeting and production-related meetings.
- To promote and comply with all TRP policies.
- Act as a sensitive ‘gateway’ for incoming telephone calls, emails and enquiries for the department.
- To handle the given tasks in an efficient and effective way to maximise the reputation of the Artistic Planning Department both inside and outside the organisation.
- Any other reasonable duties commensurate with the role.
The Person
Our Values are at the heart of everything we say and do, and our people demonstrate these values in every aspect of their work. To be successful in this role, you should be able to demonstrate the following skills, experience, and behaviour in line with these values.
Quality:
Taking pride in achieving excellence. We take responsibility for and pride in what we do, recognising each other’s good work. We set consistently high expectations and ensure that everyone has the skills to achieve excellence.
Collaboration:
Valuing each other in the way we work, communicate and spend time together: We communicate regularly with each other, listening and understanding people’s needs. We value and respect the relationships we have with colleagues and partners, and we celebrate shared successes.
- Accountable for own work ensuring it meets expectations and agreed standards.
- Shows energy and enthusiasm in achieving personal and team objectives.
- Understands and delivers in line with relevant legislation, policies, procedures and instructions.
- Enjoys exceeding expectations of customers and colleagues.
- Excellent written and verbal communication, with the ability to adapt the tone for each audience.
- Ability to handle differing deadlines, sometimes working under pressure to achieve goals.
- A high standard and experience of standard Microsoft packages.
- Is friendly and welcoming.
- Actively seeks, encourages and acts upon feedback.
- Contributes to own department’s achievement of objectives.
- Works with colleagues to deliver the highest possible standards.
- Confidence and ability to effectively communicate and interact with a variety of colleagues, producers and agents, adapting tone and approach appropriately.
- Ability to maintain and develop positive working relationships with all colleagues, producers and agents.
- Ability to use own initiative and work as part of a team. To represent the Artistic Planning Department, attending any necessary meetings.
Creativity:
Being imaginative in everything we do: We use our knowledge, experience and judgement to explore doing things differently. We aim to empower everyone in the organisation to adopt a flexible, open-minded and imaginative approach.
Diversity:
Embracing the diversity among our people and community: We embrace and value difference and individuality treating everyone as equally important. Together we are stronger and more effective.
- Adopts a flexible approach to their work taking the circumstances of others into account.
- Listens to information and asks questions to improve knowledge.
- Adapts approach to provide all colleagues, producers and agents with an experience tailored to the purpose of their visit.
- Thinks about different options when solving a problem.
- Ability to manage, maintain and identify areas for development for the Artifax, TRP’s diary management and contracting software.
- Identify areas for personal growth as the role and your knowledge develop.
- Using initiative, identify and implement ways to improve operational practices.
- Take personal responsibility for time management and completion of set tasks and goals.
- Confidently welcomes and embraces people from all areas of the community/backgrounds.
- Seeks to understand others and respects views and opinions.
- Adapts communication and approach to suit individual needs and listens with empathy.
- Engages with TRP’s community activities and programmes.
- Confidence dealing with a variety of colleagues, producers and agents.
