The Oxford Playhouse: Job Description

Marketing Assistant Information and Application Pack January 2018

About Oxford Playhouse

A Playhouse for Everyone

Positioned at the cultural heart of Oxfordshire, Oxford Playhouse inspires, engages and entertains a wide- reaching and diverse audience. It presents, produces and tours the highest quality middle-scale, small-scale and off-site theatre; supports and nurtures artists to make work; creates imaginative and ambitious participation opportunities for children and young people and provides exceptional cultural experiences for all. Oxford Playhouse has an outstanding record of success as a receiving house for productions offering an ambitious programme which includes the finest national and international touring drama, family shows, contemporary dance and music, circus, comedy and poetry and provides a platform for local student and amateur groups. Audience attendance is above the national average. Its Playhouse Plays Out programme is designed to reach new audiences by giving local residents the chance to see unexpected theatre in unexpected places.

Increased Arts Council funding in recent years has enabled the theatre to strengthen its producing arm. 2016 saw mainstage co-productions Peter Pan in Scarlet and Sand in the Sandwiches (the latter starring Edward Fox). Two new family studio productions are created annually too. The Playhouse produces its own pantomime, which reaches over 36,000 people and is a vital source of income.

Oxford Playhouse also manages the 50-seat Burton Taylor Studio for the University of Oxford, which hosts student drama productions throughout the academic year and a diverse professional programme outside of term.

The Playhouse's artist development scheme Evolve was launched in 2013, and provides support for artists including funding, space and mentoring. 2015 saw the launch of a life-long Writers’ Programme – Playhouse Playmaker - with specific strands for primary school pupils, young writers and professional writers on attachment.

The Playhouse achieves a high proportion of earned income, and has a successful track record in fundraising. The theatre is an Arts Council England National Portfolio Organisation, and receives core funding from The University of Oxford, Oxford City Council and St John’s College.

The Playhouse's annual turnover for 16/17 was £4 million.

 Box Office sales provided 65% of the gross income.  Commercial operations including the bar and ticket agency generated 14% of total income.  14% of income was derived from three core funders: Arts Council England 10%, The University of Oxford 3%, Oxford City Council 1%  Fundraising from individuals, corporate supporters trust and foundations and catalyst provided 7% of income.

The Playhouse employs 52 full-time equivalent staff and has over 100 volunteers.

The Oxford Playhouse Trust is a company limited by guarantee No: 2397373 and a registered charity No: 900039.

Marketing Assistant January 2018 1 The Post: Job Title: Marketing Assistant

Department: Marketing

Reports to: Marketing Manager

Responsible for: N/A

Salary: £18,901 per annum

Main Purpose of the Role: To support the marketing team to effectively deliver the Marketing and Audience Development strategies aimed at promoting all areas of Oxford Playhouse, encouraging loyalty amongst existing audiences and developing audiences in areas of low attendance.

Key internal contacts: Marketing and Ticket Office; Director’s Office; Programming and Producing; Learning team; Development team; Front of House/Operations team.

Key external contacts: Design agency; Advertising contacts; Distribution agency; Mailing house; John Good (OP programme provider); visiting companies; other arts organisations.

How to Apply: Your application must consist of:  Completed application form (included in this pack);  Your current CV inserted into the application form;  Completed equal opportunities form (included in this pack).

To ensure fairness to all applicants, any decision to shortlist you for interview will be based solely on the information you supply in your application form. Ensure you read the job description and person specification before you complete the form. It is important you give as much information as relevant regarding why you wish to apply and what makes you a suitable applicant for this post.

If you have any difficulty accessing the pack please let us know and we will arrange an alternative means of application with you. Please do not include references or educational certificates with your application.

Applications should be emailed to [email protected] or posted, together with the equality monitoring form, in an envelope with “Marketing Assistant Application” written in the top left hand corner to: Marketing Directors, Oxford Playhouse, Beaumont Street, Oxford, OX1 2LW.

Applications should arrive no later than 12pm on Monday 29th January 2018.

Interviews will be held on Monday 5th February 2018.

We are a Playhouse for everyone - diversity in our workforce is crucial to our success

Marketing Assistant January 2018 2 JOB DESCRIPTION Tasks:

1. To work with the Marketing team to devise show marketing campaigns by inputting ideas into campaign planning meetings and ensure all campaign and activity plans are maintained and up to date.

2. To liaise with visiting companies to ensure we have all the relevant materials and assets for the incoming productions.

3. To work with the Marketing Manager on writing and sending effective, targeted direct mails and emails.

4. Alongside the Marketing Manager use the in-house CRM system to build customer lists, schedule reports and provide data insights as required, including updating and distributing internal weekly sales movement figures.

