Administrative Assistant Producer
The Shakespeare North Playhouse, Mission, KS, United States
Are you a person who makes things happen? Do you have a keen eye for detail and experience in administrative support? Are you looking to develop your career? Join our Producing and Programming team as Administrative Assistant Producer.
Shakespeare North Playhouse, ‘Theatre Building of the year 2023’ is a unique new arts venue, which opened in the summer of 2022. It presents a vibrant contemporary cultural and learning programme featuring home co‑produced and visiting performances, as well as comedy, music, community work, hire and events and a range of education and training activities.
The Shakespeare North Trust (SNT) is the Charitable organisation which is the operator of Shakespeare North Playhouse. The Trust also has two wholly owned subsidiaries within the Group structure. The subsidiaries are limited companies.
Our Vision: “Inspired by Shakespeare. Bringing Joy: Together, we tell stories that feel like our own, that change the way we see the world – opening doors, inviting debate, inspiring a love of learning, and bringing joy to this place; Our Shakespeare North Playhouse.”
Our Mission – The Big Goal:
“We share world‑class theatre, activities and conversations inspired by Shakespeare and relevant to all of us.”
Our Promise:
At Shakespeare North Playhouse we commit to being ‘Bold and Brave’. It is a promise we make to each other internally as a team, to our visitors, patrons, and partners, and to all our artists and makers as we all come together to create a wonderful place.
Our Values and Behaviors:
The organisational values define Shakespeare North Playhouse. They create a framework for the way in which the organisation wishes to achieve the vision and objectives. The team are firm in the belief that what is achieved is only half of the plan, as how success is attained is of equal importance. It is critical that there is a framework of how people will thrive together, as a team, with partners, visitors, and audience.
Equal – Supportive – Accountable – Useful
The Role
This role will support the Head of Producing and the Producing and Programming team in the effective planning and delivery of the creative programme at Shakespeare North Playhouse.
In order to ensure that our workforce reflects the diversity of contemporary England, we commit to interviewing all applicants who have faced barriers to employment in the arts sector due to mental health issues, physical health/disability, sensory impairment, learning disabilities, neurodivergence, working‑class backgrounds, and those from the LGBTQIA+, and Black, Asian and minority ethnic communities or traveller communities.
We are committed to making our work as accessible as possible and welcome suggestions on how we can practically support access to this role.
Place of Work
The Administrative Assistant Producer will work from Shakespeare North Playhouse in Prescot, Knowsley. Shakespeare North Playhouse is a flexible employer, where appropriate employees can work from home. Occasionally work will be required at alternative locations including partners with whom Shakespeare North co‑produces.
Salary and Hours of work
This is a part‑time role contracted 24 hours per week split across 3 days. Due to the nature of this role and to meet the demands of the building, the post holder will need to be flexible in their approach to work. Evening and weekend work may be required.
Part‑time salary will be £15,862 per annum
(this would be the full‑time equivalent of £26,436 prorata). This is a permanent contract.
Main Duties:
Administrative Support
Book meetings on behalf of the Head of Producing and Producing and Programming team.
Coordinate internal team meetings with Learning and Engagement, Technical, and Audience to maintain regular touchpoints and promote consistent communication across teams.
Maintain YesPlan, the room booking software used by Shakespeare North Playhouse for performance programme. Full training in YesPlan will be provided.
Maintain, update and communicate project information, schedules and minutes from meetings.
Manage all‑sale and welcome information for visiting companies and artists, set up tours and meet and greet sessions.
Manage, in conjunction with the Finance team, Producing and Programming team purchase orders and finance code set‑ups for co‑productions and visiting artists.
Research and book travel and accommodation for visiting artists and companies within an agreed budget and as needed.
Gather information about shows and cultural events in the North West and include this information as part of artistic planning meetings.
Maintain and periodically update SN’s dig list.
Obtain work permits for visiting artists and companies as needed.
Attend and minute Culture, Learning, Production and Facilities meetings, and other organisational routine meetings and report back to the wider team with action points.
Ensure Producing and Programming databases are compiled and maintained in accordance with the General Data Protection Regulation to protect personal data.
Coordinate post‑co‑production internal and external evaluation meetings.
Contribute the Culture, Learning, Technical and Facilities team’s news and updates weekly into SN’s Team Briefings.
On occasion attend events and productions at other venues on behalf of Shakespeare North Playhouse and present feedback on this to Head of Producing.
Attend Shakespeare North Playhouse programmed performances throughout the year as representative for the organisation.
Programming, Planning and Delivery
Assist the Head of Producing with all aspects of producing SN’s programme supported by the wider team.
Lead on the key administration areas across the programme including populating, issuing and circulating contracts (from existing templates) for actors and creative teams as required, creation of contact sheets, production schedules and other admin tasks.
Ensuring web‑pages are kept up to date with relevant information such as programming policy, Associate’s news.
Liaise with SN’s Communications Department on all SN’s produced programmes ensuring all relevant information is provided and accurate.
