Main Duties and Key Responsibilities

Production Coordination Assistant

Job Description

Overall Purpose:

To provide administrative support to Senior Production Coordinator within the Producing department, working with production, artistic development and learn departments as well as providing administrative support across the Company

Main duties and Key Responsibilities:

Working under instruction from the Senior Production Coordinator, the Production Coordination Assistant will:

·  Raise and issue artist and technicians contracts.

·  Book the most effective and efficient travel and accommodation for creative teams, cast and technical teams.

·  Ensure all visas and applicable travel documentation for artists and company are issued appropriately.

·  Advise producers of key deadlines for travel and accommodation.

·  Co-ordinate with key stakeholders to ensure production schedules are up to date.

·  Input production details into Artifax and other producing system documents.

·  Raise Purchase Orders and other paperwork as required.

·  Provide other production travel and accommodation requirements

·  Provide administration support as required to the Head of Producing and other Producing team members.

·  Provide administrative support to other teams across the Company in agreement with the Senior Production Coordinator and ensuring that this equates to no more than one day per week.

·  Provide cover for Reception in absence of Office Administrators.

Organisational Requirements

·  Work towards the achievement of National Theatre of Scotland’s organisational goals

·  Take part in organisational projects as required.

·  Maintain a high standard of customer care.

·  Use ICT applications to service the post’s administrative needs

·  As the post holder may be the first point of contact for many external organisations, and individuals, he/she is expected to remain up to date with, and aware of, developments within National Theatre of Scotland and its work.

·  As the post will require handling, processing and recording of restricted information, confidentiality is requires to be maintained at all times.

·  Attendance at performances of the National Theatre of Scotland and other companies, to develop and maintain an understanding of developments within the company’s work and the wider sector

·  Comply with National Theatre of Scotland’s Health and Safety Policy and statutory regulations

Person Specification

·  Experience of spreadsheet and word processing software

·  Comprehensive computer literacy

·  Proficiency in written and verbal communications

·  A high degree of accuracy and attention to detail

·  Able to multi-task, work calmly under pressure and meet tight deadlines consistently

·  Proven ability to work independently with only general direction and minimal supervision.

·  Excellent interpersonal and team working skills and ability to lead

·  Ability to think creatively, independently and problem solve

·  A demonstrable knowledge of theatre production would be preferable.

Terms and Conditions of Employment

Annual salary: £18,000

Length of contract: 12 month fixed-term contract

Holiday entitlement: 34 days per annum (including public holidays)

Probationary period: 3 months

Notice period: 1 month

Pension: The Company makes an 8% contribution into the company’s group personal pension plan on condition that the employee makes aminimum contribution of 4%.

Place of Work: Based in National Theatre of Scotland’s office in Glasgow but will be expected to attend events, performances and briefings wherever there is or expected to be a Company presence

Hours of work: 35 hours per week and as necessary to fulfil the scope of responsibilities within the post.

Additional Hours: Attendance at National Theatre of Scotland performances and meetings out with office hours.

November 2017