Planning Coordinator

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About The Job

is looking to fill this vacancy 28/07/08

We are currently seeking a Planning Coordinator with a background of working in an arts organisation, and knowledge of the operatic repertoire to administer the scheduling and busy day-to-day running of the course and to coordinate a number of projects throughout the year.

The post involves:

Coordination of course schedule:

• Planning and producing the weekly schedule in collaboration with the Head of Music and Assistant Head of Music.
• Weekly repertoire meetings with senior music staff to discuss the progress of all singers and repetiteurs to ensure that the weekly schedule fully benefits all trainees.
• Careful monitering of trainees’ diaries with regards to NAs so as to coordinate the schedule effectively.
• Fixing coaching staff as necessary for day-to-day work at the Opera Studio. This involves liaising with a large database of opera coaches, and keeping in control of their availability at all times. This is done in conjunction with the Head of Music and Assistant Head of Music.
• Being the first port-of-call for trainees and any musical staff each day, making last minute changes to coaching calls and production sessions as necessary.
• Organisation of trainees’ annual auditions with ENO, WNO, Glyndebourne, Scottish Opera and Opera North and other opera companies.

Project coordination:

• Managing production schedules for a number of guest directors, conductors, composers and stage management teams in a variety of projects throughout the course. Projects include a number of scenes performances, contemporary scenes performances, and the end of year Showcase which takes place at the Hackney Empire with full production team and orchestra.
• Coordinating all details for our annual concerts and residencies with UK opera companies (including WNO, Scottish Opera and Opera North). This involves liaising with staff at relevant opera companies on repertoire and scheduling, and arranging travel and accommodation for all involved.

Event organisation:

• Work any evenings as required, acting as front-of-house at any in-house performances.
• Organising all details for a number of external events at which our trainees perform (this can be anything from lunchtime concerts for small music clubs to larger opera gala performances or fundraising evenings for which we provide singers on the current course or alumni).
• Help the General Manager and Assistant Administrator to proof-read any in-house publications (programmes, newsletters).

Overseeing the Library:

• Ensuring that all scores and books are maintained in good quality, and that any items taken out by trainees, coaches or alumni are brought back.
• Cataloguing any additional material given to / bought for the library.
• Purchasing any scores which are required.

Person Specification:

• Ability to use initiative to solve a varying degree of problems and cope with such problems in a calm and logical manner.
• Ability to assume responsibility.
• Ability to think ahead and anticipate problems.
• Ability to deal with a large body of people at all levels in a confident and professional manner.
• Experience of dealing directly with artists, particularly singers and repetiteurs at all levels of the profession.
• Ability to communicate effectively with a large body of people. Often the Planning Coordinator will be the key person to communicate information between trainees, staff, coaching staff and production teams.

Essential skills:

• Music literacy. The post involves making up copies of particular extracts for directors, music staff and trainees, and issuing precise repertoire lists to trainees at various points throughout the year.
• Experience of working within an arts organisation.
• Knowledge of the operatic repertoire and an enthusiasm for opera.
• Knowledge of MS Outlook, Word and Excel.

DEADLINE FOR APPLICATIONS: Friday 15th August 2008
INTERVIEWS: Week beginning Monday 25th August 2008
SALARY: Dependent on experience

To apply, please send a covering letter and your CV to: Hugh Lloyd, General Manager via email.

We aim to be a equal opportunities employer.