A knowledge & experience of outdoor arts working environment Previous management or coordination of volunteers

Transcription

1 Brighton Open Air Theatre (BOAT) Coordinator Job Description Fixed term self- employed part time position 10,000 Fixed fee (Approx.: p.a. pro rata) Payment will be issued via invoice quarterly: March 31 st June 30th September 30 th December 31 st Key Dates: Mon January 4 th December 2016 Work Programme The Coordinator will be expected to manage their own time and provide their own computer equipment in order to achieve the requirements of the contract. There are no set hours of work. The contract price has been calculated through an estimate of per day and 90 to 100 days per year. It is anticipated that the majority of the work will take place between February and October each year. The contract is offered at a fixed price. Reports to: The board of trustees Key Skills Required: Previous and demonstrable administrative experience Excellent oral and written communication skills Self- motivated with excellent organisational skills Compliance with BOAT s procedures in every aspect of delivery Good aptitude for working with computers, including Mail chimp, Microsoft Word & Excel. Good attention to detail, including proof reading Knowledge of basic book keeping Ability to stay calm under pressure Methodical and thorough approach to work Good at juggling tasks and prioritising A great team player Ability to show initiative Excellent reporting skills Desirable Skills: A knowledge & experience of outdoor arts working environment Previous management or coordination of volunteers

2 KEY TASKS Principal accountabilities: To coordinate the BOAT summer programme To coordinate cover for the management and safe running of events To keep appropriate financial details relating to the events To coordinate all marketing information for the events To ensure and maintain effective communication with the Board To do anything else as might be reasonably expected as a member of the BOAT team BOAT Summer Programme Negotiate with Visiting Artists regarding ticket prices, technical equipment and health and safety requirements, get in and get out times as directed by the Board Issuing & receiving the letter of agreement to Artists reflecting the above details. Collating all additional information required from Artists including risk assessments, copies of relevant insurances, publicity information. Collating event Show Reports from Event Manager/s Notify the Board about all agreed usage of the theatre, including daytime rehearsals and ensuring that these are detailed on the shared BOAT event document. Managing an in kind volunteering scheme from companies in exchange for rehearsal time. Managing BOAT complimentary tickets to Trustees & volunteers Issuing letters of agreement to all parties for BOAT in- house productions Managing contact from audience, artists and press about the programme Suggesting additional programming ideas to the Trustees for their input and approval. Event Ensuring that each event has a dedicated BOAT Event Manager Ensuring each event has adequate volunteer stewards/security. Completing an Event Planning Document for each event including contact details for Event Managers, stewards & Artists in advance of the event and issuing these to all parties in advance of event Keeping the steward database on the BOAT shared drive updated with names and contacts of stewards, alongside times of arrival and departure. Recruiting and managing the volunteer scheme including overseeing volunteer events & volunteer incentives Financial Keeping receipts and basic book keeping Managing & overseeing collection of invoices & payments to Artists in liaison with the Board Banking any on site FOH receipts and donations to be collected from Event Manager/s Marketing Completing event information for Ticket systems Collating all Artist marketing information for BOAT publicity purposes including the annual BOAT season brochure and in- season posters and press releases Managing and issuing publicity deadlines to Artists in relationship to programming Writing & designing and sending monthly newsletters via mail chimp Organising annual brochure distribution and letter drop to local residents Organising any pre- agreed print distribution during the season

