Concerts and Operations Department
Job Title: Orchestra Coordinator
Reporting to: Director of Operations
Type of Post: Maternity Cover from Monday 24th September (9 months with possible extension)
The Orchestra Coordinator is an essential member of the Concerts and Operations Department, facilitating communication with members of the Orchestra and freelance musicians regarding schedules, terms and conditions of engagement, and providing support to the Director of Operations in managing the orchestra personnel, processing information for payroll for contract and freelance musicians, and deputising for the Director of Operations when necessary. He/she is responsible for all the practical logistics of facilitating the engagement of freelance musicians such as issuing contracts and schedules, and communicating all relevant information to musicians for the smooth operation of rehearsals and concerts. The position is based on a forty-hour working week, and will involve weekend and evening work.
- Engaging freelance musicians for rehearsal and performance with the Orchestra as directed by the Director of Operations and issuing contracts, schedules, and assisting in any necessary logistical arrangements, such as provision of music parts or hotel lists.
- Deputising for the Director of Operations and/or Planning Manager and Artist Liaison in overseeing rehearsals, ensuring the well-being of guest artists, and occasionally serving as Concert Manager at orchestral performances, small ensemble performances, and events within the Orchestra’s Learning and Community Engagement programme.
- Booking rehearsal venues as requested by the Planning Manager and Artist Liaison.
- Circulating key departmental or concert information to the Orchestra and/or other relevant parties.
- Arranging instrument and equipment hires, instrument insurance and tuners, securing quotes for production elements such as projectors, lights, screens and sound amplification as assigned by the Director of Operations or Planning Manager and Artist Liaison.
- Preparing auditions and assisting with processing applications and assignment of audition times, booking audition venues, and, if required, accompanying the audition panel on out-of-town auditions.
- Securing work permits and visas.
- Researching and sourcing information for budgets or other proposals, when requested by any member of the team.
- Liaising with agents, suppliers, musicians and colleagues as necessary for the requirements of the role, and negotiating rates with logistical and supplier partners.
- Updating and maintaining in an orderly and secure fashion all paperwork and data relevant to the orchestra such as personnel, passport and travel-related lists, and other information sheets as required.
- Maintaining and updating all departmental administrative filing and data systems. Actively contributing to the streamlining and digitisation of any elements of the department’s administrative resources and systems, and ensuring continued compliance with GDPR legislation.
- Assisting the Director of Operations with planning and delivery of the “On Your Doorstep” series of ensemble concerts.
- Providing general administrative support to the department, such as filing, taking phone messages, data collation, meeting coordination, administration and minute-taking.
- Overseeing the workload of any temporary staff such as interns, placement students or temporary administrative personnel.
- To act as an ambassador for the organisation at all times.
- Any other duties as may be required.
- Degree , OR relevant experience working within the arts sector and a good standard of education
- Experience working in an administrative role in a busy work environment
- Excellent IT skills with proficiency in Office 365 – particularly use of databases and spreadsheets
- Excellent organisational skills – ability to work methodically, multi-task and prioritise
- Excellent communication skills – someone who has well developed interpersonal skills and the ability to adapt their communication style depending on their audience.
- Experience of working in orchestral administration
Desirable criteria will be used in the event of shortlisting.
How to apply:
Please complete the attached application form and e-mail your application form and monitoring form to Bronagh Hughes at [email protected] The closing date is Friday 17th August at 12 noon. Interviews will be held in Belfast on Monday 3rd September.