Re: Administrative Producer

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1 15 July 2014 Dear Applicant, Re: Administrative Producer Thank you for your interest in the above position. Please take a look at the Person Specification and Job Description attached. You can read about Headlong s background and our past productions on our website. If you wish to apply, please send us by a copy of your CV, a covering letter explaining your suitability for the post and your completed equal opportunities form. Please send your application by to to arrive no later than 5pm on Wednesday 6 August Please note we cannot accept applications via post. Interviews will be held in London on Friday 15 August If you would like to have an informal conversation about the role or the application process, you are welcome to call me on although please note I am away on leave until 29 July. With best wishes, Yours sincerely, Henny Finch Executive Producer

2 ADMINISTRATIVE PRODUCER HEADLONG THEATRE JOB DESCRIPTION Responsible to: Responsible for: Executive Producer Producer, Administrative Assistant, Interns Objectives of Post The Administrative Producer is a new role at Headlong, to work closely with the Executive Producer on the company s management, administration and strategy. By overseeing the detail of the delivery of projects and activities while maintaining oversight of the day to day operation of a busy producing company, they will be a key player in Headlong s ambitious plans for evolution and growth under the new Artistic Directorship of Jeremy Herrin. Strategic and business planning To support the EP in creating a renewed strategic and business plan for the company, as a tool for sharing with stakeholders our vision for the future. To support financial forecasting, the risk register and related policies. To work with the EP to implement change in support of the vision. Management To line manage and develop Headlong s Producer, Administrative Assistant and any interns/ work placement students. To ensure that regular staff meetings take place and monitor board minutes and global task lists to ensure that company objectives are met. To maintain an effective appraisals process. To manage requests for holiday and TOIL. Project General Management With the Producer, to book tours. To negotiate venue contracts for touring work. To draft and negotiate the detail of co-production agreements, in support of the EP. To maintain standard terms and contracts for all freelance personnel, within the relevant union rules, including bench-marking with other organisations working at a similar scale.

3 Where necessary to support the Producer in the negotiation of terms with freelance personnel. With the Producer, to maintain an oversight of production expenditure against budget. To work with the Creative Associate to draft literary contracts, including setting up and maintaining a system for reminders on option and delivery dates. As appropriate, to support the EP in planning future life for productions, including commercial transfers and international touring With the Producer, to oversee Press and Marketing strategies for productions. Fundraising To support the EP and the freelance Fundraiser to explore new sources of support for Headlong for revenue and project funding. To run Headlong s membership scheme and with the support of the Administrative Assistant arrange events for members, and liaise with the Finance Manager over revenue and gift aid. To support higher level donors by holding a database of givers, ensuring they receive regular updates and invitations and are appropriately credited. To research and where appropriate write applications to Trusts and Foundations and to support the Creative and Digital Associates in applying to Trusts and Foundations. Education/Access/Outreach To work with the EP, Producer and Creative Associate to develop the company's policies relating to education, outreach and access. Board administration To administrate Board and Board committee meetings, including F&GP, including setting dates, preparing agendas and distributing papers. To send updates including news and reviews to the Board. To be responsible for keeping up to date records with Companies House and the Charity Commission. Finance To liaise with the FM and EP on preparation of management accounts and support the EP in drafting annual budgets as requested.

4 To liaise with the FM on routine finance issues including payroll. To supervise the Administrative Assistant in the administration of petty cash, staff expenses and credit card reconciliations. Environmental policy To maintain an environmental action plan for the company and to act as environmental champion. Insurance/Legal To ensure that the company carries adequate insurance. To administrate any claims against insurance and support the EP in the case of legal disputes. To remain abreast of legislation relating to child performers, Foreign Entertainers etc and advise the Producer of best practice. Funding To support the EP in annual reporting to Headlong s main funder, Arts Council England. Health and Safety To be lead Health and Safety officer for the company, ensuring that our work and premises comply to the highest possible standards of Health and Safety, and that risk assessments and policies are models of good practice. Other To deputise for the EP at meetings and events as required To keep abreast of industry trends by attending shows and events and by following news items and reviews. To carry out any other duties as may be required to support Headlong s work. Hours and place of work Headlong office hours are 10am-6pm Monday to Friday, but some evening and weekend work will be required, especially when we are touring a production. Requests for flexible working will be considered. No overtime will be paid. The post is based at our office in central London. Contract and salary This is a permanent position with a three month probationary period. Salary will be between 30-35,000 per annum.

5 Person specification Essential At least five years experience working in professional theatre in a general management or producing role. A natural collaborator who will fit into a close knit company with ease, humour and confidence. Demonstrable entrepreneurial skills. Good financial management skills, including budget setting and management. An energetic manner and an ability to drive projects to completion. A thoughtful approach and a demonstrable understanding of wider trends within the industry. Experience of managing staff. Experience of partnership working and a working knowledge of co-production arrangements with various types of partner organization. Good knowledge of UK Theatre subsidized repertory or SOLT agreements for actors, stage management and creative freelancers. Excellent administrative skills, with an organized and methodical approach. Ability to process and summarise complex information quickly. Excellent communication skills with a clear and authoritative style of writing and speaking. Good networks within the theatre industry. A very keen eye for detail. A passion for theatre. Desirable Experience of producing touring work. Experience of working in an Arts Council National Portfolio Organisation. Experience of working in a commercial theatre environment. Experience of financial management. Experience of business planning.

6 Knowledge and networks in fundraising. Knowledge of Health and Safety protocols, insurance and legal issues, and best practice in equal opportunities and diversity policies.

7 Headlong Theatre Equal Opportunities Policy Headlong Theatre aims to offer equal opportunities to all. Headlong Theatre: Recognises and values cultural diversity Endeavours to operate without prejudice and with due regard for age, ethnic origin, gender, marital and economic status, sexual orientation, HIV status, disability, race, colour, nationality, education or offending background. Is committed to equality of opportunity and representing the full diversity of society. Will apply the principles of equality of opportunity in employment practice. Recognises the statutory responsibilities placed upon it through European and National Government legislation and will implement these to the best of its ability and within the resources available. In order to monitor the effectiveness of our equal opportunities policy, we request all applicants provide the information indicated below. Gender: Male Female I would describe my ethnic origin as: Black Caribbean Black African Black Other Indian Chinese Pakistani Asian Bangladeshi White Other None Do you consider yourself to have a disability? Yes No

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