Full-Time Concerts Assistant
Job Description
Summary
The Philharmonia Orchestra is seeking to appoint an Assistant to support all aspects of the Concerts Department’s operational activity; from concerts at the Royal Festival Hall, London to the Orchestra’s thriving residencies in Bedford, Leicester, Canterbury, Basingstoke, Three Choirs Festival and Garsington Opera, as well as other UK engagements, international touring and studio and recording work.
There will be an expectation to attend Royal Festival Hall concerts and other UK performances on a rota basis. The role will report on a day-to-day basis to the Managers responsible for each relevant area of activity.
Key information
- Salary: £20,111 (London Real Living Wage)
- Contract: Full time
- Hours: 9.30 – 17.30, Monday – Friday (35 hours per week) plus evening and weekend work as required
- Annual leave: 25 days per annum, plus public and bank holidays
- Pension: the Company will contribute 6% of salary to a qualifying pension scheme
The Philharmonia Orchestra is committed to ensuring equitable opportunities and a welcoming environment for all those that engage in our work. We strive for a more representative workforce and encourage applications from under-represented groups in the UK arts workforce, particularly those from Black, Asian and Ethnic Minority backgrounds, from lower socio-economic statuses, d/Deaf and Disabled applicants, and those from the LGBTQIA+ community.
If you require any Reasonable Adjustments to apply for this position or attend an interview, please email
ge************@ph**********.uk
The Orchestra
Based in London at the Southbank Centre’s Royal Festival Hall, the Philharmonia creates thrilling performances for a global audience. Through its network of residencies, the Orchestra has a national footprint, serving communities across England both in performance and through its extensive outreach and engagement programme.
Founded in 1945, in part as a recording orchestra for the nascent home audio market, today the Philharmonia uses the latest digital technology to reach new audiences for symphonic music. The Philharmonia is led by Finnish conductor and composer Esa-Pekka Salonen, its Principal Conductor & Artistic Advisor since 2008. Fellow Finn Santtu-Matias Rouvali takes over from Salonen as Principal Conductor in the 2021/22 season.
During the Covid-19 lockdown, the Philharmonia’s strong digital programme has enabled the Orchestra to maintain an international presence, with a global audience enjoying live-streamed concerts and the critically acclaimed free Philharmonia Sessions series
Location
The role will be primarily based at our administrative office in Southwark, London SE1; however the role will require travel within London and to other UK locations.
The team
The role will require the Assistant to work closely with other members of the Concerts Department including Director of Artistic Planning; Head of Residencies and Engagements; Senior Manager, Tours and Artistic Planning; Residencies and Engagements Manager.
Role and responsibilities
Concert Production
- Checking the availability of conductors and soloists as directed
- Researching programmatic ideas across a season as required
- Drafting and monitoring contracts for artists, promoters and venues as required
- Providing concert support for special events, for example those taking place outside of the traditional concert hall environment
- Compiling security lists for rehearsal and performance venues as required
- Overseeing ticket, dressing room and parking allocations as required
- Assisting with visa applications, letters of invitation and certificate of sponsorships for visiting artists
- Sorting, distributing and tracking the return of forms required by the Musicians’ Union in respect of recording and commercial sessions, in liaison with the Finance Department
- Attending Southbank Centre concerts and rehearsals, and concerts out of London, as required
Schedule Co-ordination
- Checking the availability of and booking UK rehearsal halls and recording venues according to the requirements of the schedule, and making associated arrangements as necessary e.g booking additional chairs and stands, lighting and heating arrangements, refreshments
- Writing, collating and distributing the Orchestra’s monthly schedule in close consultation with the rest of the Concerts Department
- Preparing conductors’ schedules as required, gathering and collating information to be incorporated into conductors’ schedule in liaison with artists and their managers
- Making hotel bookings for artists as required
- Making car bookings, and other travel arrangements for artists, as required
Technical Production
- Checking the Orchestra’s monthly schedule for instrument hire requirements; liaising with the out-of-office staff to arrange instrument hire (e.g. keyboard instruments)
- Working with stage and transport staff to collate and ensure the timely distribution of technical specifications for concerts in the UK and overseas
- Liaising with and providing logistical support to external suppliers and contractors such as lighting designers, sound engineers and recording companies as required
International tours
- Drawing up travel and hotel lists to the required deadlines and coordinating individual players’ travel requirements, as necessary
- Assisting with airport and train check-ins in London as required
- Liaising with hotels, agents and promoters to ensure the Orchestra’s logistical and accommodation requirements are met
- Discussing stage plans and technical requirements with the stage and transport team, and with overseas agents as necessary
- Collating and drawing up the Orchestra’s instrument loading list, preparing and applying for ATA Carnets, obtaining export licences as required
- Liaising with the stage and transport team regarding arrangements for the truck overseas, including parking and permits
- Researching and obtaining visas and work permits, and second passports as required
- Assisting with applications for tax documentation and withholding tax certificates as directed, including documentation from HMRC and the Charities’ Commission
General:
- Collating information for Arts Council reporting as required
- Represent the Philharmonia at external meetings and conferences, as required, acting as an advocate and ambassador for the Orchestra
- Maintaining information on internal databases, in particular the Orchestra’s bespoke diary and repertoire database MOBI
- Arranging and taking minutes at Concerts Department Meetings as required
- Making travel arrangement for Concerts Department personnel as required
- Undertake such other duties as may reasonably be required by the company
Person specification
Essential:
- Interest in music and the arts, particularly orchestral music
- Excellent organisational and administrative skills and meticulous attention to detail
- Excellent verbal and communication skills
- Excellent interpersonal and social skills
- Ability to work successfully as part of a team as well as to use own initiative
- Ability to prioritise a mixed workload and to work to tight deadlines
- Knowledge of standard Microsoft Office software and computer systems.
- A flexible approach, demonstrating excellent diplomacy skills and the ability to remain calm under pressure
- Willingness to have a hands-on attitude during projects
- Willingness to work unsocial hours, including evenings and weekends both within London and the rest of the UK
Desirable:
- Experience of working with musicians or other creative artists
- Experience of event management, including some experience of liaising with technical providers and stage management
- Ability to read music
How to apply
To apply, please email your CV and covering letter, together with a completed Equality and Diversity Form to
te**@th******.com
Please include the following in your application:
- Telephone contact number (we will be discreet when contacting you)
- Details of two referees (we will not contact your referees without your permission).
Deadline for applications: Monday 14 February, 9am
Interviews will be held during the week commencing 14th February 2022
How to Apply
How to apply To apply, please email your CV and covering letter, together with a completed Equality and Diversity Form to team@thehrhub.com Please include the following in your application:- Telephone contact number (we will be discreet when contacting you)
- Details of two referees (we will not contact your referees without your permission).
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