Production Assistant Birmingham, England
Job description
To apply for this post please complete the online application process on our website: https://www.birmingham-rep.co.uk/get-involved/careers-and-vacancies.html
Data from your diversity monitoring form will not be shared with the recruitment panel.
*we accept other forms of submission including video and audio recordings.
The Rep is a Disability Confident Employer. If you would like to apply under this scheme please selection this option on our application portal.
The Rep supports and encourages applications from refugees seeking asylum in the United Kingdom. We will guarantee an interview to any refugee if they meet the minimum criteria for the job vacancy and has the legal right to work in the UK. If you would like to apply under this scheme please select this option on our application portal.
We want you to feel comfortable and prepared for your interview so that you are able to show case all your brilliant skills and experience. For those with access needs we are able to offer numerous adjustments including: sending out questions in advance, allowing more time for tasks or applications, re-wording questions, providing a BSL interpreter or whatever else you might need. Don’t be afraid to talk to us at [email protected]
The deadline for receipt of applications is Tuesday 2nd May at 12pm
Interviews will be held at The Rep on Tuesday 9th May
Guidance
Please read the job description carefully before starting your application to ensure that you meet all of the essential criteria and are able to provide evidence in your application to support these areas. Only relevant information will be considered when shortlisting candidates.
In line with GDPR, your application will be retained securely for 6 months before being destroyed if you are unsuccessful.
Vacancies will generally close by the deadline, however, we reserve the right to close the vacancy early if we receive a high volume of suitable applicants. We therefore advise candidates to submit their applications as soon as possible if they wish to be considered for the role. Any applications made after the deadline will not be considered.
This role is integral to the Production department and the Production Assistant works within the Production Office and is a key to supporting the work of the Production Coordinator, Director of Productions, Technical Manager, Production Managers and Production HoD’s in delivering the overall aims and objectives of the company.
Main duties and responsibilities
· Management of Design and Production meetings
· Production Running during production weeks
· Van driving and maintenance as required across the organisation
· Oversee the Rep’s Props Stores, and maintain an up to date catalogue of these spaces – assisting the Company Manager with hire requests and returns.
· Administration support
· Play an active role in The Rep’s Sustainability pledge
Specific Responsibilities
· Set up rooms for meetings, distribute information for meetings and produce and distribute minutes
· Be an active agent in the introduction of Creatives to shows, distributing help sheets, contact sheets, and ensuring they are set up on our systems of work.
· Support production administration such as creating and distributing contact sheets, distributing schedules etc.
· Oversee The Rep’s Digital Store, including organizational hires and returns of the equipment.
· Maintain Productions additional spaces, ensuring they are clean, organized and maintained. Archiving and cataloguing where required.
· Secretarial and general administration support for Director of Productions, Technical Manager, Production Co-Ordinator, and Production Managers
· Oversee Productions eBay account
· Co-ordinate and minute the Environmental Group Meetings, playing an active role in the distribution and furthering of knowledge across the organization
· Play a key role in creating sustainable production’s following the Theatre Green Book, this includes but isn’t limited to: sourcing props, repurposing and recycling set, distributing and organizing additional training, attending external meetings, keeping up to date comms with surrounding theatre’s, being active at show costing meetings, and developing the Rep’s environmental-tracker document.
· Maintain the paper and IT filing systems within the Production Office
· Deputise for the Production Coordinator during periods of Annual Leave
· Purchase or hire materials, equipment and vehicles as required
· Assist in the recording and reconciling of expenditure, orders and stock; working closely with the finance team to ensure accuracy, compliance and cost-effectiveness
· Oversee and organize the organizations use of the van – assisting all departments where required.
· Deliver departmental van inductions, ensuring that this training is up to date.
· Weekly checks on the Rep van (including oil, screen wash, fuel & coolant)
· Schedule MOTs, Services, and any repairs to the Rep van
· Adhere to and implement the guidelines, procedures and policies of the company as detailed in the staff policies (available from the staff intranet)
· Minute and distribute the Health and Safety Committee Meeting Minutes, and assist with action points as required.
