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Concerts Assistant (Maternity Cover)

Posted on 7 December 2018

Application closing date: 9am on Friday 4th January 2019

Introduction to Sage Gateshead

Founded in 2004, Sage Gateshead has an international reputation as a new centre for music combining performance, education and participation working across a wide range of musical genres and reaching a broad audience. Founded with a mixed business model, the charity’s turnover of £15million combines, box office, commercial, fundraised income with public subsidy.

Sage Gateshead runs:

  • A Performance Programme of events and festivals across musical genres (folk, classical, rock, indie, jazz, electronic) for 360 days of the year
  • Royal Northern Sinfonia, the UK’s only full time contract chamber orchestra
  • One of the largest Music Learning & Participation Programmes in the UK
  • One of the biggest conference and events businesses in the region
  • A folk development agency, Folkworks
  • An iconic visitor attraction, designed by Foster + Partners on the banks of the Tyne with a large public space, three auditoriums and 25 learning spaces

In 2014/15 Sage Gateshead delivered:

  • 623 performance events
  • 13,045 courses, classes and workshops
  • 64 conferences
  • 22 premieres and commissions
  • 105 broadcasts

In 2014 Sage Gateshead completed its first decade. During this period the charity had:

  • 6 million visitors
  • 1.5 million participants
  • 1000 conferences
  • 4000 concerts
  • £283 million of economic benefit to the region

Job Information

Job Title: Concerts Assistant
Department & Team: Performance Programme (Classical)
Location: Sage Gateshead
Working Hours: Full time (36 hours). Weekend and evening working will be required
Salary: £17,593 (SCP 17) per annum pro rata
Duration of the role: Fixed Term – maternity Cover for up to 1 year

Position in Organisation

Reports to: Concerts & Tours Manager
Responsible for: No line management responsibility, but occasional task management for Artists Liaison staff.
Works in conjunction with: Orchestra Manager, Librarian, Assistant Platform & Orchestra Manager, Learning Manager, Projects Coordinator, colleagues from other departments
Budget accountability: None personally, but operates as part of a team which manages activity budgets of £1,1m.

About the role

This role is a key support function in the classical team and makes a great starter job for someone looking to build a career in orchestra management. All previous post-holders have gone on to more senior positions at Sage Gateshead and in other classical music organisations.

The successful candidate will be able to demonstrate a keen eye for detail, as well as experience of managing and prioritising a complex administrative workload. An understanding of professional orchestral working practices will be key, as will self-motivation, and an appreciation of how each seemingly minor process or detail contributes to the successful delivery of a concert or performance.

Job purpose

To provide administrative and logistical support to the Royal Northern Sinfonia team.

Key tasks

Logistical planning and support

  • Book all relevant resources (chairs, stands etc) for RNS activity within Sage Gateshead through the internal venue management system Artifax, and ensuring the system is kept up-to-date at all times
  • Book rehearsal spaces within Sage Gateshead and research / book available external rehearsal venues when Sage Gateshead spaces are unavailable, within set budgets
  • Book instrument tunings and arrange all necessary instrument hire
  • Prepare internal event management schedules
  • Arrange hotel accommodation and transfers for guest artists and prepare artist schedules
  • Assist colleagues in moving orchestral equipment within Sage Gateshead when required, including percussion and keyboard instruments, sound protection and seating
  • Maintain good working relations with the Technical and Front of House teams

External events, travel and accommodation

  • Research and arrange coach travel and hotel accommodation for Royal Northern Sinfonia’s external activity within set budgets, maintaining excellent relationships with local suppliers
  • Ensure all required resources (chairs, stands, instruments etc) are in place for external performances, and prepare technical riders for the venues
  • Make all necessary logistical and travel arrangements for local and regional chamber performances
  • Provide relevant documentation for Royal Northern Sinfonia’s international travel (visas, carnets etc), and visiting artists (certificates of sponsorship)

Contracts & Invoicing

  • Issue contracts in a timely manner for all artists and ensembles appearing with RNS and in Sage Gateshead Classical Programme, as well as RNS external engagements
  • Maintain a contract tracking spreadsheet
  • Send out invoices for RNS external performances and monitor receipts

Library Support

  • Regularly assist the Librarian in preparing orchestral music, including marking-up and maintaining parts
  • Copy and distribute orchestral music to players on request, in absence of Librarian
  • Sort music after performance for return to publishers

General Administration

  • Distribute the monthly RNS players schedules
  • Process invoices and purchase orders through the internal finance systems for all Royal Northern Sinfonia expenditure
  • Manage the reporting of credit card expenditure and timely chasing of invoices for management accounts
  • Process all HR related documentation for classical team, from new starters to reporting sickness ensuring effective flow of information
  • Co-ordinate and monitor the induction programme for new employees in the Classical Team, ensuring that they attend all relevant training
  • Process merchandise settlements from visiting and guest artists
  • Maintain all archive material for the Royal Northern Sinfonia team

Other duties and information

  • As part of the Classical Team, the Concerts Assistant will be required to attend some rehearsals, concerts and recordings as part of a team rota, providing on-the-day logistical support and artist care.
  • As part of the Classical Team the Concerts Assistant may be required to travel with the orchestra and drive the orchestra van as part of a team rota.
  • The Concerts Assistant will be required to attend internal company meetings on behalf of the classical team.
  • Carry out all duties in accordance with the Law, the Ethos of Sage Gateshead and in the spirit of equality and fairness.
  • The above is indicative of the role to be carried out at the present time; it may change from time to time in consultation with the post holder and in line with service need.

Knowledge, experience and skills required to do job

Essential (required):

  • Relevant Degree level or equivalent qualification
  • Experience managing classical music groups at either a professional or non-professional level
  • Good organisational skills
  • Excellent attention to detail and good communication skills
  • Good knowledge of orchestras and classical music
  • Excellent knowledge of musical notation
  • Excellent IT knowledge
  • This role will involve a degree of manual handling and some long shifts
  • Ability to interact with a wide variety of people, from high profile artists to external venue staff.
  • A positive, collaborative and flexible attitude

Desirable (optional):

  • Music degree
  • Working within the orchestral sector or directly with orchestral musicians
  • This role may include some driving of the orchestra van, therefore a willingness to travel, a full driving licence and confidence in driving larger vehicles are all desirable

Terms and Conditions

We believe Sage Gateshead is a great place to work – an innovative and friendly place to work, where no two days are ever the same.

The salary for this post is £17,593 (SCP 17) per annum pro rata.

The holiday entitlement for this post is 33 days pa pro rata (including statutory holidays).

We also offer subsidised parking for staff members, as well as a discount in our café, and access to a voluntary health cash plan, bike to work scheme and travel ticket scheme.

How to Apply

Applications must be made on a North Music Trust online application form.

We regret that CV’s cannot be accepted. If you have any queries regarding your application please contact 0191 443 4624

Download the job description

Completed applications should be returned no later than 9am on Friday 4th January 2019.

Interviews for this position are to be held w/c 14th January 2019.