Production Coordinator
Description
Role Summary
To work closely with and provide support to the Director of Producer and General Manager on all Old Vic productions, project managing assigned shows on a day-to-day basis for The Old Vic Theatre Company.
This role provides an excellent opportunity to be a part of a dedicated and hard-working team, delivering a range of productions in one of the world’s most vibrant and illustrious theatres. We are looking for someone who couples brilliant organisational skills with a love of theatre and will be an adaptable and personable team player.
Your Team
The Production team includes the Director of Producing, General Manager, Associate Producer, Production Coordinators, Production Assistants, Casting Coordinator, Executive Assistant to the Artistic Director as well as our Technical team, including the Production Director, Assistant Production Manager, Head of Stage, Head of Lighting, Head of Wardrobe, Deputy Heads of Stage, Deputy Head of Lighting, Deputy Head of Sound, Deputy Head of Wardrobe, Lighting Technician and Stage Chargehand.
Areas of responsibility
Production & Personnel
- Act as the Project Manager for each assigned production. Including, but not limited to responsibilities of being the lead contact for all internal departments and external contacts, co-producers and contractors; managing relationships and being the point of contact for cast, creatives, stage management and technical teams.
- Working closely with the Production Assistant(s) assigned to the production; whilst keeping the Director of Producing and General Manager fully abreast of the production process, highlighting any potential issues.
- Keep schedules for each show up to date and accurate, liaising with Marketing and Box Office as necessary
- Ensure clear and regular communication with the Technical team for each production’s requirements as necessary
- As part of being the lead contact with the show Company Stage Manager, assist with the pastoral care of actors, and creative and production teams
- Under the supervision of the General Manager manage negotiations, make offers and draft agreements for creative team members and associated associates and technical crew as relevant
- Along with the Production Assistant(s) book audition and rehearsal spaces (internal or external) as needed
- Working with the Casting Coordinator, make offers and negotiate actor contracts within budget and in line with respective union collective agreements
- Manage the contracting of children, including being responsible for any licenses required. Including appointing and supervise any chaperones, arranging payment and petty cash if necessary
- Keep cast and crew deal summaries up to date at all times
- Coordinate relevant personnel for all auditions, rehearsals and technical period
- In collaboration with the General Manager and Theatre Management team ensure all The Old Vic Theatre Company policies are adhered to and communicated to production teams and cast
- Oversee access requirements for each production including, captioned and audio described performances and relaxed performances in collaboration with the FOH manager, Senior Marketing Manager and Education Manager.
- As required, submitting PRS applications and facilitating music clearance for Productions.
- Lead Production team catch ups in the absence of the General Manager and Director of Producing
- Assist the General Manager with managing and liaising with our insurance broker for all The Old Vic Theatre Company policies and claims
- Assess tax status for any freelance The Old Vic Theatre Company staff and oversee all cast, crew and creative team VAT payments
- Manage the processing of any visa applications and withholding tax with support from the HR Associate Director as required
- Ensure all productions are proposed and nominated for Olivier Awards and oversee panellist house seat bookings
- Be familiar with and keep abreast of changes to relevant union agreements including, British and American Equity, BECTU and MU and the Society of London Theatres (SOLT), making sure that the Production team and the HR Associate Director are kept up to date with all and any changes and new rates, policies and regulations
- Be familiar with and keep abreast of pensions policy and changes
Budgets and accounts
- Assist the General Manager with the preparation of budgets, and then manage their application on productions, operating within them at all times
- Along with the General Manager and Finance team, ensure the production budget is updated and kept accurate throughout he run of the production and managing its reconciliation at the end of the run, including; preparing final production accounts and royalty statements
- Oversee purchase orders raised by the Production Assistant(s), ensuring this is done efficiently, that costs are always within budget and that the General Manager is kept informed of spend at all times
- Oversee the Production Assistant(s) in ensuring freelance staff invoices are processed smoothly, monitor and arrange sign off of weekly petty cash returns from the Company Stage Manager, keeping the General Manager and agents regularly informed of any delays or issues
- Work with the Finance department on prompt payment of royalties and generating statements
**Press and Marketing **
- Oversee the press night process, planning and delivery working closely with the Production Assistant(s) on guests lists, invitations, seating plan and delivery of the evening – in conjunction with the box office, events, marketing and press team.
- Work closely with the Marketing Managers to ensure that all contractual billing and approvals are adhered to. Ensuring that the marketing team provide us with adequate time to sign offs.