· Play a role in the life of the company and work across departments to develop a positive and engaged organisational culture including playing active and positive roles in staff forums/committee’s.
· Be aware of, and comply with, rules and legislation pertaining to Health & Safety at work and abide by the procedures set out in the Health & Safety Policy.
· Be aware of, and comply with, rules and legislation pertaining to data security, and GDPR, at work and abide by the procedures set out in the Data Protection Policy.
· All staff are expected to demonstrate an understanding of, and adherence to, our safeguarding policy, including a duty to report any issues of concern.
·
General Responsibilities
· Adhere to and implement the guidelines, procedures and policies of the company as detailed in the staff policies (available from the staff handbook).
· Complete all mandatory training and e-learning
· Play a role in the life of the company and work across departments to develop a positive and engaged organisational culture including playing active and positive roles in staff forums/committee’s.
· Be aware of, and comply with, rules and legislation pertaining to Health & Safety at work and abide by the procedures set out in the Health & Safety Policy.
· Be aware of, and comply with, rules and legislation pertaining to data security, and GDPR, at work and abide by the procedures set out in the Data Protection Policy.
· All staff are expected to demonstrate an understanding of, and adherence to, our safeguarding policy, including a duty to report any issues of concern.
Any other duties
The duties and responsibilities set out should not be regarded as exclusive or exhaustive. The post-holder may be required to undertake other reasonably determined duties and responsibilities within the organisation which are appropriate with the level of the role without changing the general character of the post.
The post-holder may also be called upon to carry out duties that would not normally be associated with the post on a temporary basis where there is a strong organisational requirement for that to happen. The post-holder would be given appropriate training and equipment to carry out any duties of this kind.
Key relationships
This role forms part of the Production team. You will be managed by the Director of Production.
Key Internal Relationships
- Production Coordinator
- Technical Manager
- Production and Technical Heads of Department
- Staff groups, forums and trade unions as required
Key External Relationships
- Providers, suppliers
- Production Managers
- Creative Teams
Person specification
You must have
If you do not demonstrate that you meet all these criteria you may not be shortlisted.
· Good standard of literacy and numeracy
· Driving License
· Experience in driving vans
· Computer literacy
· Good organisation skills and self motivation
It’d be great if you had
If we need to choose between candidates who meet the essential criteria, we may take these factors into account.
· An interest and knowledge of producing theatre
· Experience of working in a production office
Terms & Conditions
Production Assistant
Period of work
This is a 1 year fixed termcontract, subject to successful completion of a probationary period of 1 month.
Pay
£22,105.20 per annum, dependent on experience; pro-rata if part-time.
Hours
39 hours per week on an annualised contract
Some evening and weekend work may/will be required.
We don’t encourage or expect over time, however, in the event that over time is worked, this may be taken as time off in lieu to be agreed in advance with your line manager.
Holidays
20 days per year plus public holidays/25 days, plus bank holidays. The holiday year runs from 1 September to 31 August each year.
Notice period
The notice period will be 4 weeks
Location of work
Your main place of work will be The Rep in Birmingham, but you may be required to work permanently or temporarily at other locations locally
You may be asked to work temporarily in other locations in the UK. Your role may involve some international travel.
Other benefits
· Contributory staff pension, 5% employee and 3% employer
Non-contractual benefits
· A day off for your birthday
· Free-to-use employee assistance service
· Staff ticket discount
· Staff discount in The Rep food and drink outlets (when available)
· 20% Season Ticket discount on parking at Q-Parks
We actively encourage all staff to see shows as believe that being part of The Rep product enhances everyone’s experience as an employee and ambassador. To ensure everyone has a chance to attend shows every staff member is invited to attend press night for all The Rep's own productions along with further complimentary tickets where possible as well as competitive discounts throughout the year.
Job Types: Full-time, Temporary contract
Contract length: 12 months
Salary: £22,105.20 per year
Schedule:
- Monday to Friday
- Weekend availability
Work Location: One location
Application deadline: 02/05/2023
