Designation: Concerts Assistant, BBC Proms and Radio 3

JOB DESCRIPTION

Designation: Concerts Assistant, BBC Proms and Radio 3 Grade: 4D Division: BBC Audio and Music Department: BBC Radio 3 and BBC Proms Reports to: Helen Heslop, Concerts & Events Manager, Proms and Radio 3 Duration: Fixed Term (3 March – 3 Nov 2014)

Introduction The BBC Proms team and BBC Radio 3 work jointly under the direction of Roger Wright to create and stage the BBC Proms and all its associated activity. Radio 3 offers a wide range of music and cultural programming in order to engage and entertain its audience. Around its core proposition of classical music, its speech-based programming informs and educates the audience about music and culture. Jazz, world music, drama, the arts and ideas and religion.

The Concerts Assistants are part of the Proms & Radio 3 Events team that delivers all the concerts and events for the BBC Proms season as well as some of Radio 3’s major events. Working to the Concerts and Events Manager this role helps to organise and facilitate events across the Proms season and may be involved in other events that Radio 3 organises.

Context The BBC Proms at the Royal Albert Hall is the largest classical music festival in the world comprising more than 150 concerts, talks, workshops and events between mid July and mid September at the Royal Albert Hall and elsewhere. Proms concerts are live on BBC Radio 3, many are televised and there is a strong online offering.

The BBC took over the running of the Proms in 1927 and the festival lies at the heart of the BBC’s commitment to live music and cultural programming. The Proms’ founding principals - to make the best-quality classical music available to the widest possible audience – remain at the heart of the Proms today.

The BBC Proms is one of the strongest brand names in the music world and attracts a glittering array of international artists and orchestras as well as interest from a broad range of press and media.

BBC Radio 3 broadcasts 24 hours a day every day of the year. The station offers a wide range of music and cultural programming. The station’s core proposition is classical music; however its remit also covers Jazz, World Music, drama, the arts and ideas, and religious programming. The station has a strong commitment to live music and to reflect the musical life of the UK and the world.

Purpose of the job: To work to the Proms Concerts & Events Manager and assist with the co-ordination of the complex logistics of the Proms season at the Royal Albert Hall. Very close liaison with Radio 3 and Classical Music TV Production Teams. It is mainly office based (Broadcasting House & White City) but there is also involvement on site at the Royal Albert Hall, Royal College of Music and Cadogan Hall as well as other Event venues.

Specific duties may include:  Working closely with the Concerts and Events Manager and other Concerts Department staff on the practical arrangements for the forthcoming season Proms (all broadcast on Radio 3 and a third on TV): includes production of concert summaries, computerised stage layouts and rehearsal schedules. Liaising with external contacts - British & foreign orchestras, artists, contributors, publishers, agents, Sound & lighting contractors etc. The specialist event management system used is Artifax Event & specialist stage plan package is Visio.  Assisting with the Proms Plus series.  Assisting with setting up meetings, routine correspondence with publishers, agents etc and routine planning for future seasons  Liaising with other BBC personnel on the broadcasts of Proms & events- principally Radio 3 and Classical Music TV but also BBC Performing groups, MC&A, Rights and Music Library,  Attending TV Production meetings where necessary.  Concert management duties and event management duties for various concerts & events

1 Office duties to include:  Dealing with phone calls & correspondence from orchestras, agents, composers, publishers etc.  Developing and maintaining filing systems  Maintaining the Proms Contacts database on Outlook and the Events database on Artifax.  Assisting with creation of Artist requisitions on the BBC finance system MyBusiness and creating Purchase orders for Proms items  Ordering CDs and scores from the BBC Music Library and external music publishers and maintaining the system to keep track of all such items.  General office administration

Other duties to include:  To comply with all relevant BBC Safety Rules, procedures & guidelines. To be fully aware of the Health & Safety responsibilities of this role as stated in Radio & Music's Health & Safety Policy.  To comply with the BBC’s policies on Diversity and to apply the principles.  To be a role model for the BBC Values.

KNOWLEDGE, EXPERIENCE & PERSONAL ATTRIBUTES - REQUIRED

 Good experience of and track record in the organisation of live classical music events within a performing Arts organisation or relevant equivalent.

 Good event management experience including work on large-scale projects

 To have the ability to communicate effectively and persuasively with a wide range of people

 Excellent knowledge of classical music.

 Very well organised, good eye for detail and be able to work quickly and under pressure.

 Knowledge of H&S regulations, Child Welfare Acts and all matters relating to child protection.

 Excellent Office and IT skills - you will need to be very well organised, have a good knowledge of Microsoft Word, Excel and Outlook and possess an excellent telephone manner. You will need the ability to learn new systems very quickly.

 You will be required to work long hours and some weekends on events across the year – particularly over the 8 weeks of the Proms season (mid July to mid September)

 An understanding of the BBC’s Editorial Guidelines and awareness of legal considerations applying to all types of output.

KNOWLEDGE & EXPERIENCE & PERSONAL ATTRIBUTES - ADVANTAGEOUS

 Good working knowledge of BBC structure and depts, with a thorough knowledge of Radio 3 output.

 A good knowledge of TV classical music production

 IT skills – knowledge of MyBusiness, Artifax Event and Visio

 Languages

Competencies

Communication - able to get one’s message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information.

Managing relationships and team working - able to build and maintain effective working relationships with a range of people. Works co-operatively with others to be part of a team, as opposed to working separately or competitively.

Flexibility - adapts and works effectively with a variety of situations, individuals or groups. Able to understand 2 and appreciate different and opposing perspectives on an issue, to adapt an approach as the requirements of a situation change, and to change or easily accept changes in one’s own organisation or job requirements.

Creative Thinking - able to transform creative ideas into practical reality. Can look at existing situations and problems in novel ways and come up with creative solutions

Planning and organising - able to think ahead in order to establish an efficient and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources.

Analytical thinking - Able to simplify complex problems, process projects into component parts, explore and evaluate them systematically.

Decision making – able to be ready and able to take the initiative and be responsible for the consequences of the decisions made, to understand when it is appropriate to seek advice.

Resilience – able to maintain personal effectiveness by managing own emotions in the face of pressure, set backs or when dealing with provocative situations. Able to demonstrate an approach to work that is characterised by commitment, motivation and energy.

The closing date for this post is Mon 20 Jan 2014 Interviews will be held Mon 27 Jan 2014 If you'd like to speak to someone about the details of this post, please contact Helen Heslop (Concerts & Events Manager) on 07894 838529.