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 (Company Logo/s)

 

ADD JOB TITLE / YEAR

 

Organisation: (employer organisation)

Job Title/Role: xxxx

Place of work:  office location and/or onsite address (as applicable)

Hours: number of hours/days per week

On Site Dates: xxxx

Rate of Pay: £xxx pro-rata/per hour (For reference: UK Real Living Wage - £12.60 per hour / London Living Wage - £13.85 per hour)

Start Date: xxxx

Employment Type: (PAYE - specify permanent or fixed term / Freelance)

Employment Term: (state length of contract, including end date)

Application closes: xxxx (if applicable)

 

Interview Date(s): xxxx (if applicable)

 

All of the above needs to be clearly stated in the JD so that prospective candidates have the information they need to decide whether the role is going to be viable for them before they make an application. Location, type and rate of pay, and type of contract are all factors which will have an impact on the suitability of the role for those thinking of applying. Clearly stating dates allows them to plan, both for the initial recruitment process, and the role itself - eg; if the role is specific to an event, they need to know the dates, and be able to commit to them.

 

About - your organisation

eg;

We are one of the North-East’s leading event production companies, specialising in festivals and events. We produce a number of innovative, large-scale festivals (Festival X, Festival Y & Festival Z). 

We also work with corporate clients to produce high end private parties, events and experiences.

Sustainability is central to our work, and we always strive to produce events which have minimal environmental impact.

 

Please follow the links find out more about Company X (include link to company website if possible)

 

This is a chance to showcase your organisation to prospective applicants. The tone of, and what’s included in the description should reflect the company culture. You may also wish to include your key company values here. If you have a website, you may be able to lift copy from it for this section, and you should include a link so that anybody who has not come across your organisation can get a visual representation of the company, and find out a bit more about what you do.

 

About the Role - purpose of the role, who they will be reporting to, what they’ll be working on, level of experience* needed. This is the chance to ensure people have a general understanding of what they would be applying for. 

 

Eg; Company X, has a really exciting opportunity to join our core team during our busiest period over the summer, working both in the office and on site across multiple projects supporting the production of live events. 

 

Reporting to the Production Manager, this is an Assistant level role that requires someone who already has relevant experience working in a similar role within the festival and events industry or who can demonstrate relevant transferable skills (as listed below.) New starter support will be provided.

 

The onsite aspect of the role involves working as part of the Production Office Team who work to facilitate event production by providing equipment and information and maintaining them during the on site period.  They are also responsible for minimising costs arising through losses and damages through full and thorough record keeping.  

 

The Production Office Team help other crew & suppliers on site and facilitate each of them getting their individual jobs done by providing information, admin support, equipment, contact details or anything else that is needed.

 

It is really important that you familiarise yourself with the different suppliers and crew who are on site (and what each of them do) as early as possible – one of the main things the Production Office Team do is problem solve and knowing who can help with what is important for this.

 

It is also vital that you have an understanding of the site layout and you will take a site walk / buggy ride with someone who is familiar with it during your first day on each event site.

 

*Entry level jobs will need extra planning and  ongoing training / support requiring more capacity from the Manager or other existing staff. Whilst Assistant level jobs require someone with relevant experience, or transferable skills, who needs less support in their role, but will still need new starter induction support and management.


 

Key Responsibilities - detail of day to day and role specific tasks and activities.  Break down into office and onsite tasks if applicable, and include who they will be expected to interact with.

 

Eg; Office

  • Assisting across Company X projects as required.

  • Attending the weekly full team meeting where you will be allocated tasks for your week and hear what else is happening across departments. 

  • Supporting the Production Manager with the following tasks:

- Booking suppliers and contractors 

- Scheduling

  - Logistics

- Purchasing and placing orders

  - Preparation of contact sheets

- Collating crew accommodation requirements and making bookings

- Compiling catering requirements and liaising with caterers

 

Onsite

  • Working as part of the Production Office Team assisting and dealing with enquiries from crew and suppliers and referring them on to the relevant onsite teams as required (face-to face, by phone, radio and via email)

  • Managing equipment sign outs and keeping accurate records of who has what kit at all times

  • Holding site store goods (such as nails, screws, gaffa tape and stationary), closely managing their supply to crew and placing replenishment orders before any supply runs out

  • Onsite point of contact for caterers, providing regular meal number updates and dealing with extra requests

  • Taking phone calls and dealing with enquiries from members of the public

  • General admin tasks such as printing, laminating and photocopying

 

Terminology should be considered when detailing responsibilities. Avoid using terms which are jargonistic, abbreviations, or specific to your company. The language used should be descriptive, and as accessible to as wide an audience as possible to maximise inclusivity.

 

Personal Characteristics - objective, non discriminatory description of the personal attributes which would be most helpful in the role.

