Production Administrator

3 weeks ago

Manchester, United Kingdom Factory International Full time

Please note that these are both fixed-term roles_

**Closing date - 19 March 2024**

**Interviews will be taking place on 25 & 26 March 2024**

**Salary - **starting at £24,960 based on skills and experience**

We are recruiting two key roles in the Producing team - Production Administrator and Producing Department Coordinator.

Both roles provide administrative support to Producing team. They work to ensure the department’s day-to-day smooth running and to deliver Factory International’s varied programme of work to the highest standard.

The **Production Administrator** provides administrative support for the team of Producers and Event Managers across a busy programme of live and broadcast projects in Aviva Studios, in Manchester International Festival, online and on international tour.

The **Producing Department Coordinator** ensures the smooth and efficient co-ordination of the department’s administrative processes and systems, liaising with internal teams to ensure that workflows are joined up. In addition, the role is responsible for the co-ordination and booking of freelance producing and event management staff for the team.

Production Administrator & Producing Department Coordinator - Factory International - job pack (download here)

**RESPONSIBILITIES**

The main responsibilities for the **Production Administrator** will be:

- Supporting Producers, Executive Producers, Director of Producing and Event Managers with research and general administrative support, including the ongoing development of departmental processes.
- Working with Producers and Event Managers to draft a range of production and consultant contracts using existing templates and keeping track of their progress.
- Ensure that all relevant project information is entered onto FI’s databases including Artifax and Spektrix, and documentation such as schedules, risk assessments, contact sheets are up to date and filed.
- Minuting notes and actions from organisational, departmental and production specific meetings and evaluations, and disseminating internally and externally as appropriate.
- Collating and distributing information about productions to internal teams including Audiences, Ticketing and Technical to support cross-organisational working, and acting as a consistent point of contact and information for projects and the department.
- Coordinating financial processes, including processing of invoices, float reconciliations, raising purchase orders, tracking payments and communicating these with suppliers/contractors, and supporting Producers on budget reconciliation.
- Setting up and supporting meetings, site visits, auditions, workshops, rehearsals for our programme of live and digital activity as required, with duties including booking venues, sourcing equipment, liaising with artists and partners, minute-taking and dissemination.
- Collaborating with Artist Liaison to establish travel, accommodation and subsistence requirements for artists and support communication about confirmed arrangements.
- Supporting the development of strong, collaborative relationships with artists and producing partners
- Supporting practical, on-the-ground event delivery and online delivery for broadcast projects, and when appropriate, event managing small, one-off events.
- Supporting onboarding of freelancers, including training new staff in finance systems and FI databases, e.g. Access FinOps and Spektrix.

The main responsibilities for the **Producing Department Coordinator** will be:

- Co-ordinating, developing and maintaining the department administration. Driving change in the department, by showing initiative to identify and resolve administrative gaps. Managing discreet process-based projects as required to implement new administrative systems, procedures and policies as well as to improve existing processes
- Working with the Head of Scheduling & Producing Administration to ensure that the production administration workflow is efficient including organising a regular meeting cycle with the team and providing systems to ensure workloads can be monitored and allocated.
- Working with Production Administrators to ensure that all projects are fully supported and resourced. This may involve direct responsibility for ad hoc administrative tasks where required.
- Oversee the onboarding of new staff, communicating with, and cultivating the freelancer pool on possible projects, checking availability and overseeing contracting of freelance personnel as required
- Actively maintaining the freelancer database and acting as the first point of contact for managing freelancer resource. Supporting the Producing department in engaging a diverse and multi-disciplinary freelancer pool
- Arranging of meetings, booking of rooms and undertaking general administrative tasks to support the department and the Department Leadership team**.**

**PERSON SPECIFICATION**

For both roles there will be some common person specification requirements as below.

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