Job Description

       Job Title: Production Arts & Drama Administration Officer (Programmes)
       Department: Production Arts & Drama Administration

Grade: C
Location: Guildhall School of Music & Drama
Responsible to: Production Arts & Drama Administration Manager (Programmes)
Responsible for: N/A

The Guildhall School of Music & Drama
The  Guildhall  School  of  Music  &  Drama  is  a  world-leading  specialist  Performing  Arts
conservatoire,  investing  in  the  artists  of  today  and  tomorrow.  The  School  is  a  vibrant,
international community of young actors, musicians, and production artists in the heart
of  the  City  of  London.  Ranked  as  the  top  conservatoire  in  the  Guardian  music  and
drama league tables, the School is a global leader of creative and professional practice,
promoting  innovation,  experiment,  and  research,  with  over  1,000  students  in  higher
education, drawn from nearly 60 countries around the world.

Production Arts & Drama Administration Office
Production  Arts  &  Drama  Administration  provides  essential  support  to  a  diverse
community of students and staff across the two faculties, which includes; interviews and
auditions,  academic  timetabling,  student  engagement,  assessment  and  feedback  and
financial awards.

Purpose of Post
Reporting  to  the  Production Arts  &  Drama Administration  Manager  (Programmes),  the
role holder  will  take personal  responsibility for  supporting  the  effective  management  of
short to medium term programme administration, providing organisational support to the
academic departments and key stakeholders within the institution.

Key Relationships

•  Production Arts & Drama Administration Manager (Programmes) - Line Manager
•  Production Arts & Drama Administration Staff
•  Programme Leaders
•  Production Arts & Drama Faculty Staff
•  Production Arts & Drama Students
•  ASIMUT Manager
•  Marketing and Communications Department
•  Barbican Box Office Team

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Main Duties & Responsibilities

•  Support  all  programme  administration  processes  in  line  with  School  deadlines  and
regulations, and faculty and external requirements, including the preparation, scheduling and
dissemination of timetable information to staff and students.

•  Take  personal  accountability  for  the  quality  of  student  data,  including  financial  award  data,
ensuring appropriate confidentiality and sensitivity and that records are accurately maintained
in accordance with the agreed retention schedules.

•  Take  responsibility  as  the first  point of  contact for  general enquiries and the  management of
departmental mailboxes, resolving enquiries, including face-to-face, via email and telephone,
responding within agreed timeframes and escalating complex enquiries as appropriate.

•  Provide  advice  and  guidance  to  academic  staff  and  support  the  contracting  of  freelance

workers, managing the onboarding process and maintaining accurate records.

•  Support  with

learning  materials,  programme
documentation  and  handbooks  to  students  in  a  timely  manner  and  ensure  that  programme
and faculty information in a variety of media is maintained.

the  production  and  dissemination  of

•  Take  responsibility  for  prescribed  duties  relating  to  aspects  on  final  year  students’  external
facing profiles, including digital and print media, liaising with Marketing & Communications as
appropriate.

•  Raise purchase orders using e-procurement systems and be responsible for the processing of

departmental invoices in line with Corporation of London’s Financial Regulations.

•  Take responsibility for prescribed duties relating to complimentary box office management of
final year drama productions, including taking bookings for staff, students and agents ensuring
that accurate lists are maintained, and bookings acknowledged promptly and professionally.

•  Take responsibility for maintaining all aspects of the departmental database for agents, casting
directors,  literary  agents  and  producers  including  up  to  date  telephone  and  email  contact
information and providing this information to other departments when needed.

•  Utilise  specialist  systems  in  accordance  with  best  practice,  and  maintain  departmental

information including updating the intranet, internet and student noticeboards.

•  Take  responsibility  for  ordering,  distribution  and  storage  of  stationery  and  other  programme

related equipment, ensuring the appropriate levels of stock are maintained at all times.

•  Lead and support a variety of events in the Production Arts and Drama departments including

booking rooms and ordering catering where required, ensuring budgets are adhered to.

•  Take  responsibility  for  booking  travel  and  accommodation,  as  necessary,  on  behalf  of  the

department ensuring compliance with the relevant School policies.

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•  Actively participate in the development and improvement of processes to support students and

academic staff through identifying and suggesting improvements based on feedback.

