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Production and office manager

Production and office manager

locationNottingham, UK
ExpiresExpires: 29/04/2024
Permanent position
Mid-Level
£31,000 to £40,000 per year

Application deadline: 12pm, Monday 29 April 2024

Salary: £30,000 – £35,000 depending on experience

Location: Nottingham with some national travel required 

Interviews: Planned 29 May 2024

 

Film and Video Umbrella is seeking a Production and Office Manager to co-ordinate and oversee the delivery of the organisation’s multifaceted production activity, working alongside the Director and the FVU team while managing key freelance personnel. 

The role will ensure that FVU’s commissions are realised to the highest artistic standard, to deadline and within budget, providing creative production and post-production support and expertise, while ensuring that all legal as well as organisational procedures and protocols are followed. The successful candidate will lead on the smooth running of FVU’s offices, in particular the Nottingham office, as well as providing other administrative duties.

We are trialling a four day week until the end of September 2024, so the hours when you start will be 28 hours per week. Should the four day week not be made permanent at the end of the trial, then your hours will become 35 hours per week. This will not affect your pay - you will be paid your full time salary, regardless of if the four day week trial is made permanent or not. Our working week is Monday - Friday, 10am – 6pm, but with flexible start and finish times.

FVU’s head office will be relocating to Nottingham in May 2024 where the Production and Office Manager will be based, with some national travel required to our new London and Newcastle offices, as well as for production work, and attendance at exhibitions.

 

Responsibilities

Production Manager 

  • Work with the Director to scope out timelines, budgets and work plans to best facilitate FVU’s ongoing production activities, assuming direct project management responsibility for certain productions (as appropriate and/or where needed) while also (and in dialogue with and with the approval of the Director) appointing and assisting freelance producer/project manager personnel to deliver other individual components of FVU’s programme, overseeing and communicating progress (and any methodological or budgetary changes) to the Director, Managing Director and Bookkeeper
  • Work in tandem with FVU’s Technical Manager, and/or gallery staff at the respective partner venues, to ensure delivery of final files for gallery or other presentation. Work closely with FVU’s Communications & Content Manager to ensure a steady feed of promotional material to help publicise and contextualise the project, including working with the artist and any relevant production management personnel to secure early release press images, video clips etc. 
  • In addition to this, assisting the Communications & Content Manager in getting any information that they may require from the artists
  • Assist the Communications & Content Manager with producing and editing promotional material for FVU’s productions and exhibitions, from editing trailers and interviews with artists to creating clips
  • Engage crew and book facilities and equipment where required, ensuring that all relevant parties are appropriately contracted by FVU where necessary. (Artists’ contracts, venue contracts and other partner contracts will be overseen by the Managing Director)
  • Working with the relevant project management personnel, ensure all cast and crew receive detailed, accurate and thorough call-sheets in advance of shoots and that all shoots are risk assessed in advance
  • Develop and administrate a festival application strategy for each commissioned work
  • Follow good practice when filing documentation, keeping production process notes, and generally making sure project administration is well organised and completed, according to FVU protocols, and appropriate to project needs
  • Ensure that throughout production all media generated is stored and backed-up according to FVU protocols.

Office manager

  • Maintain the smooth operations of FVU’s offices, including the setting up of and managing of key supplier relationships and ensuring that regular office supplies (stationery, cleaning products, IT equipment, basic kitchen supplies etc.) are maintained at agreed levels
  • Working with the Technical Manager, develop and maintain FVU’s archives and filing systems, both physical and digital, including but not limited to print archives, press archives, and still and moving image archives
  • Ensure that these are rationalised and kept neatly and are always backed-up appropriately, ensuring that the team are clear on where and how to file items maintaining archive and filing protocols, and assisting them with filing, where called upon
  • Provide basic IT support, trouble-shooting technical issues for the team working with FVU’s freelance IT support team where necessary
  • Assist with developing and writing funding applications, and with evaluating and reporting for funders including on-going gathering of quantitative and qualitative information for funder reports, as and where directed to do so
  • Manage calls for applications for both projects and recruitment. Help to maintain FVU’s contacts databases
  • Be the first point of contact for visitors, for telephone calls, and email enquiries, responding to communications in person and in writing, as directed and manage incoming and outgoing mail and deliveries
  • Organise venue, travel, couriers, equipment and other external bookings as requested
  • Process and distribute publication orders and maintain up-to-date and accurate publication stock records
  • Facilitate loans/distribution of commissioned works where appropriate
  • Take care of Environmental monitoring and reporting, ensuring FVU delivers on its Environmental Action Plan
  • Assist all members of the FVU team as and where called upon to do so.

General

  • Show leadership, compliance and input into workflow management systems and contribute to the ongoing objective to improve and develop FVU’s processes
  • Help maintain a productive and appropriate working environment
  • Represent and promote FVU at external events
  • Proactively engage with and support FVU’s internal performance management culture
  • Other such duties commensurate with the level of this role, that may be required to ensure the smooth running of productions and the office generally.

 

Knowledge, skills, experience

  • Experienced in film production from pre- to post- production, with a strong understanding of a variety of production methodologies, and a demonstrable capacity to deliver films on time and in budget
  • Experience of budget management
  • Experience of drafting and issuing contracts
  • A strong leader – capable of managing people with both care and authority
  • Highly organised and methodical approach to work
  • Able to produce clear, accurate and effective written communications
  • Able to predict potential needs, adjustments, and risks, and to manage plans and systems accordingly in order to accommodate such occurrences
  • Excellent IT skills and experience using Mac based operating systems
  • Good level of numeracy
  • Able to plan for and meet regular, immovable deadlines and prioritise a heavy workload effectively
  • Able to liaise confidently and productively with external partners
  • A good working knowledge of Microsoft Office suite, including Excel
  • A good working knowledge of editing software such as Premiere
  • Innovative and creative thinker 
  • Proactive and self-motivated
  • Extremely accurate and attentive to detail
  • Reliable and conscientious
  • Flexible and proactive approach to change

 

Desirable

  • Experience of submitting films to film festivals
  • Experience of writing risk assessments
  • Experience of working with visual artists, developing artworks / exhibitions
  • Experience of running calls for entries
  • Experience and success at maintaining/managing/developing archives
  • Experience of providing administrative support in a busy professional working environment
  • Experience of working in an artistic organisation
  • A good working knowledge of image editing software, such as Photoshop
  • A good working knowledge of design software, such as InDesign
  • User-level knowledge of database software, such as Filemaker



You can download a recruitment pack with more details about the role via the Apply button at the top right.

We welcome and encourage applications from candidates who are under-represented in the creative industries.

Please make sure that you state in your application that you found this role via Creative Access.

Fields of study

  • Visual arts / Design
  • Performing arts / TV

Level of experience

  • Mid-Level

Salary range

  • £31,000 to £40,000 per year

Required skills

  • Office applications
  • legal knowledge
  • general knowledge