THEATRE PROGRAMME COORDINATOR
Job TitleTheatre Programme Coordinator, Permanent, 5-days a week
Reports toCreative Producer
Line ManagesN/A
Salary Range£20,500 - £22,000
Hours of work9.00am – 5.00pm or equivalent flexible hours
(some evening and weekend work may be required)
Holidays21 days per annum pro rata not including Bank Holidays
PurposeTo be the first point of contact for all theatre submissions and for all incoming theatre companies when contracting, contracted and in the building.
To be responsible for the communication and coordination of all theatre activities, working with all other departments to ensure smooth running of these activities.
ABOUT THE ACTORS CENTRE
The Actors Centre (“the AC”) was established by actors for actors in 1978. The idea was conceived by Clive Swift, Sheila Hancock, John Alderton and William Hobbs, who had a vision of creating a place where actors could network and support each other. The AC’s aim is to continue to be recognised nationally and internationally by the creative and cultural sectors as the most prolific and vibrant centre for the professional development of actors throughout their careers. The Tristan Bates Theatre is within our building, and is an invaluable part of the process of actors developing their own theatre through the AC, as well as hosting outside theatre companies.
KEY RESPONSIBILITIES
Theatre Programming, Contracts and Finances
●Liaise with the Creative Producer on the programming of the Tristan Bates Theatre and John Thaw Studio.
●Respond to new theatre hire enquiries, send out submission forms & price info and send any completed submission forms to the Creative Producer.
●Draft and send out contracts, under supervision of the Creative Producer, and have them countersigned by the Creative Producer & email back a fully executed copy.
●Send out the Theatre Appendices, plans and On Sale Forms to incoming shows once contracts signed.
●Send out ‘incoming company info pack’ including Duty Manager Show sheet PDF info about Theatre and Actors Centre to incoming Companies.
●Draft and send out invoices, print and pass invoices to Finance.
●Draft & send out Box Office Returns once shows close, chase bank details, print and pass to Finance for checking and payment.
●Manage the contracting and booking of any day-hires in the Tristan Bates Theatre.
●Create invoices for third party ticket agencies and pass on to Finance as appropriate.
●Update the Box Office Report spreadsheet regularly for Finance.
●Chase any invoices due for payment as instructed by Finance.
●Update all spreadsheets for Day Hire/Show Bookings to ensure no clashes occur.
●Respond to any other queries from incoming Producers such as access hours/recommending production staff/where to eat locally and any other business.
Website and Ticketing
●Maintain a fully up-to-date Tristan Bates Theatre website including updating ‘Now Showing’, removing any old shows from being live and uploading copy and images for all new shows.
●Build content on back end of website and list as ‘live’ as appropriate.
●Input all new shows into the Line-Up ticketing system, ready for sale.
●Set up all producers with a Line-Up account and access to sales reports.
●Liaise with Box Office to ensure all company and staff comps are booked in.
●Approve any requests for ticket refunds/exchanges that come through box office.
●Update Theatre Calendars on excel & Salesforce with day hire and show bookings.
●Liaise with companies on sales and sales reports, making sure they are up-to-date with their sales.
●Update/amend copy & images on the Tristan Bates website as per incoming Producers requests.
●Build promo codes for shows in Line-Up as and when requested & attach to shows.
●Liaise with seat filler companies (audience club/central tickets etc.) and amend ticket allocations on Line-Up accordingly.
●Forward new play submissions and invites to Creative Producer.
●Respond to emails on behalf of Creative Producer upon request (including negotiating contracts and finances).
Theatre Administration and Office Communication
●Email details of new shows On Sale to Reception, Box Office, Operations and Duty Management.
●Liaise with the Marketing department to announce on-sale of new shows.
●Catch up with Technical Manager regarding upcoming shows/hires (staffing/requests).
●Ensure all technical requests by incoming companies are staffed and that, where appropriate, they are invoiced for the service.
●Conduct tours of the theatre to prospective producers/designers/directors etc.
●Pass on any catering enquiries for day hires/press nights to Operations Management.
●Liaise with Reception regarding any self-taping sessions in TBT dressing rooms.
●Liaise with Reception and Operations regarding any extra room booking/studio hires that come through Producers for Tristan Bates shows.
●Liaise with Technical and Duty Management regarding contra theatre equipment hire, putting Producers in touch with them when necessary.
●Collate info for season brochure/posters, liaise with external producers and designers to create brochure & posters, and arrange printing via Solopress and distribution via Impact Marketing.
●Check Print around the building is up to date, top up flyers and recycle past shows print or arrange for it to be collected.
●Liaise with the Operations Manager to send out a ‘weekly theatre update’.
Business Plan
●Help the Creative Producer prepare for the creation of the John Curry Studio into a permanent theatre.
●Once the new theatre is set up, conduct all responsibilities detailed above for this theatre in addition.
General
●Attend any Project Meetings as necessary and support other projects in an admin capacity.
●Meet weekly with Creative Producer to update on progress of submissions/contracts and programming.
●Deal with complaints/queries from members of public regarding tickets or Producers regarding problems in the theatre .
●Proofread documents/emails as requested by Creative Producer.
●Assist on events such as the Members Events and Off the Record.
●To attend regular staff meetings, and Board Meetings as requested.
●To perform any other tasks as required, commensurate with the general duties and responsibilities of the post.
●Some evening and weekend work may be required - Time off in Lieu may be taken at less busy times.
PERSON SPECIFICATION
ESSENTIAL / DESIRABLERelevant Knowledge & Experience / ●Experience of arts and theatre administration.
●Experience working with website CMS.
●Experience of attending events and acting as an ambassador.
●Knowledge of using an online sales function within a company website. / ●Experience in writing contracts.
●Experience in writing invoices.
●Experience in managing theatre companies.
●Knowledge and experience of the production and distribution of design, print and web promotional materials.
Skills & Abilities / ●Excellent people skills; confident communicating with exterior producers and companies.
●Excellent copywriting skills.
●Excellent communication skills, both verbal and written.
●Absolute accuracy and attention to detail.
●Ability to thrive in a fast-paced environment; prioritise, seek solutions, and manage a busy workload.
●Ability to stay calm under pressure.
●Good strategic planning skills.
●Ability to keep accurate calendar records and reports. / ●Knowledge of Salesforce database system.
Personality / ●Confident, professional, and self-motivated.
●Happy working collaboratively in a small team.
●A confident and flexible approach; adaptable when faced with new challenges.
●Enthusiastic about the arts, and about supporting actors.
●Confident and presentable at events. / ●An interest in developing the work of Creatives.
General / ●Passionate about supporting the vision of the AC.
●An understanding of the AC’s work and values.
●Willingness to work flexibly if and when required. / ●An interest in education in relation to the acting profession.
For more information about the AC please visit our website
For more information about the TBT please visit our website