Three new roles, commencing in Autumn 2019

Production Administrator (inc. some basic bookkeeping) - full time, end of August to Easter 2020
Production Assistant and Deputy CSM - full time, end of August to January 2020
Workshop Coordinator - part time, September to November 2019

Deadline for applications: 10am, Monday 24 June
There will be a group interview on the evening of Monday 1 July.

Why West End in Schools?

Every child’s imagination should be inspired by the arts.

West End in Schools' mission is to use the skills of the professional theatre to provide highly creative cultural experiences for children which they will remember for ever.

Each year we produce and perform pantomimes, musicals, and dance, drama and Shakespeare workshops in well over 1,000 primary schools all over England, Wales and Scotland.

You will gain unique insights into both the theatre industry and education sector as you join our existing team of seven people.

Work you can believe in

  • Inspire the next generation of humans and theatregoers.

  • Deliver work to a huge audience, cutting across barriers of access and wealth.

  • Create high quality work grounded in our experience as an Olivier Award winning production company.

  • Develop cutting edge arts admin skills.

  • Bring your best skills and do your best work.

  • Make friends, and make a difference.


Our work places

 

Our base is in Somerset House in the heart of the West End, but we also work from home up to three days per week. (If you cannot work from home we will work something out.)

During our pantomime rehearsals in November and during December we will also have a full time office nearer our Archway rehearsal rooms to keep us close to our performers.

Remote working, and working from the most appropriate place each day, is made possible using a range of software including Google Drive, our customer management and scheduling systems, chat and telephone apps running on a Mac laptop which we will provide.

When working from our homes we are in constant contact with each other. To make remote working work you need to be a good communicator and confident with using IT.

Our working day

Our working day is from 10am until 6.30pm Monday to Friday.

There will be some Saturdays required in the rehearsal period, and there will be some out of hours work required, particularly in company management roles (roles 2 and 3 below):

  • Occasional evening work as we prepare for busy performance periods.

  • Responding to issues occurring which can take place in evenings and at weekends, particularly in term time in December and March.

Christmas shutdown

In recompense for these occasional additional hours the office shuts down from shortly before Christmas until after New Year but the team remains on full pay.


Our values

  • Efficiency.

  • Creativity.

  • Well structured work, creating the maximum benefit in the shortest time.

  • Fairness - including being the first theatre company to sign up for the London Living Wage.

  • Continuous improvement.

Our culture

  • Openness.

  • Honesty.

  • We have time for each other and have fun together.

  • A desire to do things the best possible way.

  • We acknowledge and share our own mistakes before they cause a problem. We do not blame other team members for theirs.


The rhythm of our year

During the autumn and spring terms we are busy in schools, handling enquiries and making magic. From April to August we have much less work. Therefore we increase our team size for the autumn and spring terms.

Key activities in the autumn include:

First few weeks - structured training programme, running alongside increasing amounts of actual work.
September - handling enquiries from schools about pantomimes. We have detailed systems for doing this, and the school year starts with comprehensive training.
October - more enquiries, casting, getting ready for rehearsals.
November - rehearsals, DBS checks, costume fittings.
December - pantomime performances. For the office team this means providing pastoral care, logistics and payroll/expenses for the performers, and keeping in touch with schools.

A similar pattern exists in the spring term.

Who we're looking for

For each job we are looking for someone who:

  • Is inquisitive, curious and creative, and has a 'how do we make this work' attitude.

  • Writes fluent english with attention to detail.

  • Is numerate, analytical and computer literate.

  • Has an engaging telephone manner and communicates precise information in a friendly way.

  • Loves live performance.

  • Has a good sense of humour.

Our business is small, and so by its very nature everybody does a little bit of everything!  Everybody talks to schools, including helping them with booking enquiries, and this is a key part of every job.

Each job will give you a good understanding of how the whole organisation operates, and on any day you may find yourself running an unexpected errand to a rehearsal room or school, liaising with actors or teachers, or helping a colleague with their current priority.


Role 1: Production Administrator (including some basic bookkeeping) (7 months)

The role

You will get to know our customers, our range of work, and our processes in detail.

The majority of communication with our customer and prospective customer schools is by email and telephone, and much of your time will be spent dealing with schools. In this context you will:

  • Work alongside a team of colleagues to respond to initial enquiries from schools in writing and by telephone.

  • Have particular responsibility for helping the schools who have already booked finalise the details of our visit to them. This makes a big difference in ensuring a successful visit.

  • Handling invoice queries from schools, banking cheques and recording this in our Xero bookkeeping software. Bookkeeping training will be provided - you just need to be organised and comfortable with figures.

In addition to your work with schools, our team of over 100 actors, dancers and facilitators creates admin too! We try to put in place simple systems to structure this work wherever possible, and work could include:

  • DBS checks for actors, dancers and drama facilitators.

  • Teaching actors to send expenses claims correctly, and processing their expenses.

  • Helping with arrangements for rehearsals and training sessions.

You will facilitate the smooth running of the company, ensuring that we run efficiently and as if we were all based in the same office every day. This could include:

  • Collecting the post, and distributing or processing everything we have received so that we can continue to run a paperless remote working system, including entering supplier’s bills into the accounts system.

  • A myriad of other tasks from across the whole company. This role is often a “filling in the gaps” job, which means it is interesting and varied and you get to experience and participate in everything that we do whilst still having your own areas that you look after.

