Performing Arts and Events Technician/Administrator

Job start date: 1 August 2024  

Hours per week: 37 term time only  

King Edward’s School and King Edward VI High School for Girls
Edgbaston Park Road
Birmingham
B15 2UA
Telephone number: 0121 472 1672

Contact email: kesrecruitment@keschools.org.uk

Contract Type: Permanent

We are seeking to recruit a confident and motivated Performing Arts and Events Technician/Administrator for the Ruddock Performing Arts Centre (RPAC). The RPAC is located on the shared site of two independent schools, King Edward’s School and King Edward VI High School for Girls, and the successful candidate will deliver professional and effective technical support to all users of the space, which includes community and professional groups, as well as the staff, students and parents of the two schools. This role will also support the Arts and Events Manager in the management and delivery of events and lettings across the site, and help facilitate the running of Performing Arts productions in both schools. Therefore we are looking for a candidate who can offer both strong technical skills and excellent administrative skills.

Job Title: Performing Arts and Events Technician/Administrator Reporting to: Technical Manager (also responsible to Arts and Events Manager)

Benefits: Defined Contribution pension, free on-site parking, free lunch, use of gym facilities and swimming pool, up to 60% fees discount at KES and KEHS

Role Profile

The role spans all Performing Arts departments and encompasses the facilitation and support of events throughout the internal and external hiring of the spaces. This role requires a confident and flexible person who is willing to support events and be involved with mentoring small groups of design students aged 11 to 18. The high demand on all the spaces will suit a personality that is efficient and quick in their working but who can also show initiative to plan for future events. A high degree of flexibility around working hours will be required, as it is essential that the Performing Arts and Events Technician/Administrator is available to support performances and Events according to the rota. This will include regular evening and weekend work, as although the RPAC is primarily a school resource, it also hosts significant external hires from the local community and professional groups. The standard working hours are 37 hours per week, and the working pattern will vary dependent on event commitments, with some later stArts and evening/weekend shifts, with any remaining hours banked and worked as needed to support that week’s events or banked for future events. Additional hours will be worked on a time off in lieu (TOIL) basis.

Key Responsibilities

Technical Duties and Responsibilities Working alongside the Technical Manager:

• work proactively to support all events involving technical systems within the Ruddock Performing Arts Centre as well as internal and external hires that are managed by the RPAC team across the schools (this includes, pre rigging, technical setup, get ins and outs etc.)
• deliver hirers’ technical requirements to the highest standard
• ensure the smooth running of the technical aspects of the space’s daily requirements – this includes setup and operation of technical systems across the venue, and associated events across the site
• play a lead role in the creative production team for the three larger internal Theatre Productions every year 1, Junior Production, 2, Senior Production, 3, Dance Production
• play a lead role in the production team for the music department’s concerts, recitals, and other events throughout the year
• lead a group within Stage Crew (a Friday afternoon activity offered to teach students aspects of technical theatre), with support from the Technical Manager as appropriate
• work alongside the drama department to offer exam setup through their busy periods, this may include anything from filming the examinations through to lighting, sound, or AV design work with students
• work alongside the music department to support the close recording of exam pieces
• maintain and update portable and fixed installation kit on the RPAC site
• assist in the development of technical practice within the venue

Administrative Duties

Working alongside the Arts and Events Manager:

• operation of Box Office and associated set up, ordering, marketing, reporting and ticketing systems
• maintain secure and accurate handling of monies in line with RPAC/KES/KEHS financial regulations and policies and recording payments, prior to forwarding for bankin
• co-ordinate staffing for front of house, preparing stewarding rotas for events, and providing appropriate training
• record bookings according to internal systems and procedures, and ensuring calendars are kept up to date
• record and submit PRS returns
• liaising with the RPAC and Lettings teams over bookings and booking requests, ensuring that hirer requirements can be met

General Duties

• act as a Fire Warden in the event of an evacuation
• act as a First Aider
• maintain a high standard of cleanliness, tidiness, health and safety, and hygiene in both public and staff areas of the building  
• work with the team to support and provide cover for any events, activities or undertake specific instructions related to these, as required
• support the RPAC team to deliver a friendly, efficient, and professional service to all stakeholders and users across a range of activities and Events
• act as venue supervisor when required for both school and hirer activities on site. This will include key holder duties
• provide effective customer service over the phone, by email and in person
• maintain accurate records of stock levels and liaise with the Technical and Arts and Events Managers in relation to placing orders
• ensure school policies are implemented with respect to hires’ events
• maintain and routinely check all performance, storage and access ways around the building ensuring that health and safety legislation is adhered to

Further information

Hours: The role is for 37 hours per week term-time only, usually worked 7.5 hours per day (7 hours on a Friday), with a 30-minute unpaid break. Due to the nature of the venue programming, the Technical Manager may schedule a change to this working pattern, with additional hours to be worked in the evening and at weekends. Any additional hours will be recorded as TOIL and taken during quieter periods. Excess TOIL will be paid out at the end of the schools' financial year; however, the expectation is that TOIL balances will be managed over a 12-month cycle. Staff rotas will be agreed in advance to facilitate this working practice.

Performances and Events

It is essential that the Performing Arts and Events Technician/Administrator is available to support activities, performances, and Events according to rota. Although every effort will be made to rota the team so that evenings and weekends can be distributed equally, there will be times where the whole team will need to be involved. The rota for events cover is discussed and negotiated by the staff team well ahead of the dates required, but this is entirely dependent on the notice we have of these taking place.

Training and Uniform

First Aid, Fire Warden Training, Evac Chair, and job role specific training will be provided, if not already undertaken.

Branded uniform is provided.

The above information is not an exhaustive list of tasks that the post holder will be required to carry out, but it does outline the key duties. The role may include other duties that are deemed reasonable and appropriate by the Technical Manager or Arts and Events Manager. All staff are required to act in a professional, co-operative, and flexible manner in line with the requirements of the post. 

This post is covered by Part 7 of the Immigration Act (2016). Therefore the ability to speak fluent and spoken English is an essential requirement for this role.

How to apply:

To apply for this role, forward a completed application form and a covering letter, outlining why you feel that your skills and experience would equip you to take on this role, by email to: kesrecruitment@keschools.org.uk  

If you have any queries about the role or would like to discuss it in more detail, please contact Cathy Moss, Arts and Events Manager, by email: c.moss@keschools.org.uk.

This school is committed to safeguarding and promoting the welfare of children and expect all staff to share this commitment. The successful candidate will be subject to all necessary pre-employment checks, including: enhanced DBS; Childcare Disqualification (where applicable); qualifications (where applicable); medical fitness; identity and right to work.  

All applicants will be required to provide two suitable references.  

An online search will also be carried out as part of due diligence on all short-listed candidates.  

This post is not part of the City Council and the successful candidate will not hold a Birmingham City Council Contract of Employment.

This post is exempt from the Rehabilitation of Offenders Act 1974 and the amendments to the Exceptions Order 1975, 2013 and 2020. Which means that when applying for certain jobs and activities certain spent convictions and cautions are ‘protected’, so they do not need to be disclosed to employers, and if they are disclosed, employers cannot take them into account.  

Further information about filtering offences can be found in the DBS filtering guide.