Vacancies

Concerts Coordinator

The Philharmonia Orchestra is seeking to appoint an enthusiastic and experienced Concerts Coordinator. This role presents a rare opportunity to work for one of the world’s leading orchestras, alongside celebrated conductors and soloists. The position will support all aspects of the Concerts Department’s operational activity; from concerts at the Royal Festival Hall to the Orchestra’s thriving residencies in Bedford, Leicester, Canterbury, Basingstoke, Three Choirs Festival and Garsington Opera, as well as other UK engagements, international touring and studio and recording work.

Main roles and responsibilities

Concert Production:
• Managing the Orchestra’s chamber music series (at the RFH and beyond) and contemporary music performances, with oversight from the Senior Concerts’ Manager;
• Responsible for the project management, or support, of some external hires, Digital, Learning and Engagement projects;
• Booking rehearsal halls and recording venues within the UK, according to the requirements of the schedule and making associated arrangements for logistics, artists and orchestral musicians;
• Assisting with budget preparation, collating and coding of invoices, MU consent forms;
• Providing concert support for own-promotions, engagements and special events (e.g. those taking place outside of the traditional concert hall environment);
• Drafting and monitoring contracts for artists, promoters and venues, as required;
• Coordinating technical riders, as required;
• Making travel and hotel bookings for artists as required;
• Making logistical arrangements (incl car parking lists, tickets, dressing rooms, instrument hire, etc).

Schedule Coordination:
• Managing the process of the Orchestra’s monthly schedule issuance, with departmental colleagues;
• Preparing conductors’ and artists’ schedules, as required.

International Tours
• Drawing-up travel and hotel lists to the required deadlines and coordinating individual players’ travel requirements, as necessary;
• Liaising with hotels, agents and promoters to ensure the Orchestra’s logistical and accommodation requirements are met;
• Collating and drawing-up the Orchestra’s instrument loading list, preparing and applying for ATA Carnets, obtaining export licences, as required;
• Negotiating and making hotel bookings for artists, as required;
• Liaising with the stage and transport team regarding arrangements for the truck overseas, including parking and permits;
• Researching and obtaining visas and work permits, and second passports for Artists and musicians in a timely manner, as required;
• Assisting with applications for tax documentation and withholding tax certificates as directed, including documentation from HMRC.

Other:
• Assisting the Senior Concerts’ Manager with any new Member visa requirements;
• Undertaking such other duties as may reasonably be required by the Company;
• Uphold and demonstrate the Orchestra’s values

Employment Type: Full-time, based in London with occasional weekend and evening work, according to the orchestra’s schedule.
Salary: £28,000 per annum
Pension: The Philharmonia contributes 6% of salary to a qualifying pension scheme.
Location: London Southwark Head Office, with some travel to UK locations, as required.

How to apply

Send a CV and Covering Letter to team@thehrhub.co.uk with the subject: Philharmonia | Concerts Coordinator

Closing Date: Friday 13 December 2024, 5pm
First interview date:  Wednesday 18 December

Read the full Job Description here.

Orchestra Personnel Manager

The Philharmonia Orchestra is seeking to appoint an enthusiastic and experienced Orchestra Personnel Manager(OPM). This role presents a rare opportunity to work for one of the world’s leading orchestras, and with its outstanding musicians, as well as celebrated conductors and soloists. The OPM will ensure the best possible line-up of musicians on stage at all times, as well as taking responsibility for the smooth functioning of rehearsals, recordings, and performances. This includes concerts at the Royal Festival Hall, the Orchestra’s thriving residencies in Bedford, Leicester, Canterbury, Basingstoke, and at Three Choirs Festival and Garsington Opera, as well as other UK engagements, international touring, studio and recording sessions, and chamber music projects and learning and engagement work.

Main roles and responsibilities

Musicians’ booking and co-ordination:
• Book, set-up, schedule and manage musicians for all orchestra calls (including, but not limited to, rehearsals, concerts, tours and recording sessions) via the Orchestra’s in-house software, and in coordination with the Senior OPM.
• Arrange substitutes and extra musicians, following precise fixing lists and working closely with section principals, and members of the Orchestra Committee (OC), as needed.
• Administrate members’ release requests.
• Maintain accurate records of attendance, absences and late arrivals.
• Ensure accurate attendance records and player pay sheets are provided to the Finance Department for player pay processing after each project.
• Serve as first management point of contact for all musicians, addressing and resolving personnel issues professionally and diplomatically.
• Write and distribute Permitted Paid Engagement (PPE) letters to foreign-based orchestra players, as required.

Concert and Rehearsal Duty Management:
• Act as Concert/Duty Manager as required for all applicable Orchestra performances and projects
• Attend orchestral calls as part of a rota agreed with the Head of Production and the Senior Orchestra Personnel Manager, including Royal Festival Hall concerts, out-of-London regional concerts, engagements, overseas tours and recording sessions.
• At rehearsals and concerts, liaise with conductor, soloist(s), promoters, record producers, venue staff etc., to ensure that all arrangements for artists and orchestra players are satisfactory; such tasks include showing the conductor and soloist(s) to the platform and to their dressing rooms, ensuring refreshments are available, discussing personnel lists, communicating with artists regarding any potential changes to agreed arrangements etc.
• Manage the smooth running of all rehearsals and concerts ensuring that orchestra calls start on time and that breaks are kept to the required minimum. The OPM is expected to arrive well before each call time and stay until the end.
• Distribute schedules/project confirmations and amendments, to ensure that all orchestral personnel, Stage and Transport team and Librarians are aware of any changes to the schedule, making announcements to the orchestra (in person, on email and via phone/WhatsApp), as required.
• Inform the President/OC Member/Union Representative of any problems and consult with Concerts Department colleagues if there are any proposed changes to previously agreed arrangements.
• Assist the Marketing Department with social media content capture and dissemination relating to orchestral rehearsals, recording sessions, backstage etc., as required (training can be given).
• Deputise for the Librarian as required, and liaise between conductors, players, and the Librarian at rehearsals, concerts, engagements, recording sessions and on tour, as necessary.

Other:
• To work collaboratively with all other members of the Concerts Department in the efficient planning and execution of all Orchestra activity.
• To communicate promptly and effectively with all members of the organisation.
• Undertaking such other duties as may reasonably be required by the Company.
• Uphold and demonstrate the Orchestra’s values

Employment Type: Full-time, based in London. Working hours are dictated by the Orchestra’s performance schedule, and include regular evening and weekend work, as well as additional hours in the office, as required.
Salary: £35,000 – £45,000 per annum, dependent on experience
Pension: The Philharmonia contributes 6% of salary to a qualifying pension scheme.
Location: On location with the Orchestra as required and in the administrative office in Southwark, London SE1.

How to apply

Send a CV and Covering Letter to team@thehrhub.co.uk with the subject: Philharmonia | Orchestra Personnel Manager

Closing Date: Thursday 2 January 2025, 9.30am
First interview date:  week commencing 6 January 2025

Read the full Job Description here.