RECRUITMENT OF

Artistic Planning Manager

(Orchestra and Ensembles)

February 2017

INFORMATION FOR CANDIDATES

Application Instructions

Introduction to Liverpool Philharmonic

Job Description

Person Specification

Conditions of Employment

Liverpool Philharmonic Hall

Hope Street

LIVERPOOL L1 9BP

Tel: 0151 210 2895

Application Instructions

Thank you for your interest in the post of Artistic Planning Manager(Orchestra and Ensembles).

Enclosed, you will find:

  • Background information about the Royal Liverpool Philharmonic
  • Job Description and Person Specification

The application form consists of two parts

Section A: Personal details and equal opportunities monitoring

Section B: Supporting information

In section B please ensure you highlight how you meet the criteria outlined in the Person Specification, as this will form the basis of the shortlisting process.

Once complete, section A and section B of the application must be returned by no later than12 noon,Friday 3 March 2017.

Applications should be submitted either by email to , or in the post to

Human Resources

Royal Liverpool Philharmonic

Philharmonic Hall

Hope Street

Liverpool L1 9BP, UK

Please identify either in the title of your email or on the back of your envelope the post for which you are applying.

CVs may be submitted as additional material but not instead of a fully completed application form. Application forms marked “please refer to CV” will be rejected.

All personal details must be removed from a CV; failing to do this will mean that your CV is not considered as part of the selection process.

Interviews

Short-listed candidates will be invited for interviews to be held at Liverpool Philharmonic HallonThursday 9 March 2017.

Expenses are not paid for first interviews.

Royal Liverpool Philharmonic

“To promote the love of music and encourage excellence, participationand diversity in music making”

Excellence – Ensemble – Welcoming – Passionate about music

  • Excellence

Liverpool Philharmonic was founded in 1840 by a group of Liverpool music-lovers.

Today, we present a distinctive, diverse live music programme of over 400 concerts and events of the highest quality every year at our home, Liverpool Philharmonic Hall, other venues in our City, across the UK and internationally. Our programme features the best in classical, chamber, contemporary, rock, pop, folk, roots and jazz music, comedy, film and spoken word in the main Hall, and in our smaller scale Music Room. The Royal Liverpool Philharmonic Orchestra performs at least 70 concerts each year in Liverpool, and close to 100 annually across the UK and internationally, working with many of the world’s finest artists and musicians.

We deliver an extensive learning and education programme which is acknowledged nationally and internationally as leader in its field.

  • Ensemble

Our musicians in the Royal Liverpool Philharmonic Orchestra, and ensembles drawn from it, are at the heart of everything we do. Since 2006, the Orchestra has developed an internationally acclaimed musical partnership with our Chief Conductor, Vasily Petrenko for their concerts, broadcasts, recordings and foreign touring and through collaborations with other major artists. Across our organisation, we combine our individual talents and collective strength to deliver excellence in everything we do, and celebrate our successes and achievements.

  • Welcome

We offer a friendly, warm and inclusive welcome to our organisation, whether to colleagues, our audiences or visiting artists and partners. We take that welcome wherever we go in our city, nationally and internationally when we are working in venues, at events or in our diverse communities. We want to ensure that we leave a lasting positive memory.

  • Passionate about music

Can you imagine a world without music? We can’t and it’s why we’re here.

We welcome musicians and artists from around the world, and many of Liverpool’s finest musicians, young upcoming classical artists to prestigious established names, new bands to long established successful acts.

Our extensive Learning programme offers a range of inspirational lifelong learning opportunities to enjoy and take part in live music making, connecting people and communities to our Orchestra, our venue and our diverse music programme.

We support and nurture talented young musicians from across the region through Liverpool Philharmonic Youth Company and higher education partnerships.

We share our passion for music with more than 370,000 children and adults who engage with us annually either as ticket buyers for performances or as participants in workshops and associated events each year; and in the 3,700 music workshops we deliver each year to attended by more 70,000 people in communities and venues and throughout our City.