 

eg;

  • Comfortable in busy environments

  • Able to work under pressure

  • Collaborator and connector

  • Enjoys being around people

  • Proactive

  • Solution focused

 

Anything listed should be  specific and must not refer to a protected characteristic (more info on protected characteristics here). Consider what is necessary for the role to be carried out most effectively, not just what you are most comfortable seeing in a person. For instance, a term like ‘happy’ is general, and not genuinely realistic or sustainable for the majority of people, most of the time. It may also be classed as discriminatory, as per the Equality Act 2010. Quite often when this term is used, what the role actually requires is someone who can communicate confidently and constructively, and is solution focussed.

Skills & Experience:

Essential - any skills or experience which are necessary for carrying out the role from the start of the contract

eg;

  • Experience of using computers, in particular spreadsheets & Google Suite

  • Accurate log and record-keeping

  • Confident, friendly and positive communicator - in-person, on the phone, emails and via messaging services 

  • Good attention to detail

  • Organised & able to plan effectively

  • Works well in a team environment.

  • Flexible thinking and the ability to respond to changes as they arise

  • Experience of working in similar role at festival and events or able to demonstrate transferable skills

 

Desirable - any non essential experience or skills which might be relevant to the role, or more general skills which might be transferable

eg;

  • Experience using Canva

  • Holds current UK Driving license

 

Take the time to really consider whether each skill, and the experience you are asking for is essential or desirable. Listing a desirable skill as essential will mean you potentially miss out on people who might think they are not able to apply, while listing what is actually an essential skill as desirable will lead to time wasted and/or a potentially negative experience for everyone involved. 

 

The level of the role will have an effect on skills categorization. For instance, if you are looking to take someone on at Entry Level, the expectation for essential skills could be quite minimal as this  level of role would require the organisation to have the capacity to offer training and development. If you do have the capacity to train someone in a skill, it would therefore make it desirable.  If you don’t have that capacity, it should be essential. Lack of capacity for training suggests that the role should be at Assistant or a higher level as the organisation needs someone to come in with  a set of specific existing, or relevant transferable, skills.

 

Role Specific Information: Include as much information here as possible around logistics, accommodation and any kit required. 

 

Travel to and from Site - clear description of the travel options / remuneration - if any - which will be available to the successful applicant. If none available and the candidate will be required to get there completely on own steam, this should be stated.

 

Onsite Accommodation - clear description of the onsite accommodation provision

 

Meals Onsite - clear description of the meal provision onsite

 

For someone to best carry out a role, their basic needs must have been met. It’s important for you as the employer to consider what provision is in place. You might need to offer more than your historical standard in order to be inclusive and equitable. Understanding what provision is in place, or clearly stating what they will need to arrange themselves is really important for anyone looking to apply. Whether they’ve had experience in the industry or not, what you offer might not match up with their expectation or needs. Try and include as much detail as possible. For example, if you state a caravan is provided, add some info about the standard of the caravan, as this can vary dramatically on an event site. Will it have power? Bedding? A usable toilet? Utensils of any kind? These are all things which if assumed are provided, and are not, will cause issues. Also, if someone needs to bring these things, it may affect how they are able to travel.

 

Other Information

Recruitment Statement - EDI eg; (your organisation) is committed to increasing diversity within our workforce, promoting equality and openly challenging discrimination. We welcome and encourage job applications from people of all backgrounds - please click here to read our Equality, Diversity and Inclusion Policy (add link to company EDI policy)

Recruitment Statement - Accessibility eg; We are also committed to promoting equality of opportunity for disabled staff. We aim to support disabled staff by making reasonable adjustments wherever possible to prevent any disadvantage. If you would like to discuss this informally and confidentially prior to making an application, please contact XX on xx@companyx.org.

 

The offer here is for a prospective applicant to contact an Accessibility Co-ordinator (who sits outside of the direct recruitment process) confidentially and for their own purposes, not as a way for a company to gather information on any individual. 

You cannot legally ask a person about a disability or any reasonable adjustments they would need to do a job until a job offer has been made, not at application or interview stage or when making a final decision about who to employ. This is to avoid any potential discrimination, whether that be conscious or subconscious. 

Candidates may be forthcoming with some information, but this would have to be completely at their own discretion. However, you can and should offer reasonable adjustments within the application process itself, such as different formats of application form, or voice noting as an alternative to written answers.

 

Physical Description of Work - eg; This role is a mixture of office based, and on site work at our events, with desk work, and some physically active work, involving some moving and lifting, required in both settings. A number of our events take place on greenfield sites and the role requires someone to move around independently and extensively.  

 

Sharing the essential physical requirements of the role will help candidates understand if this job is something they can manage within their abilities and if they require any reasonable adjustments.

 

Please click here to see our Recruitment Privacy Notice (insert link to organisation recruitment privacy notice)

 

Next Steps 

If you think this sounds like the role for you, please apply using this application form -  [Add link]

 

If you have any questions about the role, or need the application form in an alternative format please contact (insert organisation contact email for recruitment queries)

 

Application deadline - 19th Feb 2024 (midday)

 

Interviews will be held on XX at location  Applicants must be available for interview on this date.

 

Company X operates under UK Employment Law and we will require evidence of your right to work in the UK at interview stage.

 

EMPLOYMENT CYCLE REFERENCE DOC

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