You will get a fascinating insight in to the worlds of theatre and education - and how they interface.

Who would enjoy this work?

If you are well organised, love solving unexpected problems for people, have great attention to detail, and enjoy people then you will enjoy this job, do good work, and make a difference. If solving unexpected problems at short notice stresses you out this isn’t the job for you! We want to be a place where you feel you are doing your best work.

Dates and Pay

Full time | Salary £22,500 p.a., but higher for arts administrators with substantial experience up to a ceiling of £27,500

Fixed-term: Tuesday 27 August 2019 to Friday 3 April 2020

4 weeks paid holiday pro rata, plus paid Christmas closure period
10am to 6.30pm, Monday to Friday, occasional out of hours work, particularly when receiving lots of enquiries.


Role 2: Production Assistant and Deputy CSM (5 months)

The role

At the beginning of the autumn and spring terms in September and January you will help the majority of the team to respond to enquiries from schools.

As we move into production your role will incorporate casting, scheduling actors, dancers and facilitators, and working to ensure we are ready for the start of rehearsals.

In the pantomime rehearsal and performance period you will have CSM responsibility for our Aladdin and Cinderella casts, supported by our other CSM (who is also looking after Beauty and the Beast and Dick Whittington), and our Head of Operations (who will be looking after Scroogical!).

This is likely to involve additional work at weekends, particularly in rehearsals, and an additional £500 is paid in your December payroll to reflect that.

Typical tasks could include:

  • Handling enquiries from schools interested in booking our pantomimes, by email or telephone.

  • Carrying out a DBS check for an actor or facilitator.

  • Purchasing and fitting simple base costumes for our pantomime casts.

  • Helping actors set out on their journey to a performance, making sure they have the physical production, and arranging their travel.

  • Company management tasks once pantomime rehearsals begin.

  • Other tasks from across the whole business.

Who would enjoy this work?

This role will require someone with a good understanding of the production process. A stage management background would be very helpful.

It would be a great job for a stage manager wanting to gain experience of company management; or wanting to work primarily office hours; or wanting to transition to an office based role.

Dates and Pay

Full time | £22,500 p.a. plus additional £500 in December

Fixed-term: Tuesday 29 August 2019 to Friday 7 February 2020.
(For an exceptional candidate we would consider ending this contract at Christmas 2019 if discussed prior to receiving your application. If you are not available in 2020, please contact Roxy on our main office number to discuss before submitting an application.)

4 weeks paid holiday pro rata, plus paid Christmas closure period
10am to 6.30pm, Monday to Friday, occasional out of hours work, and significant out of hours availability from November to Christmas.


Role 3: Workshops Coordinator

Part time, flexible and temporary | (Initially September to early November)
Could work 100% remotely if required - can be based anywhere with an internet connection

Our workshops are delivered by a team of freelance dancers and drama facilitators. As freelancers they all have other commitments, and as we work with professional theatre artists we allow them to swap out of our work when they get auditions.

Our customer schools also have busy schedules with different things happening with different classes on different days. Sometimes the availability of facilitators can change at short notice, and sometimes schools move their bookings too.

We would like some help squaring this circle on an as needed basis from September to early November initially. Tasks will include:

  • Casting workshops from our existing pool of dancers and facilitators.

  • Helping dancers or facilitators with their queries re content or travel.

  • Checking details of the schedules from the schools, and possibly clarifying these with the schools if necessary.

  • Rescheduling workshops when availabilities or requirements change. This rescheduling can happen at short notice (“I’ve just been given an audition tomorrow”) or well in advance, but sometimes, e.g. in case of sickness, it can be out of hours and urgent.

Depending on the skills of the applicant we may be able to provide some additional tasks to guarantee a certain amount of work. One possibility is writing lesson plans and teacher resources; another is writing detailed descriptions of individual visits and the benefits the schools and children accrued.

We estimate this could be around 15 hours per week on average, but certainly in some weeks the core tasks will take fewer hours.

Who would enjoy this work?

This is a new role and a new approach for us. However it may suit a drama facilitator interested in enhancing their management or organisational skills; someone with a background in production or stage management and some free time (perhaps whilst dep’ing on other shows); or a super organised, friendly person interested in our work.

Dates and Pay

Part time | Freelance | Rate dependent on experience but an experienced candidate could expect pro rata small show UK Theatre/Equity CSM rates.

Commencing September. Details tbc with the right applicant.


The application process

1. Initial application

To apply please:

  1. Re-read the information on the company and the role and check this feels like a good job for you.

  2. Fill out our online application form, attaching your CV as a PDF.

  3. Call the application line on 020 3095 9123 and be ready to leave a message about yourself.

Please apply by 10am on Monday 24 June. Earlier applications would be appreciated.

2. Group Interview

If your application is successful at this stage you will be invited to meet us on the evening of Monday 1 July.

The evening will start with us introducing ourselves and telling you about the company and the roles, which will take around an hour. If you feel you are a good fit then you can stay for the group interview session immediately afterwards.

3. 1-to-1 Interviews

From the group interview we will schedule 1-to-1 interviews as appropriate.

 

Please do not call the main office number or email CV's other than as directed above - applicants attempting to apply by these routes will not be considered.

All applicants will be contacted by us before the group interview, whether or not we are inviting you to attend.