Performing Arts Coordinator and Assistant

Performing Arts Coordinator and Assistant

Brighton College is seeking to appoint a Performing Arts Coordinator and Assistant on a part time, permanent basis.

Reporting to: Performing Arts Technical and Facilities Manager

Main purpose of the role: The Performing Arts Coordinator and Assistant plays a central role in supporting the smooth running of Brighton College's flagship Performing Arts Centre, the Richard Cairns Building and the adjoining Nicola Leach School of Music. This is a fast paced, high profile department requiring exceptional organisation, flexibility, and a proactive approach.

As a key member of the Performing Arts Management Team, the post holder will support major events across the school, act as a first point of contact for internal and external stakeholders, and ensure the efficient coordination of spaces, schedules, compliance, and administrative processes. This role is ideally suited to individuals seeking a flexible working pattern or those with a strong interest in arts administration, including recent drama school graduates.

General Duties and Responsibilities Diary, Calendar and Event Coordination

• Lead the diary planning and coordination for the upcoming academic year across all areas of Performing Arts and AV requirements.
• Work closely with the administrative teams for Dance, Drama and Music to ensure accurate scheduling.
• Maintain an up to date Performing Arts calendar, ensuring tasks are correctly allocated through the Helpdesk and Planner systems.
• Complete the termly Blue Book upload into the College's room booking system, ensuring set ups, take downs and additional requirements are fully captured.
• Manage weekly re rooming for Performing Arts in collaboration with the Senior Administrator (Calendar).
• Oversee all room bookings and usage for the Cairns Theatre, Drama Studio, Dance Studio, Scotts Café, Lester Square, The Club and other Performing Arts spaces.
• Support the scheduling needs of the Theatre Operations Manager and Head of Productions, ensuring meetings are arranged with the correct attendees.
• Manage the diary of the Performing Arts Technical and Facilities Manager, ensuring meetings and events are appropriately scheduled.
• Oversee meeting arrangements with external visitors, ensuring they are well supported before and during their visit.
• Act as the initial point of contact for all Performing Arts queries, triaging requests and ensuring timely responses.
• Act as the senior on site representative in the absence of the core Performing Arts Management Team.
• Work collaboratively with the Manager of the Administration Team (Senior School) and other co curricular administrators to coordinate administrative support across the Performing Arts departments.

Production Support

• Support the Performing Arts Technical and Facilities Manager during school productions, particularly during technical rehearsals, ensuring administrative, logistical and operational needs are met.
• Assist with the coordination of production schedules, rehearsal room allocations, and communication between technical, creative and academic teams.
• Provide hands on support during production weeks as required, contributing to the smooth running of technical sessions and performance operations.

Procurement, Finance and Budget Support

• Oversee procurement of equipment and supplies for the Richard Cairns Building and Performing Arts Department under the guidance of the Performing Arts Technical and Facilities Manager and Theatre Operations Manager.
• Manage expense accounts for the Performing Arts Technical and Facilities Manager and Theatre Operations Manager.
• Support other members of the Performing Arts Management Team in completing their expense claims accurately and on time.
• Liaise with Accounts as required.

Front of House, Duty Management and Event Support

• Support the Theatre Operations Manager in running the Duty Management system, including training and administrative support.
• Complete a proportion of Duty Manager shifts each week as part of the management team.
• Work with Duty Managers to support ticketing and audience management for performances and events.
• Complete reconciliation reports for product sales after each event.

Compliance, Health and Safety and Operational Support

• Support the Performing Arts Technical and Facilities Manager in their role as Health and Safety Responsible Person.
• Ensure all compliance documentation is up to date and stored correctly.
• Maintain strong working relationships with Facilities, Maintenance, Security, Catering and Porterage teams to ensure smooth operations across all Performing Arts spaces.
• Liaise with HR to ensure all freelancers have completed required pre employment checks and safeguarding documentation.

Communication and Departmental Coordination

• Communicate professionally with staff, parents, pupils and external partners in person, by phone and via email.
• Lead the weekly Performing Arts "Week Ahead" meeting and update the department calendar accordingly.
• Support the integrated working of Drama, Dance and Music under the supervision of the Performing Arts Technical and Facilities Manager.

Person Specifications Essential

• Strong organisational and administrative skills, with experience managing diaries, schedules or events.
• Excellent communication skills and ability to work with a wide range of stakeholders.
• Highly organised, proactive and able to manage multiple priorities in a fast paced environment.
• Confident IT user, including Microsoft Office (especially Outlook and Excel).
• Flexible and reliable, with a willingness to work evenings and weekends during busy periods.
• Professional, approachable and collaborative.
• Strong attention to detail and problem solving skills.

Desirable

• Experience in a performing arts, education or events environment.
• Understanding of theatre, production processes or front of house operations.
• Experience with room booking, ticketing or scheduling systems.
• Enthusiasm for the performing arts and supporting live events.

Other Duties

• Undertake any other reasonable duties requested by the Performing Arts Technical and Facilities Manager or members of the Performing Arts Management Team to support the effective running of the department.

Hours of Work

This role will be on an annualised hours basis, which means the successful candidate will be expected to work a set number of hours per annum, equivalent to 30 hours per week across 52 weeks, between January and December. Weekly hours will be agreed with the line manager via a rostering system issued in advance and can be discussed in further detail at interview. Due to the nature of the role, there will be a requirement to work some evenings and weekends to support the College's events.

Remuneration

The salary for this role will be £23,244 per annum.

Holidays

23 days, plus bank holidays increasing to 28 days plus bank holidays after 2 years of service.

Benefits

• Complimentary lunch is provided.
• Free tickets to the College's music, dance and drama performances.
• Job specific Learning and Development programme available to all employees.
• Life Cover is provided whilst working at Brighton College after successfully passing probation period.
• Contributory pension scheme with matching contributions from the employer up to 9%, which all eligible employees will be automatically enrolled into within three months of commencement of employment.
• Employee benefit and discount platform.

Wellbeing

• Subsidised gym membership for the School of Science and Sport is available, which includes access to yoga and Pilates classes, meditation sessions and use of the gym and swimming pool.
• Personalised health and wellbeing consultations.
• Generous sickness policy.
• Comprehensive wellbeing package.
• Access to books, magazines and DVDs from the College Library.

Safeguarding and Equal Opportunities

Brighton College is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Any offer of employment will be subject to successfully completing pre employment checks, including an enhanced DBS disclosure, the receipt of satisfactory references, the College's pre employment medical questionnaire, relevant original ID documentation and examination certificates. The post is exempt from the Rehabilitation of Offenders Act 1974 and the School is therefore permitted to ask job applicants to declare all convictions and cautions (including those which are "spent" unless they are "protected" under the DBS filtering rules) in order to assess their suitability to work with children. The College is committed to ensuring that the recruitment and selection of staff is conducted in a manner that is systematic, efficient and effective and promotes equality of opportunity. Our full equal opportunities policy is available on the 'Careers' page of our website.