Contemporary Programme Coordinator Deadline for applications: 13 th December 2024 Reports to: Senior Programme Manager, Contemporary Location: The Glasshouse International Centre for Music, Gateshead Working hours: 36 hours per week, including regular evening & weekend work Salary: £25,036 About The Glasshouse International Centre for Music We’re a place where you can hear rock legends or pop icons on the same night as folk trios or opera singers. Where new musicians are nurtured and showcased on the same stages as platinum- selling performers. And where youth choirs and tambourine- shaking toddlers practice in the same spaces as our acclaimed orchestra Royal Northern Sinfonia. Whether you’re front of house, waiting in the wings or keeping things running behind the scenes you will be part of a team that means 2 million people enjoy top – notch gigs, concerts and classes in our own venue at Gateshead Quays, out in communities across the North East and through live- streamed performances and digital lessons. About you Are you self-motivated, happy working in a team environment and flexible enough to adapt to a changing environment? If this sounds like you, read on to find out how you can hit the ground running. We are looking for the Coordinators to work flexibly, which means there will be work during the evenings and at weekends. You will be part of a small but busy team who are responsible for programming contemporary shows at the Glasshouse - you will be in daily contact with promoters reps, tour managers and our internal teams to make sure things run as smoothly as possible. This role is varied and as a result does require good attention to detail. The Contemporary Coordinator will directly support the Senior Programme Manager and work closely with the Contemporary team in the planning, coordination, and administration (including financial) of the programme. We ask that Coordinators act as Artist Liaison for a number of shows throughout the year, but we also rely on Coordinator to help make sure all events in the Contemporary programme run smoothly rom point of contract to completion. It would be great if you had experience in: Experience of event planning, coordination, or management (ideally music). At least 6 months experience in an office admin role or equivalent. Experience of financial administration. Experience of team working. Skills and knowledge of : Good working knowledge of the live music industry and understanding of contemporary music genres. Strong administrative skills. Good numeracy skills and competence with complex figures. Excellent verbal and written communication skills. Effective problem solving skills. Ability to work within budgets. Good organisational skills and ability to manage own workload. Able to remain calm and clear thinking under pressure. Ability to multi-task and good time management skills. Good IT skills - including Microsoft Outlook, Word and Excel. It also helps if you have: Experience of using Artifax, Tessitura and Exchequer software systems. Experience of working within budgets. Experience of processing child licensing applications and/or performance regulations. Knowledge of the wider music industry. Understanding of the technical and production elements involved in live music. Knowledge of diary management and room booking systems. Knowledge of safeguarding policy, procedures, systems and processes. Responsive, flexible, ‘can-do’ working style. Excellent initiative and resourcefulness Current driving license You’ll be responsible for: Programme Coordination Work with the Contemporary programme team to advance the production of the Contemporary programme accurately and efficiently. Maintain a high level of client care through the development of good working relationships with promoters, tour managers, agents, artists and show reps. Collate, book, review and update all resources, spaces and requirements in The Glasshouse central systems (e.g. Artifax). Make sure all production information, regulatory requirements and health and safety documents are shared with relevant teams and filed. Maintain all admin for the Contemporary programme and make sure copies of all contracts are signed, returned and filed. Contribute to programme planning sessions and other team meetings as required. Finance Support efficient financial administration: raise invoices and purchase orders, order and collect petty cash, make purchases, track spend and maintain records. Work with the Finance team to make sure all contract payments are processed on time. Process monthly credit card coding and reconciliation. Be responsible for petty cash and sharing relevant documentation with the Finance team. Liaise with Box Office at The Glasshouse to reconcile box office reports. Prepare and process all financial settlement information, invoices and any additional payments (e.g. additional non-technical staffing, hotel costs). Events Work closely with colleagues to make sure the Contemporary programme runs smoothly. Order and organise collection of all riders for visiting artists. Coordinate all show days, complete all necessary tasks (e.g. create and print show day schedules, prepare dressing rooms, book travel). Book, brief and task-manage additional staff (e.g. runners, artist liaison). Act as ‘on the day’ event lead for Contemporary shows and be a central point of contact for internal staff and external clients. Work as Artist Liaison for a percentage of shows. Problem solve on the day and during the event with relevant staff teams (e.g. Duty Manager). Watch/experience part of the show to feedback to the Contemporary programme team. Ensure the Artist Liaison cupboard is well stocked and maintained. Health & Safety Coordinate, collate and submit risk assessments (created by tech team) for the Contemporary programme. Work with relevant teams to ensure appropriate safeguarding and pastoral care for any children young people and/or adults at risk as necessary. General Work evenings and weekends as required Take appropriate individual responsibility for meeting range of policies at The Glasshouse. Undertake other duties appropriate to the post and in line with the needs of the organisation But don’t worry i f you’re not a perfect match for the job description and criteria, we’d love you to apply anyway. We are more interested in your determination, positivity, and willingness to get stuck in. Our commitment to your development At The Glasshouse, we’re always learning. And we know that when it comes to training, everyone is different. So, you’ll work closely with your manager to identify what your training journey will look like. If you have a specific interest or you would like to develop your skills in a certain area, we want to hear about it. This may be through gaining a qualification, on-the-job training or learning within your team, but whatever path you take, through training and support, we’ll help you develop the skills and knowledge you need to thrive in your role. Diversity, Equality, and Inclusion At The Glasshouse, we encourage a working environment that’s welcoming, inclusive, and diverse. Different backgrounds, views and experiences are valued so everyone can be themselves. Our venue and programmes are for everyone, so we want to make sure this opportunity is available to everyone, no matter your background or the challenges you’ve faced. For example, we would love to hear from you if you: Are D/deaf. Have a disability, learning difficulty or significant long -term health condition which affects your daily life Describe yourself as neurodiverse (this might include dyslexia, dyspraxia, dyscalculia, ADHD, autistic spectrum, and others) Grew up in a family receiving Universal Credit or state benefits Have ever lived in council or social housing or been on the housing register Have ever lived in sheltered accommodation or experienced homelessness Experienced being in care at any point in your life Have been a refugee or asylum seeker Are from the African, South, East and South–East Asian, Middle East, Latinx or North African diaspora, or have experienced racism These are some common examples of challenging circumstances but there may be others. Everyone is welcome to apply. We do not discriminate because of race, colour, religion, gender or gender identity, sexual orientation or expression, age, disability or any other protected characteristic as outlined in the Equality Act 2010. Safeguarding children, young people and adults at risk We are committed to safeguarding and promoting the welfare of children, young people and adults at risk and expect all of those that work with us to share this commitment. We operate a robust safeguarding framework and continuous assessment and development to support safer working practice across out workforce. Our roles are subject to a safer recruitment process which includes relevant background checks and the disclosure of criminal records, sanctions, and investigations where appropriate. Right to Work We welcome applications from candidates already eligible to work in the UK or those that can apply for a visa granting permission to work in the UK (e.g. dependent visas, ancestry etc.) that do not require sponsorship. You will be asked to share proof of this prior to receiving any offer of employment. Our application process Closing date for applications: 13 th December 2024 Interview date : 8 th & 9 th January We understand that interviews can be a nerve-racking experience. We want you to feel comfortable so you can be yourself and shine, so if you have any questions about the role or the application process, please contact Isabella, People Coordinator at recruitmenttheglasshouseicm.org