•  Participate  as  a  member  of  relevant  School  Committees  and  Working  Groups  when

necessary.

•  Work flexibly  as  part of a  team,  supporting  others  in  times of  high-volume activity,  providing

cover, and supporting the training and development of new staff members.

•  Take  responsibility

for  own  performance  and  development,

performance  objectives,  maintaining  up-to-date  knowledge,  and
performance.

through  agreeing  clear
reflecting  on  own

•  Actively  seek  to  implement  the  City  of  London’s  Occupational  Health  and  Safety  Policy  in
relation to the duties of the post, and at all times give due regard to the health and safety of
both themselves and others when carrying out their duties.

•  Actively seek to implement the City of London’s Equal Opportunity Policy and the objective to

promote equality of opportunity in relation to the duties of the post.

•  Undertake any other duties that may reasonably be requested appropriate to the grade.

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Person Specification

      Job Title: Production Arts & Drama Administration Officer (Programmes)
      Department: Production Arts & Drama Administration

Grade: C
Location: Guildhall School of Music & Drama
Responsible to: Production Arts & Drama Administration Manager (Programmes)
Responsible for: N/A

Please find below the key skills and experience required to undertake this post. Evaluation
of these will take place at application (A), interview (I) or by means of a test (T)

Technical Skills / Professional Qualifications / Relevant Education &
Training

Essential

•   Exceptional customer service skills. (A/I)
•   Adaptable, and positive with a proactive approach to work. (A/I)
•   Methodical with the ability to maintain high levels of accuracy (A/I/T).
•   Understanding of the Data Protection Act (2018). (A/I)
•   Strong analytical and logistical skills and the ability to problem solve (A, I, T)
•   Ability to develop processes and procedures according to regulatory and organisational

requirements. (A/I)

•   Excellent oral communication and interpersonal skills. (A/I/T)
•   Excellent written communication skills. (A/I/T)
•   Strong numeracy skills. (A/I/T)
•   Excellent attention to detail in all areas of work. (A/T)
•   Proven ability to manage confidential data and be sensitive to the needs of multiple

stakeholders. (A/I)

•   Proven time management skills and the ability to multi-task and prioritise workloads to

meet challenging deadlines. (A/I/T)

•   Sound working knowledge of the Microsoft Office suite, with excellent Excel skills and

ability to work on new systems. (A/I/T)

•   Ability to work with a broad range of stakeholders in a professional and assured manner

(A/I).

•   Proactive with the ability to work independently as well as delivering within a team (A/I).

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•   Comfortable with adapting to change, driving own professional development (A/I).

Desirable

•   Educated to degree level (A)
•   Sound working knowledge of the Equalities Act (2010) (A/I)

Experience Required

Essential

•   Experience of working in a similar customer focused role. (A/I)
•   Experience of maintaining high levels of accuracy when inputting data (A/I/T).
•   Experience of prioritising workloads in order to meet challenging deadlines (A/I/T).
•   Experience of taking ownership and overcoming challenges within a work context, both

individually and within a team (A/I).

•   Experience of handling enquiries from a variety of stakeholders (A/I).
•   Experience of using specialist systems such as e-procurement, CMS, timetabling and/or

complex records databases (A/I/T).

Desirable

•   Experience of working in a performing arts organisation or Higher Education institution in

a similar role. (A/I)

•   Experience of professional theatre practice and knowledge of the creative industries (A/I)

Recruitment – Note to Applicants

The qualifications, experience and technical skills will be used in the decision-making
process for recruitment. Please give examples of how you have exhibited these
behaviours in your previous role(s) and experience.  It is essential you address the
criterion marked as (A) on your application form in the section for supporting
information, this will be the minimum criteria for shortlisting.

Be  as  specific  as  possible,  we  cannot  guess  or  make  assumptions,  but  will  assess
your  application  solely  on  the  information  provided.      Try  to  provide  evidence,  by
examples,  where  possible,  of  skills,  knowledge  and  experience  contained  in  this
person specification.

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Summary of Terms and Conditions of
Employment

This summary is given as a guide and is not intended to form part of an individual’s contract
of employment.

Contract

The position is offered on a Permanent basis.

Salary

The  salary  range  for  this  job  is  £36,900  -  £40,850  per  annum  inclusive  of  all  allowances.
Salary will be pro-rata to part time hours.