Job Description

Title:Artistic Planning Manager(Orchestra and Ensembles)

Reports to:Artistic Planning Director (Orchestra and Ensembles)

Location:The normal place of work is Liverpool Philharmonic Hall andLiverpool Philharmonic at The Friary or any reasonable location dependent upon the requirements of the post

Contract:Full time and permanent

Principal Role

The post-holder will be responsible for managing the work and performances given by the Royal Liverpool Philharmonic Orchestra, Royal Liverpool Philharmonic Choir and other Liverpool Philharmonic ensembles, ensuring quality presentation and budget management. This will include contributing to the artistic planning of the Orchestra and Ensembles and attending rehearsals/performances when required.

The Artistic Planning Managerreports to the Artistic Planning Director and will liaise with the other team members on matters relating to ensemble requirements, and with other staff in the company and externally as needed.

This position is a full time and permanent post, following successful completion of a six month probation period.

Key Objectives and responsibilities

  1. Artistic planning
  • Contribute to the artistic planning of concerts and artist booking, including some artist research.
  • Planning for recording and broadcast opportunities.
  • Ensure effective preparation of schedules and productioninformation, liaising with the Special Projects Planner (part of the Artistic Planning team) and staff from other in-house departments and external promoters.
  • Liaison with Orchestra Management team to assist with planning concert presentation for Orchestra and other Ensemble concerts, including the Royal Liverpool Philharmonic Choir and Ensemble 10/10.
  1. External engagementsand international touring
  • Develop strong relationships with new and existing promoters; oversee the co-ordination and rotas for such concerts and performance activities. This will include written/verbal, internal and external communications for these engagements,ensuring that activity delivers to scheduling and budgetary needs, including providing estimates when required.
  • Maintain accurate and easily accessible records of the concerts/repertoire and artist fees and contacts.
  • Support the planning and management of international touring alongside the Orchestra management team.
  1. Scheduling
  • Plan, prepare and compile for publication the quarterly Orchestra and annual Choir schedulesworking closely with the Artistic Planning Director to ensure all documentation is processed and communicated effectively.
  • Liaison with the Orchestra Management team to build the longer term Orchestra work schedule drafts.
  • Manage the schedule and budgets for the Royal Liverpool Philharmonic Choir and to ensure its effective administration with support from the Choir administrator.
  1. Budget management
  • Manage the budgets for the artistic planning department, ensuring budget controls are effective and costs/ income planned and monitored.
  • Provide financial reports in an accurate, concise and timely manner; ensuring invoices are raised in good time for payment to be received/paid as expected.
  • Work closely with members of the Finance team to ensure effective budget control and monitoring.
  1. Communications, Information and Audiences and Development
  • Provide information for and effective communication between the Artistic Planning team and the Audiences and Development (including Operations team) and the Performance and Learning teams (including Production team).
  • Maintain and provide relevant Artistic Planning information (about hired engagements and artists) as required for regular reporting for Arts Council England, Liverpool City Council and other stakeholders.
  • To work with the Special Projects Planner where information is required for any Ensemble 10/10 or chamber concert activity.
  • To work with the Choir Administrator on communications for the Royal Liverpool Philharmonic Choir for its concert and recruitment activity.
  • Work closely with the Head of Programme (Hall and Events) and Events Administrator for hall bookings for concerts and rehearsals.
  • Support the Society’s corporate image and act as an ambassador for the Society.
  • Visiting artist liaison/care duty (by rota with other staff).
  1. Management
  • Act as Duty manager for the Artistic Planning team at concerts and events (on a rota).
  • Be an outstanding member of the Senior Leadership Team, upholding the company values and contributing to Liverpool Philharmonic being a high-performing organisation and an excellent employer.
  • Develop and ensure the delivery of Liverpool Philharmonic’s Operational Plans to achieve our overall Vision, Strategy and Business Plan.
  • Deputise for the Artistic Planning Director when required.

In addition, the post-holder may be required to undertake other reasonable duties commensurate with their status and abilities and depending upon the requirement of Liverpool Philharmonic.

This post will incur regular unsociable working hours, including some evening and weekend duties.

