Reconciliation Coordinators

3 weeks ago

London, United Kingdom BBC Full time

Job Introduction

This is a 12 month Fixed Term Contract. The role requires flexibility, as to begin with while training, you will need to go to the TVC office in London. Though this is a hybrid role you will be required to visit our production and business offices when needed.

The Reconciliation Coordinator provides essential support to the Business Affairs and Production teams by ensuring that the necessary contributor rights have been acquired to match any programme investment requirements, that all post production paperwork has been completed comprehensively, and that the BBC contracting and payment system holds the correct contracts, fees, clauses and relevant information in order to pay all contributors accurately and in a timely manner.

Discrepancies to be addressed by the Reconciliation Coordinators, or escalated back to Business Affairs or Production, when appropriate.

Main Responsibilities
- Supporting the day-to-day administrative requirements on new programmes where needed (as well as working on clearing the backlog of ‘Legacy’ titles that genre teams may have) that fall under the Coordinator’s programme genres. This may include receiving spreadsheets with annotations from Production that advise what updates need to be made to contracts on the contracting and payment system and making any required changes - such as ‘moving’ contracts to the correct programme identifier numbers, apportioning/splitting fees where relevant, deleting/zeroing fees where appropriate, as well as escalating any discrepancies/issues that the coordinator is unable to resolve to the appropriate colleague.
- Reviewing Investment Terms/Strategic Partnership, Third Party Distribution and Coproduction Agreements in order to obtain an understanding of what rights clearances should be in place.
- Reviewing the contracting system and other clearance systems to ensure that all contracts/contributions have been raised correctly, and the appropriate rights have been acquired to meet investment terms (where our relevant clearance systems and agreements allow). Escalating to Production/Business Affairs if further clearances are necessary/where investment terms haven’t been met.
- Gaining a familiarity with BBC Framework and Blanket Agreements, to understand what rights can be acquired and what payments are to be made.
- Checking that correct fees and payment information have been added to contracts on the contributor payment system, highlighting where relevant clauses have been missed, escalating any discrepancies or updating systems, if appropriate.
- Checking that Post Production Paperwork has been completed comprehensively and information matches with the contracts loaded to the contracting and payment system as well as other rights clearance systems, to ensure swift and accurate payments to contributors and copyright holders, making any necessary updates as required. Ensuring any contributor/contribution changes or additions to the Post Production Paperwork/Clearance Systems are made in a timely manner, liaising with Production if further information is required.
- Ensuring that any rights issues are identified and recorded, escalating any issues at the earliest stage.
- Sharing information and good practice with other Reconciliation Coordinators, but also addressing any knowledge gaps that Business Affairs and Production teams may have to create a consistent approach across the organisation. Escalating training needs to relevant Business Affairs Manager.
- Understanding when to escalate any ad hoc queries or discrepancies from Business Affairs and Production to relevant Business Affairs Manager.
- Providing any further administrative support to the Business Affairs and Production teams, as and when required, depending on team structures and needs

**Essential**
- Demonstrates interest in the BBC and the wider industry.
- Demonstrates strong organisational and planning skills.
- Ability to use own initiative with assurance, using judgment to escalate where necessary.
- Able to consider and propose new ways of working to improve existing processes.
- Experience of influencing and motivating others to reach desired outcomes.
- A basic understanding of the layers of performance and copyright found in programmes, and interested in learning more.
- Must be comfortable working from spreadsheets and various databases/I.T. systems.
- Must love ‘the details’ and be accuracy focused, the role is likely to involve raising/loading contract information on to contract and payment systems, adding/splitting fees and updating any necessary copyright fees on the contracting and payment system used by Business Affairs; as well as updating data accurately to post production paperwork, (following information migration guidelines).
- Ability to multi-task, and confident in managing a substantial workload with ever-changing priorities from different production areas/teams. This is a new role, which means it’s likely to evolve and ch

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