3 Updating any on site noticeboards & signage Liaison with the BOAT web designer about Season details and mid- season changes Management of social media & twitter in tandom with the Board Press liaison for all events, writing and issuing press releases and organizing press events Communications Issuing a weekly to the Board drawing attention to any issues and questions that require a board decision which serves as a Highlight Report Issuing and collecting Show Reports from Event Managers & distributing to the Board To keep promoting the good name of BOAT, its ethos and vision. To keep confidentiality about internal BOAT discussions and financial matters General Managing artists and volunteers to ensure that the BOAT venue & hut is kept clean, well maintained and free from graffiti and rubbish. Work in- line with, monitor and report any discrepancies in Health & Safety standards Administrate the BOAT on a regular basis, reviewing and answering correspondence Maintaining BOAT information systems, updating regularly on a shared drive Maintaining BOAT inventory and making recommendations of purchase of key BOAT equipment to the Board Equal opportunities BOAT celebrates diversity and is committed to sustaining an inclusive and diverse community. We expect the board, staff, volunteers, artists, audiences and visitors to be treated, and treat each other, with dignity and respect regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, socio- economic background or circumstances, political beliefs and affiliations, family circumstances or other irrelevant distinction. In line with this, we welcome applications from all suitably qualified persons regardless of their individual circumstances. Application process Please us the following: A covering letter stating your interest and suitability for the role with reference to the job description An up to date CV An and mobile phone number The name of 2 references to be contacted only prior to appointment. Applications must be received electronically and clearly marked [YOUR NAME] - Application for Coordinator Please BOATJobApplication@gmail.com The deadline for applications is Monday 7 December at 5pm Interviews will be held on Wednesday 16 December either in person in Hove or via Skype. Shortlisted candidates will be notified on Thursday 10 December. We are not able to discuss your application in advance. If you have any technical issues with ing you can contact us via our trustee Donna Close on to discuss an alternative application .

4 About Brighton Open Air Theatre Brighton Open Air Theatre (BOAT) is a registered charity incorporated on 16 March 2014 (CIO Reg No: ) Our charitable aim is The advancement of arts and culture through the establishment and maintenance of an open air theatre in Brighton & Hove for the use of residents and visitors. BOAT is located in Dyke Road Park on the site of the old bowling green (link here) BOAT is open from May to September each year and presents a season of outdoor performance, spoken word, music and occasional screenings. BOAT is permitted to run shows up until 10pm Monday to Saturday and until 6pm on Sundays to a maximum of 22 events per month. Our objectives are: 1. To create a unique new cultural venue for the city that ensures the highest possible production values for outdoor performance and exhibition and which diversifies the type of work that can be enjoyed in the open air. 2. To work with the city s festivals, programmers and curators to attract high quality touring productions and events. 3. To create a community of local artists and practitioners that make new work for the open air. 4. To engage with the local community to provide a platform for cultural activity and for creative learning. 5. To bring an under used open space back to life as a vibrant green cultural facility. Governance & Management BOAT relies on the enthusiasm and dedication of its volunteers: the Board, other creative professionals and the volunteer stewards who give up their time to ensure the safe and successful running of shows. The founding BOAT trustees are: Steve Turner (Chair) Construction manager with Keir James Payne Award winning screenwriter Claire Raftery Artist, Director, Educator and co- Artistic director of Periplum Donna Close Creative Producer and Arts Consultant Playwright and actor Ross Gurney Randall was also an original trustee, stepping down in February Brian Mitchell was volunteer manager between April and August Ralph Izzard provides voluntary web design and maintenance. We have an additional network of professionals that have offered time and support for the project covering production, health and safety, technical, maintenance and marketing. We have a number of high profile artists who support us in our fund- raising activity across music and performance. BOAT has a dedicated group of between 15 and 20 regular volunteers that provide stewarding and maintenance support. Most of these are local to the area. Through this paid role, BOAT is seeking to build on the success of the first season, improve our relationship with artists and press and better support and reward our volunteers.

5 Background BOAT was the inspiration of the late playwright and showman Adrian Bunting. When he was diagnosed with terminal pancreatic cancer in February 2014, he asked his friends to realize his dream of a dedicated open air theatre in Brighton & Hove, leaving his design and his life savings to the project. Adrian died on 11 May From May 2014 to May 2015, the trustees formed the charity, secured the lease for the site, developed a business plan and secured planning permission with the pro bono support of architects Miller Bourne. BOAT raised more than 100,000 for the site build through personal donations, fund- raising events and bucket collections. This money was all raised through public donations: Uniquely BOAT has not received any public funding. BOAT opened on the 9 May 2015 with an opening gala and the first theatrical run was the Globe s Romeo & Juliet, presented with Brighton Festival. In 2015, BOAT presented 24 companies in 50 events and was experienced by an audience of It featured in BBC and ITV News and substantially in the local and regional press and radio. We have just under 6000 Likes on our Facebook page and just under 2000 followers on Twitter Our website is