Technical Coordinator in Gateshead

Are you self‑motivated, happy working in a team environment and flexible enough to adapt to a changing environment? If this sounds like you, read on to find out how you can hit the ground running.

Overall Purpose

Play a key role providing high quality support in all areas of responsibility of the Technical Team. Collaborate with senior members of the Technical Team with production planning processes, maintenance, finance and training, to ensure smooth effective operation and robustness of the team.

Responsibilities

• Attend production meetings and ensure records of them are kept up to date.
• Deputise for members of the team when required.
• Represent the Technical Team at event planning meetings when required.
• Assist with diary coordination and booking of spaces.
• Manage the Tech email inbox and ensure information is communicated to correct team members and other internal teams.

Staffing:

• Support and work collaboratively with senior member of Technical Team in people management and allocation of staffing.
• Pre‑preparation of the Technical Rota and Production Management schedule.
• Support Senior Technicians with the induction procedures.
• Support Senior Technician with creation of the technical rota, using software to ensure events are staffed appropriately and booking crew where necessary.
• Support Senior Technicians in coordinating and monitoring the induction programme for new employees.
• Keep track of all contact details for contractors.

Financial Coordination:

• Work with Technical Manager to track and monitor all technical expenditure.
• Using software, effectively track all Technical expenditures.
• Co‑ordinate the payment of freelance and casual staff working for the Technical Team.
• Reconciliation of credit card expenditure.
• Assist maintenance and repairs projects with purchasing and hires of equipment.
• Co‑ordinate the creation of purchase orders and invoicing (using Exchequer Live).
• Maintain the Financial Tracker spreadsheet, making sure transactions are recorded and reconciled.
• Ordering of supplies and hire equipment and managing accounts with regular suppliers.

Client Relations:

• Maintain and cultivate robust relationships with clients, event organisers, artists and internal teams, focusing on clear communication and exceeding client expectations.
• Develop and sustain positive relationships with artists, clients, internal and external teams and contractors.

Continuous Improvement, Training & Development:

• Support learning and development of the team.
• Support Senior Technician in monitoring the training matrix, including booking training courses.
• Collaborate with the senior members of the team to pinpoint areas for process enhancement.
• Liaise with external companies to provide relevant technical courses.
• Assist the Senior Technician (Training and Development) in maintaining and growing relationships with local colleges and universities for department outreach.

Safety & Compliance:

• Support team in programme of compliance and adherence to all Health and Safety standards and regulations.
• Work collaboratively with team members on the implementation of all aspects of Health & Safety.
• Proactively support senior members of the team with the planning and booking of contractors for statutory inspections and repairs.
• Manage records of freelance and contractor H&S records, certifications and insurance details.
• Support Senior Technicians during planning of maintenance schedules.
• Booking of suppliers and contractors.
• Maintaining records of statutory inspections & maintenance.
• Work with compliance teams to maintain records of equipment certification & manuals.
• Monitor review schedules of H&S documentation.

Events:

• Undertake shadowing and support the teams working on events through continual learning of technical operations roles and responsibilities.
• Gain knowledge of the venue spaces and teams by collaborating with members of the team.

Reporting:

• Support senior members of the team in monitoring of reports on event outcomes, technical challenges, and performance.
• Attend review meetings and support ongoing process changes.
• Support the team in ensuring reporting is kept up to date and effective.
• In all communications, ensure visiting companies, clients and artists always feel welcome, engaged and supported and receive the highest level of technical support.

Recruitment:

• Support the team during recruitment processes.
• Work closely with senior members of the team to initiate recruitment drives.
• Manage applications for new roles and co‑ordinate the shortlisting process with relevant members of the team.
• Liaise with the People Team to organise interviews with candidates and panel members, administrating interview materials.
• Interview candidates with other panel members.

Policies & Procedures:

• Adhere to and promote all organisational policies, including but not limited to Safeguarding, Health & Safety, Customer Care, Inclusion, Equity, and Diversity.
• Work proactively to adhere to all organisational policies and procedures.

Experience

• Standard office computer systems including Microsoft Word, Excel and Outlook.
• Working in an office environment with administrative experience.

Skills & Knowledge

• High level of IT skills (including Microsoft Excel).
• Strong literacy and numeracy skills.
• Ability to work accurately and methodically.
• Ability to work to a deadline.
• Comfortable working under supervision.
• Excellent communication and interpersonal skills and the ability to interact with a diverse range of people at all levels.

It also helps if you have:

• Health & Safety legislation & practice.
• Experience of working with specific software packages: Exchequer (or other accounting software).
• Artifax experience.

Candidate Experience

But don't worry if you're not a perfect match for the job description and criteria, we'd love you to apply anyway. We are more interested in your determination, positivity, and willingness to get stuck in.

Our commitment to your development

At The Glasshouse, we're always learning. And we know that when it comes to training, everyone is different. So, you'll work closely with your manager to identify what your training journey will look like. If you have a specific interest or you would like to develop your skills in a certain area, we want to hear about it. This may be through gaining a qualification, on‑the‑job training or learning within your team, but whatever path you take, through training and support, we'll help you develop the skills and knowledge you need to thrive in your role.

About the Venue

We're a place where you can hear rock legends or pop icons on the same night as folk trios or opera singers. Where new musicians are nurtured and showcased on the same stages as platinum‑selling performers. And where youth choirs and tambourine‑shaking toddlers practice in the same spaces as our acclaimed orchestra Royal Northern Sinfonia. Whether you're front of house, waiting in the wings or keeping things running behind the scenes you will be part of a team that means 2 million people enjoy top‑notch gigs, concerts and classes in our own venue at Gateshead Quays, out in communities across the North East and through live‑streamed performances and digital lessons.

Equality, Diversity and Inclusion

We encourage a working environment that's welcoming, inclusive, and diverse. Different backgrounds, views and experiences are valued so everyone can be themselves. Our venue and programmes are for everyone, so we want to make sure this opportunity is available to everyone, no matter your background or the challenges you've faced.

For example, we would love to hear from you if you:

• Are D/deaf.
• Have a disability, learning difficulty or significant long‑term health condition which affects your daily life.
• Describe yourself as neurodiverse (this might include dyslexia, dyspraxia, dyscalculia, ADHD, autistic spectrum, and others).
• Grew up in a family receiving Universal Credit or state benefits.
• Have ever lived in council or social housing or been on the housing register.
• Have ever lived in sheltered accommodation or experienced homelessness.
• Experienced being in care at any point in your life.
• Have been a refugee or asylum seeker.
• Are from the African, South, East and South‑East Asian, Middle East, Latinx or North African diaspora, or have experienced racism.

These are some common examples of challenging circumstances but there may be others. Everyone is welcome to apply. We do not discriminate because of race, colour, religion, gender or gender identity, sexual orientation or expression, age, disability or any other protected characteristic as outlined in the Equality Act 2010.

Safeguarding children, young people and adults at risk

We are committed to safeguarding and promoting the welfare of children, young people and adults at risk and expect all of those that work with us to share this commitment. We operate a robust safeguarding framework and continuous assessment and development to support safer working practice across our workforce. Our roles are subject to a safer recruitment process which includes relevant background checks and the disclosure of criminal records, sanctions, and investigations where appropriate.

Right to Work

We welcome applications from candidates already eligible to work in the UK or those that can apply for a visa granting permission to work in the UK (e.g. dependent visas, ancestry etc.) that do not require sponsorship. You will be asked to share proof of this prior to receiving any offer of employment.