Key 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 co-ordination 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.
Skills and Qualifications
Essential:
• Have a demonstrable passion for western classical music.
• Previous experience as an orchestral fixer in a professional environment or within arts administration, orchestra operations, or a similar role.
• Thorough understanding of the ABO and Musician’s Union rules and rates governing all types of work.
• Thorough understanding of the inner workings of orchestral sections, the fixing process, and special requirements of particular instruments
• Excellent organisational, interpersonal and problem-solving skills with a professional and flexible
approach to work.
• Meticulous attention to detail.
• Self-motivated and a diligent worker.
• Ability to work flexible and unsocial hours, including evenings and weekends.
• Ability to work as part of a team.
• Ability to work to deadlines, work flexibly and react to change quickly.
• Willingness to have a hands-on attitude during projects.
• A track record of taking and accepting responsibility.
• Good IT proficiency, including the ability to pick-up new operating systems quickly.
• Excellent personal presentation.
• Must be able to travel outside London and abroad.
Desirable:
• Ability to read music.
• Clean driving licence and access to a car.
Equal Employment Opportunity Statement
The Philharmonia Orchestra is committed to ensuring equitable opportunities and a welcoming environment for all those that engage in our work. We strive for a more representative workforce and encourage applications from under-represented groups in the UK arts workforce, particularly those from Black, Asian and Ethnic Minority backgrounds, from lower socio-economic statuses, d/Deaf and Disabled applicants, and those from the LGBTQIA+ community. We are a Real Living Wage employer and a Disability Confident Employer. If you require any adjustments to apply for this position or attend an interview, email: team@theHRhub.co.uk with ‘Reasonable Adjustments | Philharmonia’ in the subject line.