General
Be an active and supportive member of the SN staff team.
Be welcoming and provide excellent customer care to all visitors to SN in all departments especially visiting artists to the building.
When needed undertake visiting company inductions to SN in keeping with the building’s Health and Safety policy, full training will be given in advance of inductions.
Actively keep up to date with the artistic programme.
Be a part of an active conversation about the development and implementation of green policies and practices for the department.
Maximise income and minimise expenditure wherever possible without jeopardising the quality of the work or the reputation of SN.
Actively engage with the arts and culture sector and develop a knowledge of activities happening across the North West and beyond.
Person specification:
Experience of working in a similar role in a relevant industry such as Theatre, Visitor Attraction, Hospitality, Leisure, Heritage site or Museum is desired but not essential.
Experience in booking travel and accommodation.
A positive, mature and professional attitude towards work with excellent verbal and interpersonal and good written communication skills.
Experience in intaking and distributing meeting minutes and materials.
Experience of updating plans and communicating key information.
Experience populating and issuing contracts to actors and creative teams as required is desirable.
Experience of supporting events and of running minor events.
Ability to solve problems proactively in a fast and effective manner, working well under pressure.
Good level of IT literacy.
Strong administrative, organisational, time management and prioritisation abilities.
Flexibility in relation to duties and working hours which may include evenings and weekends.
A passion for the Arts industry.
This job description is intended as a guide to the duties expected of the post‑holder. These duties may be reviewed from time to time to meet the needs of the business.
Diverse representation
We encourage and welcome applications from people whose background and experience are under‑represented in the cultural sector. We are committed to inclusive working practices and understand there may be barriers people face when considering an opportunity like this. If you are interested in applying for this role but feel there are things that may prevent you from getting involved, please get in touch and let us know how we can support you in making your application and throughout the selection process.
Equality Monitoring
As part of your application, please make sure to fill out the
Equal Opportunities Monitoring Form . The information you provide will not impact on the consideration of your application and will be used solely for the purpose of monitoring.
Data Protection
Information provided by you as part of your application will be used in the recruitment process. Any data about you will be held securely with access restricted to those involved in dealing with your application in the recruitment process. Once the process is completed the data relating to unsuccessful applicants will be stored for a maximum of 6 months and then destroyed. If you are the successful candidate, your application will be retained and form the basis of your personnel record. By submitting your application, you are giving your consent to your data being stored and processed for the purpose of the recruitment process, equal opportunities monitoring and your personnel record if you are the successful candidate. In submitting your application, we will assume that consent by you is given. We refer you to Shakespeare North’s job applicant privacy notice which you should read before applying for this role.
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Shakespeare North Playhouse, ‘Theatre Building of the year 2023’ is a unique new arts venue, which opened in the summer of 2022. It presents a vibrant contemporary cultural and learning programme featuring home co‑produced and visiting performances, as well as comedy, music, community work, hire and events and a range of education and training activities.
The Shakespeare North Trust (SNT) is the Charitable organisation which is the operator of Shakespeare North Playhouse. The Trust also has two wholly owned subsidiaries within the Group structure. The subsidiaries are limited companies.
Our Vision: “Inspired by Shakespeare. Bringing Joy: Together, we tell stories that feel like our own, that change the way we see the world – opening doors, inviting debate, inspiring a love of learning, and bringing joy to this place; Our Shakespeare North Playhouse.”
Our Mission – The Big Goal:
“We share world‑class theatre, activities and conversations inspired by Shakespeare and relevant to all of us.”
Our Promise:
At Shakespeare North Playhouse we commit to being ‘Bold and Brave’. It is a promise we make to each other internally as a team, to our visitors, patrons, and partners, and to all our artists and makers as we all come together to create a wonderful place.
Our Values and Behaviors:
The organisational values define Shakespeare North Playhouse. They create a framework for the way in which the organisation wishes to achieve the vision and objectives. The team are firm in the belief that what is achieved is only half of the plan, as how success is attained is of equal importance. It is critical that there is a framework of how people will thrive together, as a team, with partners, visitors, and audience.
Equal – Supportive – Accountable – Useful
The Role
This role will support the Head of Producing and the Producing and Programming team in the effective planning and delivery of the creative programme at Shakespeare North Playhouse.
In order to ensure that our workforce reflects the diversity of contemporary England, we commit to interviewing all applicants who have faced barriers to employment in the arts sector due to mental health issues, physical health/disability, sensory impairment, learning disabilities, neurodivergence, working‑class backgrounds, and those from the LGBTQIA+, and Black, Asian and minority ethnic communities or traveller communities.
We are committed to making our work as accessible as possible and welcome suggestions on how we can practically support access to this role.
Place of Work
The Administrative Assistant Producer will work from Shakespeare North Playhouse in Prescot, Knowsley. Shakespeare North Playhouse is a flexible employer, where appropriate employees can work from home. Occasionally work will be required at alternative locations including partners with whom Shakespeare North co‑produces.