5. In conjunction with the Ticket Office managers, set up new shows and events online and maintain the website as required via the CMS system.

6. In conjunction with the Marketing team, create content for and update social media channels and the in-house video screens. Be responsible for collating and reporting on social media feedback.

7. To plan in conjunction with the Marketing Manager the delivery and distribution of print and other promotional material, through all possible methods including distribution agencies, shops, libraries and all other outlets.

8. To be responsible for updating building-wide promotional display ensuring it’s always up to date, relevant and as impactful as possible.

9. In conjunction with the Marketing and Press Officer, filing and distribution press cuttings and assisting on press calls when required.

10. As directed by the Marketing Manager assist with print production from concept stage through to production including compiling design briefs, copy writing, image generation, proof reading and ensuring brand and house style guidelines are maintained.

11. As part of the Marketing team, ensure effective marketing support and consultation to all visiting student and amateur companies, advising and assisting them where necessary on marketing matters.

12. To assist with market research and audience development initiatives, as required.

13. To assist with the implementation of events, and attending as required.

14. To ensure the smooth running of the department by assisting the rest of the team with tasks as required.

15. To be fully conversant with all Oxford Playhouse policies including Equal Opportunities Health and Safety, Data Protection and ensure by following established working practices and guidance that all policies are adhered to at all times.

Marketing Assistant January 2018 3 16. To attend and actively contribute to training or meetings as required.

17. To undertake any other duties as may reasonably be required.

Person Specification:

Essential Skills /Knowledge

 6 months’ experience working in an office or theatre environment

 A proven ability to multi-task and prioritise a diverse range of projects to deliver a high quality of work  A proactive approach to problem solving and the ability to work well under pressure

 Excellent written, verbal and IT communication skills

 Strong organisational and administrative skills

 A proven ability to both work on own initiative and well in a team

 An interest and knowledge of the Arts

Desirable Skills/Knowledge

 Experience of working with Spektrix or other computerised ticketing systems, including reporting  An understanding of the marketing mix and tools

 Experience of CMS systems and website management

 Experience of data management

 Experience of briefing and collaborating with graphic designers

 Working knowledge of Microsoft Office software including Outlook Word and Excel

Marketing Assistant January 2018 4 PRIVATE & CONFIDENTIAL Post Applied for: Marketing Assistant

Application Cover Form

Personal Details

Name: Email:

Address: Mobile:

Day time number if different from mobile: Postcode:

I confirm that the details given in the attached cover letter and CV are accurate:

Signed: Date:

(Electronic Signature accepted)

References Please give the names and addresses of two people who may be contacted in respect of your application. If you are in employment, one referee should be a senior member of that organisation.

Name: Name:

Contact address: Contact address:

Tel no: Tel no:

Email: Email:

Relationship: Relationship:

May we contact at interview stage Yes No May we contact at interview stage Yes No

Marketing Assistant January 2018 5 Marketing Assistant January 2018 6 Suitability for the post:

Explain, with reference to the person specification and examples from your experience, why you think you would perform well in this job. Please continue on a separate sheet if necessary.

Marketing Assistant January 2018 7 Please insert your current CV at this point.

Details MUST include details of your present or most recent employment, together with a summary of your responsibilities, dates of employment, your job title, notice required and current salary. Please also include reasons for you leaving positions.

Include any qualifications you hold (including professional training undertaken), awarding bodies and dates of those qualifications.

Marketing Assistant January 2018 8 EQUAL OPPORTUNITIES RECRUITMENT MONITORING FORM

Oxford Playhouse is committed to a policy of equality of opportunity in employment and to taking action to avoid discrimination within the organisation. All applicants for employment are considered only on the information given in application regarding their ability to undertake the job for which they are applying.

This information is used for monitoring purposes only, and is removed from the application prior to the short-listing process.

Please tick the appropriate box:

Age range  Under 16  17-24  25-34  35-44

 45-54  55-64  65+

Gender  Male  Female  Non-binary gender  Prefer not to say

Ethnic Origin

Asian or Asian British  Indian  Bangladeshi  Pakistani  Chinese

 Other: Please write in:

Black or Black British  Black Caribbean  Black African  Other: Please write in:

Mixed  White & Black Caribbean  White & Black African  White & Asian

 Other: Please write in:

White  British  Irish  European  Other: Please write in:

Other Ethnic Group  Other: Please write in:

Do you consider yourself to be a disabled person?  Yes  No

IMPORTANT: If you have answered yes to this question and you require any adjustments to be made in order for you participate fully in our recruitment process, please ensure you have indicated these in your application or on an additional sheet or email [email protected] separately with details.

Please tell us how you found out about this post:

Thank you for your co-operation in completing this form.

Marketing Assistant January 2018 9