This figure will be reviewed annually from 1 July in line with the pay award for other salaried
staff within the City of London Corporation.

Pension

The  pension  scheme  provided  by  the  City  of  London  is  the  Local  Government  Pension
Scheme  (LGPS).    The  LGPS  is  a  public  sector,  statutory,  funded,  defined  benefit  pension
scheme.  Benefits are accrued based upon scheme member’s salary and the length of time
for which they are a member of the scheme.

You  will  automatically  be  admitted  to  the  City  of  London  Corporation’s  Pension  Scheme.
Member contributions are based upon the rate of pensionable pay received by the scheme
member.  Members  contribute  between  5.5%  and  12.5%  of  their  pensionable  pay  to  the
scheme, depending on salary. Please see here for the contribution bands. There is also an
option to join the 50/50 section of the scheme where members pay half the contribution rate
and accrue benefits at half the accrual rate.

The current employer contribution rate for the City of London is 21%.

Further details can be found on the national LGPS website and/or the City’s pension website.

If you do not wish to join the Scheme you must make a formal declaration stating you wish to
opt out.  You may contact the Pensions Office directly should you have any queries relating
to the Local Government Pension scheme and your entitlements under this scheme.

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Hours of Work

Normal  hours  of  work  are  35  hours  per  week  (9am-5pm  or  possibly  8.30  –  4.30pm  to  be
agreed with candidate)  excluding 60 mins lunch breaks, Monday to Friday,
inclusive but the post holder shall be expected to work the hours necessary to carry out the
duties of the position.

Frequency and Method of Payment

This is a monthly paid appointment  and salaries are credited to a Bank or Building Society
Account on the 31st of each month or the preceding working day.

Annual Leave

There is an entitlement of 24 days annual holiday plus Bank Holidays. There are subsequent
increases to entitlement to annual holiday according to length of service.

Continuous Service

If  you  join  the  City  of  London  Corporation  without  a  break  in  service  (subject  to  certain
exceptions) from another body  covered  by  the  Redundancy Payments  (Local Government)
(Modification)  Order  1999,  your  service  with  that  institution  will  count  for  the  purpose  of
continuous  service.  The  amount  of  continuous  service  which  you  have  will  affect  your
entitlement  to  certain  contractual  benefits;  for  example,  annual  leave,  sick  leave  and
maternity  leave. A full  explanation  of  Continuous  Service  is  contained  within  the Employee
Handbook.

Probationary Period

You will be employed initially on a six-month probationary period.  Should either party wish to
terminate  the  employment  during  this  period,  then  one  week’s  notice  will  be  required  on
either side, except for summary termination for gross misconduct.

Notice Period

One months notice by either party after satisfactory completion of probationary period.

Learning and Employee Development

The City of London provides for financial support and time off for staff to study for appropriate
qualifications  which  relate  to  their  duties  or  undertaking  professional  skills  update  training.
There is also an in house programme covering more general training needs.

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City Benefits

As  an  employee  of  the  City  Corporation,  you  have  access  to  exclusive  discounts  and
privileges  through  a  combination  of  internal  offers  from  our  departments  and  an  external
service we have subscribed to from Reward Gateway.

Employee Volunteering Programme

The  City  Corporation,  in  line  with  its  aims  to  contribute  to  a  flourishing  society,  shape
outstanding  environments  and  support  a  thriving  economy,  offers  employees  paid  special
leave time during normal hours to encourage employees to volunteer their time and skills to
Volunteer  Involving  Organisations  (VIOs)  operating  within  the  Square  Mile,  London  and
beyond.

Full-time  employees  may  take  up  to  2  days  or  14  hours  per  year  in  which  to  volunteer,
between 1 January and 31 December. For temporary and part time employees these hours
are adjusted pro rata. Volunteering time can be taken in smaller bite size e.g. 2 hours a week
over  7  weeks,  where  this  can  be  accommodated  by  the  City  Corporation  and  meets  the
requirements of the volunteer organisation

Sickness Absence and Pay

The  City  of  London  Corporation  has  a  comprehensive  Occupational  Sick  Pay  scheme,
details of which can be found in the Employee Handbook which will be made available to you
upon commencement.

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