Programmes coordinator

Salary: £27,756 per annum

Location: Oxford

Closing date for applications: Monday 1st June 9:00am

Coordinate performances, workshops and community partnerships at one of the UK’s leading regional theatres. Oxford Playhouse is looking for a Programmes Coordinator to join our team and play a key role in delivering a welcoming and accessible artistic programme, whilst supporting The Playhouse's mission of being an inspirational centre for learning through the performing arts.

As the Programmes Coordinator, you will support the curation and delivery of the received programme at Oxford Playhouse, with responsibilities for the department's administration and communication, alongside coordinating community creative partnerships such as the community ticket scheme. You will play an integral role within the Arts team, working closely with the Director of Programmes including day‑to‑day administrative support covering, among other things, direct programming enquiries, maintaining databases, research, negotiation, budgeting, supporting Marketing and the Box Office teams in obtaining necessary information for sales, co‑ordinate wrap‑around activity relating to productions, including pre and post‑show talks, workshops and training opportunities.

Responsibilities

• Provide efficient day‑to‑day administrative support including managing direct programming enquiries, maintaining accurate databases, researching potential artists and companies and minuting arts team meetings.
• Negotiate fees and contract terms for selected programmed events such as comedy and music shows in line with schedules and budgeted targets.
• Issue deal memos for these shows internally and externally.
• Support the Marketing and Box Office teams in obtaining necessary information for putting performances and events on sale.
• Update and communicate agreed changes to deal memos, ensuring excellent and timely communication between departments.
• Attend and contribute to Operations meetings.
• Be the internal point of contact for Visiting companies, including amateur hires, on contractual details such as company seat requests and PRS information; co‑coordinate practical details such as site visits and meetings with other departments.
• Ensure companies are warmly welcomed into the building and welcome packs /codes of conduct are kept up to date.
• Organise first‑night drinks as required.
• Co‑ordinate wrap‑around activity relating to productions including pre and post‑show talks, workshops and training opportunities.
• Co‑ordinate invitations for guest events as required.
• Manage the Community tickets scheme and hold positive relationships with scheme members.
• Work with Marketing and Box Office teams to ensure an accessible and efficient system for all parties.
• Initiate and develop relationships with local community groups for projects connected to OP’s activities, including the Community tickets scheme.
• Support internal departments with non‑performance use of the auditorium and stage including corporate hires, training events, student rehearsals and backstage tours.
• Attend performances and sharings at OP and other venues, writing accurate and timely show reports.
• Work with cultural organisations on local and national cultural projects that involve community partnerships.
• Support the Producer with administrative tasks as required.

In addition, you will:

• Carry out any further duties as reasonably requested by the Director of Programmes.
• Act as an ambassador for The Playhouse, advocating on behalf of the organisation.
• Be fully familiar with and uphold all Oxford Playhouse policies including Equal Opportunities, Health and Safety, Data Protection.
• Follow established working practices and guidance to ensure that all policies are adhered to.
• Actively participate in cross‑organisational training, events and working groups as appropriate.
• Be prepared to work evenings and weekends.

Skills and attributes

Essential

• Excellent administration & organisation skills with the ability to meet deadlines and targets.
• Experience of maintaining accurate records and processes with excellent attention to detail.
• Ability to multi‑task and prioritise, often in a time‑sensitive environment.
• Ability to work collaboratively across teams.
• Clear and polite written and verbal communication skills.
• A positive, proactive, and flexible attitude, with the ability to remain calm under pressure.
• Ambition, a willingness to learn, and a drive to contribute to the success of the department.
• Passion and enthusiasm for the performing arts.
• A commitment to equality, diversity and inclusion.

Desirable

• Experience of working within live performance sector.
• Experience with Community partnerships and access initiatives.
• Experience with negotiating contracts.
• A good knowledge of Oxford and its networks.
• Advanced skills in using Excel for data management.

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.