Job Title: Artist Liaison Intern

Role Description

JOB TITLE: ARTIST LIAISON INTERN GRADE: VOLUNTARY REPORTS TO: ARTIST LIAISON MANAGER LOCATION: LONDON DURATION: 3 MONTHS (SEP-DEC)

PURPOSE OF ROLE: To provide a range of administrative and general support to the Artist Liaison team for the Red Nose Day 2011 campaign. You will receive full training and support, and gain experience in working on a busy and high-profile campaign for a national charity.

ARTIST LIAISON TEAM SUPPORT

 With support from the Artist Liaison Officers and Assistants, assist with any specific projects or events as assigned by the Artist Liaison Manager.  Book travel and accommodation as requested.  Negotiate free/ discounted services and supplies for use by the team throughout the campaign.  Act as a point of contact for the agents and artists in a helpful and professional manner and handle queries wherever possible.  Provide assistance with the organisation of photo and filming shoots.  Assist with the compiling of briefing notes for artist project visits, media interviews, the night of TV.  Attend photo and filming shoots as requested, and act in a professional and helpful manner when dealing with artists.  Undertake runner duties at BBC Television Centre on the night of TV and at one of the mile events.  Undertake research for the Artist Liaison team, ensuring they are up to date with current events, entertainment news and artists’ special events. (Birthdays, sporting achievements, gig announcements)  With guidance from the Artist Liaison Officers and Assistants, chase outstanding artist requests.  Put together appropriate thank you gifts for artists and arrange for their delivery.  Maintain and build good working relationships with other departments at Comic Relief.  Observe confidentiality and act with discretion concerning Artist Liaison business.

ADMINISTRATION

 With support from the Artist Liaison Assistants, manage and update the Artist Liaison Diary and Weekly Worksheet.  Ensure that relevant paperwork is prepared and made available in advance of Artist Liaison Team meetings and following up all meetings and artist commitments, as requested.  Organise other meetings as directed, circulate papers, book rooms and arrange refreshments as appropriate.  Accurately word process a range of material for the Artist Liaison Team; ensuring all documents are professionally presented.  Maintain accessible and complete filing systems for the department, both on computer systems and in hard copies.  Ensure that all relevant information is accurately logged onto the contact management database ThankQ.  Complete photocopying, faxing and posting of mail as required.

GENERAL  Act as a member of the CEO team and work with all team members to achieve the department’s aims as set out in the Operational Plan.  Develop an understanding of Comic Relief’s work and policies and contribute fully to the organisation’s aims and objectives.  Contribute actively to the sponsorship philosophy of Comic Relief.  Participate as a full member of the Comic Relief team and, where appropriate, support initiatives across the whole organisation.

Additional information

The ideal candidate will receive a full induction and necessary training to develop skills in role.

Expenses - All reasonable lunch and travel expenses will be reimbursed.

Length of programme:

 September to December 2010 (induction in September)  January to March 2011 (recruitment in November, induction in December)

Number of placements:

 1 x Sep.-Dec. in London PERSON SPECIFICATION FOR ARTIST LIAISON INTERN WHY Grade:IMP. App Int Experience of working in a busy admin To carry out basic admin skills such as typing, filing, Ess.   Voluntaryenvironment – using variety of admin/IT organising meetings and utilising computerised office systems. systems. Must feel comfortable in an office environment, working in a team. Diary Management To organise internal and external meetings on behalf of Ess.  the Artist Liaison team and maintain the teams diary throughout the campaign. Some experience of working with Artists and With guidance from the Artist Liaison Team, will liaise Des.   Agents with artists and agents and be confident in communicating via the phone, email or letters. Some experience of organising and To support team at different campaign events (including managing events mile events and night of television) and feel confident when working under pressure and completing runner duties. Some experience handling research projects To research specific projects for the Artist Liaison Team Ess.  through a variety of mediums (telephone, and presenting the detailed research in a coherent way. internet, contacting organisations) Project management in a high pressure To support the team on projects from planning through to Des.   environment implementation. JOB SKILLS WHY IMP. App Int IT literacy (MS Windows and MS Office) Must be able to create and edit documents using word Ess.  processing or spreadsheet software, and to store and retrieve them on the network. Must be able to use e-mail, an electronic calendar and the Internet effectively. Time management Must be relied upon to turn up for work on time, able to Ess  prioritise work in order to get important tasks completed by the appropriate deadline, allow sufficient time to prepare for important events or meetings and seek support when demands outweigh the available time. Risk awareness Before acting, must consider the consequences of what Ess.  they do on their work, their colleagues and on Comic Relief as a whole. Attention to detail Must be able to produce work which is consistently Ess. accurate, which makes sense and which fits the purpose for which it was intended. Communication skills Must be able to write clear emails or letters with accurate Ess.  spelling and grammar, and must speak clearly, confidently and politely on the telephone or at meetings. Motivating Contacts Must understand Comic Relief’s mission and values and Ess.  can use them to persuade others to actively support the organisation. Managing day to day relationships Identifies key business partners, understands their needs  and motives, and can maintain a positive relationship balancing their aims with those of Comic Relief. Research Must be able to understand the objectives of a research  Artist Liaison Team Structure – Red Nose Day 2011

Head of Artist Liaison

Artist Liaison & Artist Liaison Artist Liaison Officer Manager CEO Assistant

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