A duty rota is in place for staff to be in attendance at all performances and events. This is known several weeks in advance so that time can be taken in lieu and that this can be planned in advance where appropriate.

Person Specification

Artistic Planning Manager(Orchestra and Ensembles)

Detailed below are the qualifications, knowledge / experiences and skills/ abilities required for the post.

The essential column outlines the minimum essential requirements of the post. The desirable column shows additional attributes which would enable the post holder to perform the role more effectively; they are not essential but may be used to distinguish between applicants during the shortlisting process.

You should ensure that any application clearly demonstrates your ability to meet at least all of the essential criteria listed below.

Criteria / Essential / Desirable
Knowledge / Experience
A passion and good knowledge of orchestral/ choral repertoire / 
Professional concert / event / project planning and management experience / 
Demonstrable experience of professional arts administration and working knowledge of the symphony orchestra world / 
Demonstrable budget managementin a professional field / 
Ability to maintain confidentiality, to make a considered judgment/decision and develop solid professional relationships / 
Experience as a manager (including people management and/ or supervisory role) / 
Ability to work with in a culturally diverse environment and ensure visiting artists are welcomed / 
Experience of working in a small team / 
Knowledge of Health and Safety requirements (in relation to orchestral concert giving) / 
Knowledge of OPAS or other orchestral software / 
Working knowledge /understanding of amateur choirs / 
Skills/ Knowledge / Abilities
Administration skills including setting up systems where needed / 
Ability to initiate when needed / 
Confident and clear telephone manner / 
Proof reading skills and detail-focussed approach / 
Computer literate and sound working knowledge of IT systems / 
Ability to be flexible to meet the needs of the artistic planning team; seeking an effective team member with an easy-to-approach manner / 
Excellent interpersonal skills and positive attitude / 
Solid organisational/planning skills, including ability to plan and manage own workload with multiple deadlines / 
Ability to think clearly and remain calm under pressure / 
Understanding of data protection and handling confidential information / 
Willingness to travel and hold a current passport / 
A full (UK) driving licence / 

Conditions of Employment

Salary

  • Up to £30,000 per annum

Performance Appraisal

  • Objectives for the post holder will be set annually by line manager and performance will be appraised by him/her on an annual basis.

Hours of work

  • The contracted hours for this post are35 per week.
  • Normal office hours are Monday – Friday, 9.30am to 5.30pm, however there will be a regular requirement to undertake evening and weekend duties.
  • You will be required to work over and above these normal working hours depending on Liverpool Philharmonic's business requirements from time to time (for which time in lieu can be agreed with the line manager). Overtime is not payable.
  • Lieu time will be taken by agreement with line manager

Holidays

  • The annual leave entitlement is 26 days, excluding public holidays. These will be taken at times agreed with the Artistic Planning Director. At least ten days (2 weeks) of this allowance will be taken during the annual Orchestra holiday period (usually late July / August) which is announced at least six months in advance.

Pension

  • Liverpool Philharmonic operates a Group Personal Pension Scheme whereby employees can elect to join end enjoy employer contributions. In accordance with the Pension Act 2008, from April 2014 all qualifying employees will be auto enrolled into the Group Personal Pension scheme

Sickness Payments

  • Liverpool Philharmonic has a sickness absence policy and payments during sickness absence will be made in accordance with the policy. Details of the policy are available on request.

Car Allowance

  • A car allowance will be paid in respect of approved business journeys. The allowance is currently 40 pence per mile.

Other expenses

  • Other expenses necessarily incurred arising from the performance of duties of the job will be paid, subject to clearance by the Artistic Planning Director.
  • A company mobile telephone is provided for this post to provide efficient communication in connection with the post and for contact when on duty.

WholeTime Service

  • During your employment with Liverpool Philharmonic, you must not, without written consent from the Chief Executive, undertake any outside work, paid or unpaid. Work of a literary or artistic nature is excluded from this condition, provided it does not create a potential conflict of interest.

Period of Notice

  • The notice period for the termination of the contract of employment will be two calendar months.