|Contract Type:||Permanent Contract|
|Salary or training bursary:|
|Eligibility:||Open to all|
|Apply by:||23/09/2021 - 17:00|
Do you have an interest in the work that goes into planning ground-breaking shows at the National Theatre? Don't miss this upcoming role!
The National Theatre’s mission is to make world class theatre that’s entertaining, challenging and inspiring – and to make it for everyone. It aims to reach the widest possible audience and to be as inclusive, diverse and national as possible with a broad range of productions that play in London, on tour around the UK, on Broadway and across the globe.
The Planning Office is responsible for both the long-term strategic planning of the repertoire and the short-term scheduling of performances. The National Theatre are recruiting a Planning Administrator to join the team. The purpose of this role will include issuing contracts for the Design teams of shows, assisting the Head of Planning and Deputy Head of Planning as required with administrative support in planning and contracting. You will also organise travel and accommodation for visiting members of design teams and others as required, process invoices, and administer the design team's expenses.
- Offer administrative support to the Head (and Deputy Head) of Planning with the engagement of designers
- Administer the weekly Production Planning Information Table and the Contracts table, issues them and communicate key information
- Keep records of and circulate non-availabilities of design teams
- Handle enquiries from agents, creative team members and the wider organisation in a friendly, professional and efficient manner
- Undertake administrative duties deemed necessary for the efficient operation for the department
- Update the Producing and Planning shared contacts and designers' agent's details
- Review and track the invoices and expenses of design teams and report back to the Head of Planing and Production Accountants
- Maintain credit card statements and administrate designers' expenses budgets
- Create and maintain records of artistic teams and their fees for reference
- Draft and prepare designers’ contracts detailing fees, deadlines and performance dates using the National Theatre templates. Create and maintain records of artistic teams and their fees for reference
- Arrange logistics such as visa applications/certificates of sponsorship and to coordinate all accommodation, travel & per diems for visiting designers and other members of the production team or staff as required
- Undertake any duties in the pastoral care of visiting design teams and co-producers as requested
- Assist with proofing of all printed literature
- Cover the role of Scheduling Coordinator when required
- Support the National Theatre’s communications objective by sharing information with your manager, team and colleagues as appropriate, whilst respecting confidentiality, so that you and your colleagues have all the information you need to perform your duties effectively
Knowledge, skills, experience
- Experience of drafting and issuing contracts
- Previous administration experience, supporting a team; ensuring shared files are up to date and that information is readily available ahead of meetings or deadlines
- Experience of using Microsoft Office suite (Word, Excel, Outlook) - particularly Word for drafting contracts and tracking changes, and Excel for databases and schedules
- Experience of being the first point of contact for the department for internal enquiries, ensuring that enquiries are dealt with quickly and directed to the right person
- A friendly and professional manner as the first point of contact for Agents and Creative team members
- A good understanding of the production process in order to support the wider organisation at key moments, working quickly and efficiently to ease any pressures
- Previous experience of handling confidential information and ability to use discretion at all times
- Ability to use initiative and manage own workload
- Good attention to detail, especially when processing invoices and creating contracts
- Experience of processing invoices
- Experience of booking travel and accommodation for others
- Knowledge of the Proactis system is desirable, though not essential
We welcome and encourage applications from candidates who are under-represented in the creative industries.
Please note that the company reserves the right to withdraw this listing prior to the official closing date, therefore we recommend getting your applications in early.