Salary and Hours of work
This is a part‑time role contracted 24 hours per week split across 3 days. Due to the nature of this role and to meet the demands of the building, the post holder will need to be flexible in their approach to work. Evening and weekend work may be required.
Part‑time salary will be £15,862 per annum
(this would be the full‑time equivalent of £26,436 prorata). This is a permanent contract.
Main Duties:
Administrative Support
Book meetings on behalf of the Head of Producing and Producing and Programming team.
Coordinate internal team meetings with Learning and Engagement, Technical, and Audience to maintain regular touchpoints and promote consistent communication across teams.
Maintain YesPlan, the room booking software used by Shakespeare North Playhouse for performance programme. Full training in YesPlan will be provided.
Maintain, update and communicate project information, schedules and minutes from meetings.
Manage all‑sale and welcome information for visiting companies and artists, set up tours and meet and greet sessions.
Manage, in conjunction with the Finance team, Producing and Programming team purchase orders and finance code set‑ups for co‑productions and visiting artists.
Research and book travel and accommodation for visiting artists and companies within an agreed budget and as needed.
Gather information about shows and cultural events in the North West and include this information as part of artistic planning meetings.
Maintain and periodically update SN’s dig list.
Obtain work permits for visiting artists and companies as needed.
Attend and minute Culture, Learning, Production and Facilities meetings, and other organisational routine meetings and report back to the wider team with action points.
Ensure Producing and Programming databases are compiled and maintained in accordance with the General Data Protection Regulation to protect personal data.
Coordinate post‑co‑production internal and external evaluation meetings.
Contribute the Culture, Learning, Technical and Facilities team’s news and updates weekly into SN’s Team Briefings.
On occasion attend events and productions at other venues on behalf of Shakespeare North Playhouse and present feedback on this to Head of Producing.
Attend Shakespeare North Playhouse programmed performances throughout the year as representative for the organisation.
Programming, Planning and Delivery
Assist the Head of Producing with all aspects of producing SN’s programme supported by the wider team.
Lead on the key administration areas across the programme including populating, issuing and circulating contracts (from existing templates) for actors and creative teams as required, creation of contact sheets, production schedules and other admin tasks.
Ensuring web‑pages are kept up to date with relevant information such as programming policy, Associate’s news.
Liaise with SN’s Communications Department on all SN’s produced programmes ensuring all relevant information is provided and accurate.
General
Be an active and supportive member of the SN staff team.
Be welcoming and provide excellent customer care to all visitors to SN in all departments especially visiting artists to the building.
When needed undertake visiting company inductions to SN in keeping with the building’s Health and Safety policy, full training will be given in advance of inductions.
Actively keep up to date with the artistic programme.
Be a part of an active conversation about the development and implementation of green policies and practices for the department.
Maximise income and minimise expenditure wherever possible without jeopardising the quality of the work or the reputation of SN.
Actively engage with the arts and culture sector and develop a knowledge of activities happening across the North West and beyond.
Person specification:
Experience of working in a similar role in a relevant industry such as Theatre, Visitor Attraction, Hospitality, Leisure, Heritage site or Museum is desired but not essential.
Experience in booking travel and accommodation.
A positive, mature and professional attitude towards work with excellent verbal and interpersonal and good written communication skills.
Experience in intaking and distributing meeting minutes and materials.
Experience of updating plans and communicating key information.
Experience populating and issuing contracts to actors and creative teams as required is desirable.
Experience of supporting events and of running minor events.
Ability to solve problems proactively in a fast and effective manner, working well under pressure.
Good level of IT literacy.
Strong administrative, organisational, time management and prioritisation abilities.
Flexibility in relation to duties and working hours which may include evenings and weekends.
A passion for the Arts industry.
This job description is intended as a guide to the duties expected of the post‑holder. These duties may be reviewed from time to time to meet the needs of the business.
Diverse representation
We encourage and welcome applications from people whose background and experience are under‑represented in the cultural sector. We are committed to inclusive working practices and understand there may be barriers people face when considering an opportunity like this. If you are interested in applying for this role but feel there are things that may prevent you from getting involved, please get in touch and let us know how we can support you in making your application and throughout the selection process.
Equality Monitoring
As part of your application, please make sure to fill out the
Equal Opportunities Monitoring Form . The information you provide will not impact on the consideration of your application and will be used solely for the purpose of monitoring.
Data Protection
Information provided by you as part of your application will be used in the recruitment process. Any data about you will be held securely with access restricted to those involved in dealing with your application in the recruitment process. Once the process is completed the data relating to unsuccessful applicants will be stored for a maximum of 6 months and then destroyed. If you are the successful candidate, your application will be retained and form the basis of your personnel record. By submitting your application, you are giving your consent to your data being stored and processed for the purpose of the recruitment process, equal opportunities monitoring and your personnel record if you are the successful candidate. In submitting your application, we will assume that consent by you is given. We refer you to Shakespeare North’s job applicant privacy notice which you should read before applying for this role.
#J-18808-Ljbffr