Programme Coordinator

Job content

JOB PURPOSETo work closely with the Programme Director and Programme Manager assisting them with the administration and management of the live events programme and contractual arrangements.To manage requests for the hire of space and the co-ordination of hires booked into the schedule.To manage specific strands of the programme and take responsibility for the co-ordination and management of projects.To assist with the development, implementation, and operation of administrative systems within the department.Duties & ResponsibilitiesProgramme Administration

• To provide assistance with the pre-contract negotiations and manage the drafting, sending and chasing of performance and hire contracts.
• To liaise with and responding to enquiries from agents, promoter and artists as instructed by the PD and PM.
• To deal with enquiries for venue hires and dealing with hires booked into venues (including student societies), plus encouraging repeat bookings.
• To develop and maintain internal and external contacts.
• To co-ordinate meetings and diary management.
• To liaise with Arts Centre staff and various University departments to circulate information.

Programme co-ordination

• To co-ordinate and administer programmed events, and to maximise sales. Duties may include arranging rehearsals, accommodation, per diems, transport, coordinating schedules, arranging hospitality, technical and backstage riders, relaxed performances, stagetext etc. ensuring invoices are submitted and processed appropriately.
• To administrate booking forms (processing and inputting information into Artifax Venue Management software) and liaison with marketing team to ensure events are ‘live’ and on sale (marketing of the event begins and details are accurate in print and online).
• To manage and co-ordinate visiting foreign companies’ requirements, visas, work permits/certificates of sponsorship, accommodation, per diems, hospitality, co-ordinate schedules and monitor budgets.
• To administer and co-ordinate VIP events including preparation of guest lists, invitations, tickets, and hospitality.
• To assist with management and scheduling of digital screenings and dates for classical music concerts as required.

Project Management

• Artistic project administration as required including co-ordinating schedules for artistic projects and providing administrative support for the scoping of ideas
• To manage logistics of projects including, monitoring budgets, booking rehearsal spaces and venues, marketing, overseeing ticketing requirements, liaising with relevant parents/students/companies/artists, preparation of forms, distributing information.

Administration

• To assist the Programme Manager with maintaining Artifax and to proactively support development of Artifax to meet departmental needs.
• To coordinate with FOH and technical regarding staffing and events, chase rider and event information
• To oversee general day to day system management and maintenance of Artifax booking info and programme scheduling spreadsheets.
• To supervise casual staff, including arranging DBS disclosures.
• To provide admin support for the programme team.
• Any other duties as required commensurate with the post.

General

• To be a competent IT user able to use and quickly learn different systems and packages including excel, word ad industry software.
• To be an ambassador for WAC, it’s vision and mission, and to provide excellent customer experience to all staff, ‘users’ and visitors.
• To lead by example and identify and promote best practise and to undertake any training as required by the post.
• To drive vehicles as appropriate, subject to complying with the conditions of the University’s motor insurance policy.
• To be a proactive, positive and flexible member of the team supporting Warwick Arts Centre meet its objectives and vision.
• To understand, adhere to and promote University of Warwick and Warwick Arts Centre policies and procedures.

Person SpecificationThe Person Specification focuses on the knowledge, skills, experience and qualifications required to undertake the role effectively. This is measured by (a) Application Form, (b) Test/Exercise, (c) Interview, (d) Presentation.Essential Criteria 1Educated to a minimum of GCSE grade A-C in English and Maths. (a)Essential Criteria 2Excellent communication and interpersonal skills with the ability to maintain good contacts and relationships. (a, c)Essential Criteria 3Experience of dealing with people at all levels. (a, c)Essential Criteria 4Project and Event management experience. (a, c)Essential Criteria 5Previous experience of arts administration. (a, c)Essential Criteria 6Previous experience of working in and an interest and enthusiasm for the arts. (a, c)Essential Criteria 7Ability to work without supervision and to use own initiative. (a, c)Essential Criteria 8Time management skills and ability to work to tight deadlines. (a, c)Essential Criteria 9Excellent organisational skills: ability to prioritise workload whilst dealing with conflicting demands. (a, c)Essential Criteria 10Budget management skills. (a, c)Essential Criteria 11Excellent IT skills including the ability to adapt new software. (a, c)Essential Criteria 12Willingness to work unsocial hours and a flexible approach to working patterns. (a, c)