Production Coordinator (Orchestra activities)

Job Description

The Production Coordinator is an essential member of the Artistic Planning and Operations Department, facilitating communication with members of the Orchestra and freelance musicians regarding schedules, terms and conditions of engagement, and providing support to the Orchestra Manager, Production Manager and the wider Artistic Planning and Operations team including Learning and Community Engagement.

He/she is responsible for all the practical logistics of facilitating the engagement of freelance musicians such as issuing contracts and schedules and communicating all relevant information to musicians for the smooth operation of rehearsals and concerts, across the whole range of the Orchestra’s activity. The position also provides support to the function of the Orchestra’s library.  The position is based on a forty-hour working week, but will involve weekend and evening work, and travel as required across Northern Ireland.

Key Responsibilities

• To work proactively with the Production Manager and the other Production Coordinator to ensure that all the necessary detail for the orchestra’s activities is secured in good time
• Issuing contracts and schedules to freelance musicians (including LCE musicians), and assisting in any necessary logistical arrangements, such as provision of music parts or hotel lists.
• Collating and processing information for payroll for contract musicians.
• Circulating key departmental or concert information to the Orchestra and/or other relevant parties as directed.
• Arranging instrument and equipment hires, instrument insurance and tuners, securing quotes for production elements such as projectors, lights, screens and sound amplification as required.
• Assisting with processing applications and assignment of audition times, booking audition venues, and, if required, accompanying the audition panel on out-of-town auditions.
• Updating and maintaining in an orderly and secure fashion all paperwork and data relevant to the orchestra such as personnel, passport and travel-related lists, and other information sheets as required.
• Maintaining and updating all departmental administrative filing and data systems, and actively contributing to the streamlining and digitisation of any elements of the department’s administrative resources and systems, ensuring continued compliance with GDPR legislation and ongoing implementation and operation of the Orchestra Management System.
• Deputising for Library Manager as required and assisting in the preparation (e.g. bowings) and distribution of parts to musicians.
• Providing general administrative support to the department, including the Library Manager and Production Manager, such as filing, taking phone messages, data collation, administration and minute-taking.
• To act as an ambassador for the organisation at all times
• Any other duties as may be required.

Personnel Specification

Essential Requirements: 

• A tertiary level qualification in an arts subject, OR a minimum of one year’s experience (voluntary or paid) within the arts sector
• Ability to work within a small team, as well as independently
• Experience of preparing schedules and contracts
• An excellent standard of musical literacy, especially in orchestral repertoire
• Familiarity and demonstrable understanding of orchestral parts and scores, including transpositions, and an ability to adapt parts and scores accurately, within time constraints
• Attention to detail with the ability to balance conflicting priorities
• Sensitive to the needs of the performing musician and the ability to liaise with them in a tactful, supportive and clear manner
• Strong interpersonal, communication, organisational and problem-solving skills, and a positive attitude to work
• Proficiency with all Microsoft Office programs, in particular Microsoft Excel

 Desirable Requirements: 

• At least one year’s experience working for a professional orchestra
• Knowledge of MU agreements (i.e. BPI, PACT)

Desirable criteria will be used in the event of shortlisting.

How to apply:

Please complete the attached application form and e-mail your application form and monitoring form to Bronagh Hughes at [email protected] The closing date is Friday 18 October at 12 noon. Interviews will be held the week beginning Monday 28th October.