JOB SPECIFICATION – PRODUCTION COORDINATOR – Radio Comedy
JOB DESCRIPTION
Job Title: Production Co-ordinator
Grade: 5P
Base: London
Department: Comedy, BBC Studios
The multi-award-winning BBC Studios Comedy department is the world’s largest producer of comedy, responsible for some of the most watched and critically acclaimed programmes. BBC Comedy prides itself on working with the very best in comedy talent, new and established, on and off screen; across radio, online and all four BBC television channels.
Radio Comedy is the largest producer of comedy in the world, responsible for about 150 hours of output per year, mainly for BBC Radio 4. Long running and much loved titles like The News Quiz, The Now Show, Just a Minute, I’m Sorry I haven’t a Clue and Clare in The Community alongside newer and highly successful shows like John Finnemore’s Souvenir Programme, Mark Steel’s in Town, and Newsjack on 4 Extra.
AIMS OF THE JOB
The Production Co-ordinator will act as the focal point of contact between production team members/crew and the production office, and co-ordinate various production functions. This will include providing support to the Unit Manager & Producer in securing and managing the arrangements for all the resources needed for the production.
REPORTING TO:
The Production Co-ordinator will work to the Producer & Unit Manager, and will be line managed by the Unit Manager on a day-to-day basis. He/she will have an understanding of and commitment to the aims of Production; will be receptive to the needs of the full range of programmes, new technologies and new ways of working.
The Production Co-ordinator will work on their own initiative, as part of a small production team.
MAIN DUTIES:
1. To support the Producers, with for example, booking all technical facilities and equipment, sourcing freelance crew, getting quotes from suppliers, negotiating deals as and when appropriate, contacting Talent agents and monitoring Production spend.
2. The Production Co-ordinator will act as the main conduit for the receipt and communication of information to and from the production team, and all other internal / external departments and contributors, including making all arrangements and briefing them concerning the Producer’s intentions.At times, this may also include assisting the Producer in the finding and securing of contributorsvia agents before contracting and raising any contract and expenses payments.
3. To co-ordinate all necessary clearances e.g. music, performance and literary copyright for the programme, and ensure that written records of any agreements are maintained using Proteus and BPS where appropriate.
4. To assist in the studio and on location during rehearsals and recordings, and, where required undertake limited operational duties under supervision, including self-editing and making location recordings.
5. To undertake all administrative work on programmes scheduled for repeat or re-version. This may be undertaken in the absence of a Producer and may involve arranging playbacks to check quality and content, and arranging for editing/self editing.
6. To locate and book accommodation, travel and transport for artists, contributors & crew were necessary.
7. To collate all information required to produce call sheets, schedules & risk assessments and undertake all programme administration routines, collating and circulating PasBs (Programmes as Broadcast using Proteus), music reporting, risk assessment paperwork, post production, scripts, transcripts, CD copies etc.
8. To ensure that all necessary information is appropriately documented for easy reference in production folders.
9. To have an awareness and understanding of the financial constraints of the programme budget, when finding resources and negotiating deals and to undertake all financial administrative duties including recording and monitoring programme costs, generating final cost statements using Excel and BBC systems such as SAP, BPS, Quick Order+ and the freelance contracting portal and others.
10. To score quiz and panel shows on stage, where required.
11. To comply with the BBC's policies on equal opportunities and diversity and to apply the principles of the policies when carrying out the role.
12. To comply with all relevant BBC Safety Rules, procedures and guidelines. To be fully aware of the Health and Safety responsibilities of this job role as stated in Vision Production’s Health and Safety Policy.
ADDITIONAL DUTIES FOR SOME SHOWS – Additional skills and experience to be demonstrated
RESEARCH AND PRODUCTION
1. Contributing ideas for programmes and helping to develop ideas from other team members.
2. Researching and compiling information on various topics into a brief for a Contributor or Producer.
3. Contribute ideas for casting and securing guest booking under guidance of the Producer, maintaining strong relationships with agents and contributors.
TECHNICAL / OPERATIONAL
1. Editing and mixing recorded material to broadcast quality on digital equipment under editorial guidance. Experience of Pro-tools an advantage.
2. Assisting on location with operational activities e.g. making recordings.
3. Operating technical equipment according to Safety Regulations, including portable recording machines and self-op studios.
4. Undertaking non-complex studio operation.
SCHEDULING/MENTORING
- Mentoring Production coordinators who are new to the department to ensure that they are fully inducted into the department and role, inputting to the Production coordinator and producer guidelines as required.
ESSENTIAL SKILLS / ABILITIES
Previous or substantive experience working as a Production Co-ordinator or Broadcast Assistant.
Knowledge & experience of production management across more than one type of output and multiplatform delivery
Experience of setting up complex recordings.
Experience of creating, forecasting and monitoring production budgets using SAP or BPS and Excel.
Experience of working alone or in a team under supervision, maintaining good working relationships with colleagues and contributors.
Experience of using initiative in a variety of situations together with an awareness of when to refer up.
Experience of completing full range of production paperwork using Proteus/P4A and excellent administrative skills.
Experience of obtaining and clearing archive material and music copyright, ideally for projects with BBC worldwide investment.
Evidence of a clear understanding of all stages in the production process.
