Job Details:
Producing Administrator

Job Description

The Producing Administrator sits within the Producing and Programme department and provides project support for the team of Producers and Event Managers across a busy programme of live and broadcast projects in Aviva Studios, online and on international tour - with a focus on MIF25.

RESPONSIBILITIES

• Undertake project coordination to ensure that all relevant project information is collated, up-to-date and filed to meet FI requirements/processes. Utilising FI’s databases including Artifax and Spektrix, leading on documentation management for key info such as schedules, risk assessments, contact sheets etc
• Acting as a consistent point of contact regarding assigned projects for FI internal stakeholders, collating and distributing information about productions to internal teams including Audiences, Ticketing and Technical to support cross-organisational working, minimising communication gaps and ensuring project timelines run smoothly
• Facilitating & coordinating site visits, auditions, workshops, rehearsals etc for our programme of live and digital activity as required, with duties including identifying & booking venues, sourcing equipment, liaising with suppliers, artists and partners, and providing on-the-ground support
• Representing FI as part of external creative teams, developing relationships with partner organisations, co-producers/co-commissioners and key creative/artists to achieve strong, collaborative working practices
• Supporting practical, on-the-ground event delivery and online delivery for broadcast projects, and when appropriate, event managing small, one-off events
• Collaborating with Artist Liaison to establish travel, accommodation and subsistence requirements for artists and support communication about confirmed arrangements
• Coordinating financial processes, including processing of invoices, float reconciliations, raising purchase orders, tracking payments and communicating these with suppliers/contractors, and supporting Producers on budget reconciliation
• Working with Producers and Event Managers to draft a range of production and consultant contracts using existing templates and ensuring all processes and guidance is followed
• Supporting the Producing and Programme team with research and general administrative support (incl meeting & event support, travel booking), and contributing to the ongoing development of departmental processes
• Supporting onboarding of freelancers, including training new staff in finance systems and FI databases, e.g. Access FinOps and Spektrix
   

PERSON SPECIFICATION

ESSENTIAL

• Excellent organisational and communication skills with good attention to detail and the ability to consistently meet deadlines.
• Financial and computer literacy and enthusiasm and aptitude for learning new systems and processes
• Ability to work on own initiative and manage workload, multitask and prioritise appropriately
• Proactive and flexible approach and a positive and enthusiastic attitude 
• Ability to work calmly under pressure
• Confidence to liaise with internal and external stakeholders, with ability to develop & maintain positive relationships with others.
• Commitment to championing representation and inclusion at every level of the organisation with a proven ability to work with people from a wide range of backgrounds

DESIRABLE

• Experience of working in an administrative role within the cultural sector
• Knowledge of or interest in a variety of artistic or cultural forms
• Enthusiasm for training, mentoring and support of emerging talent