- Be responsible for proofing show billing, programmes and website copy
- Provide information to Marketing and Box Office for show setups and proof all documents and plans
- Coordinate press & marketing requests for content and access to the cast and creative team to help facilitate the marketing and press companies on productions.
- Attend weekly Marketing meetings
General
- Attend all team and production meetings as required
- Attend rehearsals, technical period, previews and performances as required – including evening and weekend work as required by production schedules
- Keep track of and update templates for budgets and contracts
- Represent the Production department at events and performances as required
- Represent or speak on behalf of the or General Manager or Director of Producing as required
- Deputise for Production department team members in their absence as appropriate
- Contribute proactively to Production team activities
- Be a positive and approachable point of contact for staff, actors and creative teams, particularly when the General Manager or Director of Producing are not available
- Undertake special projects and assignments as required, for example play readings, workshops
- Carry out any other duties as reasonably requested by the General Manager or Director of Producing
- Comply with The Old Vic’s Equal Opportunities, Health & Safety, Sustainability and all other Staff Handbook policies at all times
- Arrange logistics and manage and monitor budgets for workshops.
This is not an exhaustive list of duties and management may, at any time, allocate other tasks which are of a similar nature or level.
How To Apply
We understand that everyone is different and we want you to apply in whichever way you feel best shows your skills and experience. There are a range of ways that you can apply with us:
- Sending a short video file of yourself (no longer than two minutes in length), detailing your experience, why you are applying for the role and what about working at The Old Vic interests you.
- Sending a short audio file of yourself (no longer than two minutes in length), detailing your experience, why you are applying for the role and what about working at The Old Vic interests you.
- Completing our application form.
- Uploading your CV and covering letter, explaining why you are interested in the role and working at the Old Vic.
The Old Vic has made a commitment that all applicants with disabilities who meet the essential criteria for this job will be invited to interview.
All appointments are made subject to satisfactory references and proof of eligibility to work in the UK.
The Process
The recruitment process for this role will be two stages:
- 1st stage virtual/in person conversation
- 2nd stage virtual/in person conversation
The closing date for this role is Monday 24 July 2023 at 11.59pm. First stage conversations are likely to take place on Thursday 27/Friday 28 July.
Requirements
Person specification
The post holder must be able to demonstrate the following:
- Experience in a similar role, with demonstrable work experience in first class professional theatre, including experience working on large sale shows and musicals, in large scale venues.
- Takes a proactive, flexible approach to work.
- Meticulous eye for detail; good proof reader; immaculate presentation of work
- A confident decision-maker in a fast paced environment, able to focus, whilst working in a busy office, and handle multiple tasks
- Good prioritisation and organisational skills
- Strong team ethic along with the ability to work independently.
- Exceptional verbal communication skills, including a knowledge of etiquette and protocol in dealing with stakeholders of all levels and high-profile individuals with tact and sensitivity.
- Knowledge and experience of unions, including British and American Equity, BECTU and the Musicians Union
- Experience of negotiating and preparing a variety of staff and artist contracts
- Numerical literacy i.e experience of working with budgets and/or payroll.
Benefits & Perks
Salary: £33,000 to £33,990.00 per annum, depending on experience
Benefits:
- Access to mental health support
- Commitment to learning, education and development
- Complimentary tickets for you and a guest to Old Vic preview productions
- Enhanced annual leave, starting at 25 days per year, increasing by one day per year up to 30 days (plus bank holidays)
- Festive day – discretionary additional day off around Christmas to spend with loved ones
- Hybrid working and a company culture that promotes good work/life balance
- Time to volunteer – one day per year to support a charity or project of your choosing
- Cycle 2 work scheme
- Enhanced maternity/paternity/shared parental pay
- Staff social events
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The Old Vic
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**About** The Old Vic under Artistic Director Matthew Warchus is a place that encourages a new love of theatre, as well as offering a refreshing experience to those who keep coming back for more. It is a theatre steeped in tradition yet still innovating and making history today through a huge variety of output on and off stage which grabs the imagination of the broadest range of people. The Old Vic programme encompasses invigorating new writing; works that engage with a wide social conversation; nurturing new musicals, mounting passionate revivals and famous old plays; experimentation with quirky, eye-opening and challenging pieces; and family shows and pantomimes. In addition, we work with over 10,000 people each year of all ages and backgrounds to unlock creative intelligence through school projects, employability schemes and community engagement. All of this is achieved whilst operating as a not-for-profit organisation without a regular subsidy, in an almost 200 year old building with a touch of magic about it.