Awareness of the BBC’s health and safety and employment procedures including knowledge of BBC accident, incident, broadcasting emergency and evacuation procedures, Editorial Policy, Fair Trading, Branding, Child Protection, Data protection and HR
Experience of managing projects to deadlines
Happy to work across television, radio and online projects, juggling a number of different shows at once at different BBC bases in studio and on location recordings around the UK on weekends and evenings.
The flexibility and adaptability to sustain performance, particularly under pressure, to meet deadlines and changing priorities and circumstances with a flexible approach to variable workloads and working hours and a willingness to embrace new technologies and ways of working and promoting BBC Values (Trust, Audiences, Quality, Creativity, Working Together)
Experience of dealing with technical equipment such as editing equipment and an interest in self-editing simple shows or the ability to learn quickly would be desirable.
An enthusiasm and knowledge of the output of the Comedy department would be an advantage.
For external candidates knowledge of the BBC procedures and guidelines will need to be acquired on joining the BBC.
COMPETENCIES
Planning and Organising
To maintain the administrative records for each production worked on; establishing and maintaining accessible & reliable systems for dealing with production paperwork, programme materials, contacts, diaries (for the producer) and overseeing effective use of office equipment.
To maintain production schedules, advising on use of alternative options and facilities and responding to changing circumstances as necessary.
To oversee the post production schedule (including edits, voice overs etc) and make bookings as appropriate.
Organising recordings, booking venues, crew, resources and facilities as and when required in & line with BBC guidelines and regulations.
Maintaining accurate and up to date production files containing release forms, location agreements, call sheets, risk forms and all other documentation relating to production.
To book artists, contributors and locations, ensuring that permissions are secured and contracts and licences correctly issued in line with BBC guidelines and regulations.
To work with the Producer to ensure programmes are delivered on time to BBC presentation areas, publicity & Worldwide and to oversee and ensure the completion of accurate post production and transmission paperwork ensuring that all required production information has been correctly recorded on standard BBC systems.
Thinks ahead and organises logistics in a way that enables effective use of staff/ resources and takes compliance factors into consideration. Monitors production activities and progress sufficiently in order to identify deviations from schedules/plans. Demonstrates an understanding of editorial decisions on schedules and costs and can distinguish major implications from minor ones.
Presents and communicates cost, schedule and logistical information in a clear manner to all relevant parties. Prepares and distributes accurate, correctly formatted and easily understood documentation according to the specific needs of the recipients. Promptly and clearly notifies appropriate personnel of production issues, changes and discrepancies.
Diligently and accurately logs production information according to good practice on the appropriate system.
Co-ordinates many tasks simultaneously and does not get easily overwhelmed by multiple demands. Monitors, organises and prioritises own and others’ work effectively in order to meet deadlines. Responds quickly to new circumstances and remains focused on the task in hand.
Maintains a high degree of accuracy and attention to detail.
Analytical Thinking
Balances editorial intention with budgetary constraints and demonstrates resourcefulness and creativity in solving problems. Translates analysis into practical plans.
Accurately interprets production requirements and cost, schedule, logistical and rights implications from the brief or script. Gathers relevant information from a range of sources and distributes promptly to team members.
Anticipates the factors likely to cause problems to the production and formulates appropriate contingency plans.
Interprets oral and written instructions correctly and asks questions to clarify understanding. Is open-minded and does not jump to conclusions. Makes impartial decisions after careful consideration of available information. Learns from experience and shares this information with production team where appropriate.
Working Collaboratively
To supervise the Production Team Assistant and any production runner positions, overseeing their activities, providing advice and support, coaching where necessary.
To ensure the safe and smooth running of productions, working with theProducers and Unit Manager to solve production issues, referring unresolved problems to their Producer on a daily basis and Unit Manager/ Production Executive where appropriate.
To be the day to day point of reference for the productions they are working on, for both BBC and external contacts, and to ensure the production team is fully supported.
To work across more than one production for more than one Producer simultaneously.
Financial / Purchasing Knowledge
To raise purchase orders / artist requisitions within delegated authority limits, ensuring that cost commitments are captured as soon as is practicable.
To deal with payment queries from suppliers, liaising with Steria and other BBC/external contacts where appropriate.
To log and process all invoices relating to the production, informing Unit Manager of any potential variances to budget at earliest opportunity.
Processing expenses.
Overseeing compliant use of expenses and responsible for ensuring all cash expenditure is correctly receipted and accurately tracked.
Production Knowledge
Has sound knowledge of the production process, editorial guidelines, rights and delivery requirementsacross more than one type of output and multiplatform delivery.
Understands and adheres to BBC and statutory policies and regulations, in particular the BBC’s Health and Safety policy, Editorial Policy, Fair Trading, Branding, Child Protection, Data protection and HR
Adheres to production procedures and makes effective use of BBC systems.
BUSINESS COMPLIANCE
Copyright
Advising the production team on cost/copyright implications, suggesting alternative options where appropriate and, liaising with service departments, arranging necessary clearances.
Contracting
To contract suppliers in line with local policy, BBCs Terms of Trade, Health & Safety regulations, Working Time Directive, union agreements and insurance requirements. Ensuring correct requisitions are raised for both artists & copyright.
Health & Safety
To adhere to and to operate within all relevant Health & Safety legislation and to assist in maintaining a safe and healthy working environment.
To ensure that suppliers and production team adhere to local/BBC Health & Safety procedures, including the accurate, timely and correctly authorised completion of all required paperwork.