Production Assistant

COLCHESTER MERCURY THEATRE; Colchester; On-site; GBP 25,000 - 27,000; Full time

Benefits offered by this job

Discount on food and drink in café bar

Staff season-ticket loan

Ticket allocation for Mercury events

Discounted staff menu

Job summary

Colchester Mercury Theatre is seeking a Production Assistant to support the Senior Producer and Producers in the efficient creation and running of productions and visiting company projects. The role focuses on administrative and operational support to the Artistic Director and Producers, helping run the Producing and Production departments on a day‑to‑day basis.

The successful candidate will manage casting logistics, create and update production information in Artifax, liaise with agents and

Qualifications

• Experience of working with creative teams and providing administrative support.
• Excellent project management and administrative skills.
• Experience of managing contracts and dealing with actors/agents.
• Experience of financial monitoring and budgeting within a producing department.
• Knowledge of safeguarding and health and safety policies for theatre productions.

Responsibilities

• Assist Producers with casting, rehearsal room bookings, and actor liaison.
• Update Artifax with production information and schedules.
• Liaise with agents, creatives, and visiting company personnel.
• Distribute production details and welcome packs to actors and creatives.
• Record minutes for Production and Programme Ops meetings.
• Book chaperones for child performers and obtain licenses where required.
• Process DBS checks for freelancers and support wardrobe finance administration.
• Support with booking and scheduling for design and production meetings.
• Contribute to reporting and file maintenance for the Producing department.

Skills

Project management

Administrative skills

Teamwork

Communication

Adaptability

Tools

Artifax software

Job description

Purpose of the Post

The Production Assistant works closely with the Senior Producer and the Producer in the efficient creation and running of all productions and visiting company productions. By providing administrative and operational support to the Artistic Director and Producers, the Production Assistant plays an important role in the programming of the theatre. The role provides day to day support in the running of the Producing and Production departments.

Principal Responsibilities

The Production Assistant will:

Producing Administration and Finance:

• Assist the Producers in all matters relating to casting including booking rehearsal and meeting rooms, liaising with actors and agents etc.


• Update Artifax with current production information and updating it as plans and schedules change.


• Liaise with agents, creative teams and actors contracted to appear in Mercury productions and projects as required by the Producers.


• Collate and send production information to all contracted actors and creatives advance of rehearsals (such as welcome packs, digs lists etc.).


• Assist the Producer in the scheduling of design and production meetings and inform all Directors, Designers and other creatives and the Mercury team of meeting schedules on all productions.


• Process deal memos and contracts for all visiting company productions.


• Provide administrative support to the producers for all visiting company productions.


• Collate and send production details to visiting companies’ producers and promotors as required.


• Circulate scripts and musical scores to cast, creatives and production team as appropriate, ensuring an up-to-date copy is saved in Artifax.


• Maintain an organised filing system in the Producing department.


• Assist the Producers in the maintenance of accurate financial records for the department.


• Provide finance administration support to the Wardrobe department.


• Take and disseminate minutes of Production and Programme Ops meetings and any other meetings as and when required, distributing them as appropriate.


• Assist with booking all chaperones used to support the appearance of children and young people to appear in productions and projects.


• Obtain licenses for all child actors involved in Mercury productions and liaise with the relevant license authorities and Stage Management.


• Process all DBS checks for relevant production freelancers engaged to work at the Mercury if required.


• May be required to chaperone on occasion.

Producing Event Duties:

• Manage the day to day running of R&Ds at the Mercury.


• Assist with the facilitation of castings.


• Assist with updating resource bookings for events / hospitality recharges etc


• Attendance at all planning, staff and company meetings as appropriate.


• Attend various committees and workshops as instructed by Senior Management.


• With the Creative Engagement Administrator support the administration of talent development activities as required.


• Work on other Mercury projects as required.

General Duties:

• Field all telephone calls and emails directed to the Producing Department and pass information onto the relevant person/department.


• Answer the main telephone lines as and when required.


• Support the collation of information for reports and award submissions.


• Maintain an excellent working knowledge of the Mercury’s wider artistic programme, including its Creative Engagement and Talent Development activities.


• Support the producers with the pastoral care of the Mercury Productions companies and visiting companies as required.


• Attend and contribute to staff meetings and training sessions.


• Maintain positive and effective relationships with colleagues across the organisation.


• Adhere to all Mercury policies including Safeguarding, Health and Safety and environmental policies.


• Maximise income and minimise expenditure whilst ensuring high-quality delivery.


• Undertake any further duties as may be reasonably requested.

Person Specification

Personal Qualities:

• Self-disciplined, organised and self-motivating.


• Ability to work in a team, contributing ideas, supporting other team members and taking on a lead role on projects as required.


• Adaptable and receptive to new ideas and initiatives.


• Ability to work under pressure and manage competing deadlines.


• Excellent interpersonal skills with an ability to listen, build rapport and communicate with people at all levels.


• Adaptable and receptive to new ideas and initiatives.


• Excellent interpersonal skills with an ability to listen, build rapport and communicate with people in all departments.

Essential Professional Competencies:

• Experience of working directly with creative teams and providing administrative support.


• Excellent project management and administrative skills and the ability to manage multiple priorities.


• Experience of managing contracts.


• Experience of financial monitoring.


• Knowledge of current legislation around the use of children and young people in the arts and theatre.


• Excellent IT and computer skills relevant to the post’s requirements.


• An informed interest in the work of the Mercury and a commitment to our core values.


• Prepared to live within commutable distance from the theatre in order to fulfil the role.

Desirable:

• Experience of the subsidised theatre sector.


• Experience of the commercial theatre sector.


• Experience of international touring and co-productions.


• Experience of contract negotiation with agents and artists and a good working knowledge of the relevant industry contracts.


• Experience of Artifax software.

Outline of Terms and Conditions

Salary: £25,000 - £27,000 per annum depending on experience.

Period: Permanent.

Hours: 37.5 hours per week, although additional hours may be necessary in order to fulfil the post’s requirements for which time off in lieu is available.

This post may require the successful candidate to work unsocial hours on occasion.

Annual Leave: Annual leave entitlement is 20 days for each holiday year plus statutory Bank Holidays. When you complete one year’s service, your holiday entitlement will increase by one day and each year thereafter to a maximum of 25 days per annum.

Probationary Period: Five months.

Notice Period: Two months by either party in writing after an initial probationary period during which time the notice period is one week by either party.

DBS Check: An DBS will be required for this role.

Pension: Colchester Mercury Theatre Ltd operates a Stakeholder Pension scheme. Full details of the scheme are available from the Finance Department

Other benefits The company offers an interest free season ticket loan.

Discount on food and drink in our café bar.

Access to the discounted staff menu in the café bar

The company encourages attendance at performances with an allocation of tickets to employees (subject to availability and the Mercury’s ticket policy)

A discount on specific Creative Engagement activities.

The Mercury is an equal opportunities employer and actively promotes diversity in the staff team. We welcome applications from all suitably qualified persons regardless of their race, sex, disability, religion/belief, sexual orientation or age.