Artistic Planning Coordinator

Due to the variety of this role, it is a brilliant opportunity for the right candidate at an early stage in their career, keen to learn more about programming and producing or looking to pursue a career in theatre.

The role will support the Head of Artistic Planning, Stages, with the programming, planning, communicating and contracting for all productions presented in The Lyric, The Drum and The Lab, as well as supporting with TRP's produced and co-produced work. This support ranges from accurately recording deal negotiations, communicating key production-related information, ensuring fully executed contracts are in place for all productions, managing Artifax software and minuting production-related meetings.

The role will work collaboratively with colleagues across the organisation to support and deliver a wide variety of activity throughout our auditoria and TR2 spaces.

To ensure all production related contracts and records accurately reflect the arrangements that have been agreed.

• To produce and issue all visiting company contracts together with the relevant supporting documents, ensuring all details contained within the contracts are accurate, formatted correctly and presented professionally.


• To assist with producing and issuing creative, performer and stage management contracts for all TRP produced and co-produced productions, ensuring all details contained within the contracts are accurate, formatted correctly and presented professionally.


• To maintain the Visiting Company Status Report for all visiting company contracts, keeping an accurate track on their progress.


• To liaise with internal departments, external producers and agents to resolve all queries, ensuring a fully executed contract is reached in a clear, timely and professional manner.


• To develop your understanding of TRP's Visiting Company Contract, you will work towards leading on all Drum and Lab contracts, with support from the Head of Artistic Planning, Stages.


• To ensure confirmation of Public Liability Insurance is received for every visiting company production, working closely with the Technical Department to achieve this.


• To create and maintain relationships with producers and their representatives in order to maintain a positive profile and reputation for TRP throughout the industry.


• Under the guidance of the Head of Artistic Planning, Stages, support with general programming, communication and co-ordination of all production related information received by the Artistic Planning office.


• To be responsible for ensuring all supporting documents and information packs which accompany the various contracts remain up to date and accurate.


• To maintain an accurate Programme Planning Schedule and regularly distribute this to internal colleagues, giving consideration to operational and technical scheduling.


• To be responsible for the issue and execution of TRP's Data Sharing Agreements for all ACE funded organisations that we work with. Liaising with our IT Data Controller to ensure we are always working within the most up to date legislation.


• To be responsible for the effective use and maintenance of Artifax; TRP's diary management and contracting software, ensuring the system remains up to date and fit for purpose and identifying areas of development which allow Artifax to become more widely integrated into the organisation and used more efficiently.


• To lead on Artifax training sessions to support its integration into the wider TRP operation.


• To create a financial show code for all productions across the breadth of our activity of work, ensuring the standard code format is accurately followed.


• Raise purchase orders for individual payments wherever necessary, receiving the orders as appropriate to allow payments to be made in a timely and professional manner.


• To be responsible for obtaining authorised Certificate(s) of Sponsorship for international artists who are required to perform at TRP, becoming the point of knowledge and contact for all production-related Certificate of Sponsorship applications and ensuring all relevant data for visa holders is confidentially recorded.


• Once a contract has been fully executed and/or a production has finished, ensure the production file is accurately archived, electronically and physically; liaising with the Business Support Team to ensure production files have been set up in the TRP Show Archive. You will also be aware of GDPR legislation and how this impacts the information we are able to retain.


• Using initiative, implement ways to improve operational practices in order to work in the most productive and efficient manner possible within the role.


• Take personal responsibility for time management to ensure tasks can be completed within the allocated time and alert the Head of Artistic Planning, Stages, if a timescale is considered unrealistic or unreasonable.


• Representing the Artistic Planning Department, attend any necessary meetings including the weekly Operations Meeting and production-related meetings.


• To promote and comply with all TRP policies.


• Act as a sensitive 'gateway' for incoming telephone calls, emails and enquiries for the department.


• To handle the given tasks in an efficient and effective way to maximise the reputation of the Artistic Planning Department both inside and outside the organisation.


• Any other reasonable duties commensurate with the role.
  
  This role sits within the heart of the organisation, and we are looking for an organised, motivated and pro-active individual with excellent communication skills. The candidate will be able to multitask and deal effectively with a wide range of people at all levels, whilst working in a fast-paced environment.