National Theatre Wales Community

Production Co-Ordinator Job at NTW

National Theatre Wales

Job Description: Production Co-ordinator

Main Purpose of the Job:

The Production Co-ordinator is responsible for the effective administration of all National Theatre Wales productions.

Responsible to:

Executive Producer

Working for NTW

Every member of staff at National Theatre Wales has a significant role to play in achieving the Company’s goals. We are all advocates for the Company’s work and ethos and Company Members are encouraged to go and see work, develop networks and connections, introduce new artists and community members to NTW and help develop ideas for the future. Attendance at Company meetings and ideas meetings, and active involvement with NTW TEAM – our programme involving a wide range of communities in everything we do – is a valued part of everyone’s job. Beyond the specific tasks of each job description, these Company-wide activities are a key part of each staff member’s contribution and achievement.

Key Tasks

Production Administration

To provide effective administration for all National Theatre Wales productions and projects and develop robust administrative systems within the Production Department.

To provide administrative support for the contracting of creative and production teams
To set up and maintain key systems (eg: production planning tools, scheduling, freelance database) in conjunction with the Executive Producer and Head of Production
In conjunction with the Executive Producer and Head of Production to ensure that appropriate licences are applied for in good time and that all licensing requirements are met
To create production contact sheets and administrative folders, sharing information appropriately
Liaise with venues and box office providers regarding any seats that need to be held off sale for production purposes
To support and liaise with production creative teams and producing personnel as appropriate

Production planning

Responsible for planning and booking of all travel and accommodation for National Theatre Wales’ productions and projects and assisting with production schedules and information sharing.

To research, book and set up rehearsal spaces
To plan and book all travel and accommodation for creative and production teams for NTW productions and projects
To assist with drafting production and touring schedules
To schedule and minute regular production planning meetings
To arrange and share information regarding production meet and greets
To liaise with the Executive Producer and Head of Production to ensure that production partners receive all technical information requested
To coordinate itineraries and logistics for national and international touring
To secure international visas and make international travel arrangements
To liaise with UK Borders Agency and secure work permits for international artists
To schedule accessible performances (audio description, captioning, sign language, touch tours) with the Communications Officer and arrange for all necessary equipment
To support the Communications team with arrangements for filming and photographing rehearsals and productions
To maintain systems for booking, tracking and maintaining equipment which may be hired/loaned to others
To ensure National Theatre Wales maintains a reputation for best practice and excellence within the sector

Production Finance Support

Support the Executive Producer, Head of Production and Production Managers to manage production budgets and financial reconciliation

To assist the Company Stage Managers with compiling Weekly Time Sheets
To assist Production Managers with forecasting overtime and technical crew requirements
To create detailed payment schedule/contract logs for each production
To support the Head of Production with monthly monitoring of production expenditure
To raise Purchase Orders, make expenses claims, process invoices and other financial paperwork as required
To recommend actions to achieve value for money and efficiency
To assist with the sale of post production assets
To develop relationships with venues, suppliers, and travel organisations

TEAM

To engage with TEAM activity

To offer support, advice and training to TEAM members as appropriate
To supervise placements/work shadowing opportunities for TEAM members
To explore ways of enabling TEAM members to become actively involved in Production administration

This Job Description is not exhaustive and that it is possible that the responsibilities may change or be added.

Person Specification

ESSENTIAL

Experience

At least 3 years experience of working in a producing performance arts environment
Experience of production administration in a busy creative environment
Experience of establishing effective production systems
Experience of booking accommodation and travel
Experience of managing budgets, cash handling, reconciliation, purchase ordering

Knowledge and Skills

Excellent communication skills, both oral and written
Confidence in the use and management of digital technology and the ability to resolve common technical problems
Demonstrable organisational and broad range of administrative skills, and the ability to establish routines and systems
Knowledge of theatre backstage procedure and terminology

Personal Attributes

Commitment to team working and a flexible approach to working practices
Analytical thinker with a logical and systematic approach to problem-solving and the ability to anticipate the implications and consequences of situations and take appropriate action
Results orientated, with a strong sense of urgency about solving problems and getting work done in a thorough manner
Highly motivated, proactive in developing own ideas and delivering high quality work and able to plan and organise own workload, meet deadlines and work under pressure on own initiative
Willingness to work outside of job role as part of a team
Commitment to best practice and continuing professional development
A positive, friendly and professional attitude

DESIRABLE

Experience

Experience of working with Dropbox, Google Apps and IT hardware
Experience of meeting coordination and taking of minutes
Experience of stage management
Experience of timesheets and wages
Experience of drafting production schedules
Experience of coordinating production teams for national and/or international touring

Knowledge and Skills