Film & Video Umbrella

Team Assistant & Production Officer

Job Added: 20 May 2019
Applications Close: 19 June 2019
Level: Mid-Weight, Junior
Contract: Full Time
Based: London
Salary: £25,000 to £30,000
Twitter: @filmvidumbrella

Main Responsibility

Provide administrative and technical support to Film and Video Umbrella’s permanent and project-based teams and ensure the smooth and efficient running of the office.

To work with the Programme Development Director and Freelance Production Managers/Producers to ensure that FVU’s productions are delivered to the highest artistic quality, to deadline and within budget, providing creative production and post-production support and expertise, while ensuring that all legal as well as FVU procedures and protocols are followed.

Reports to: Programme Development Director
Direct reports: Student Placements

Main Duties

• Help project manage productions as and when assigned, delivering projects in consultation with the artist and FVU team, from research and development
to pre-production, production, and post-production, ready for exhibition, ensuring that productions deliver the artists’ visions and are delivered to deadline
and within budget.
• Assist and guide other producers and production managers hired by FVU to deliver projects, according to FVU protocols.
• Ensure availability so as to be able to assist the FVU team with any such tasks as may be required by them.
• Provide on-site office, event and project support as needed.
• Keep Director and Programme Development Director regularly updated on progress for each of the productions that you are working on.
• Communicate regularly with the Communications Manager regarding any relevant information relating to marketing or PR that specifically involves the
artists you are working with, and assist with getting any information that the Communications Manager may require from the artists.
• Assist the Communications Manager with producing and editing promotional material for FVU’s productions and exhibitions, from editing trailers and
interviews with artists to creating clips.
• Engage crew and book facilities and equipment where required, ensuring that all relevant parties are appropriately contracted by FVU where necessary.
• Provide hands-on production support where necessary.
• Ensure all cast and crew receive detailed, accurate and thorough call-sheets in advance of shoots and that all shoots are risk assessed in advance.
• Follow good practice when filing documentation, keeping production process notes, and generally making sure projects administration is well organised
and completed, according to FVU protocols, and appropriate to project needs.
• Ensure that throughout production all media generated is stored and backed-up according to FVU protocols.
• Proactively ensure that regular office supplies (stationery, cleaning products, IT equipment, basic kitchen supplies etc.) are maintained at the agreed
• Manage all office suppliers including but not limited to technical support and cleaners.
• Ensure that the office is tidy and presentable at all times.
• Process and distribute publication orders and maintain up to date and accurate publication stock records.
• Facilitate loans/distribution where appropriate.
• Implement, manage and maintain office systems to ensure information is easily accessible and up to date.
• Working with the Technical Manager, develop and maintain FVU’s archives and filing systems, both physical and digital, including but not limited to print
archives, press archives, and still and moving image archives. Ensure that these are rationalised and kept neatly and are always backed-up appropriately,
ensuring that the team are clear on where and how to file items maintaining archive and filing protocols, and assisting them with filing, where called upon.
• Provide basic IT support, trouble shooting technical issues for the team working with FVU’s freelance IT support team only where necessary.
• Assist with developing and writing funding applications, and with evaluating and reporting for funders including on-going gathering of quantitative and
qualitative information for funder reports, as and where directed to do so.
• Manage calls for applications where called upon to do so for both projects and recruitment.
• Help to maintain FVU’s contacts databases.
• Be the first point of contact for visitors, for telephone calls, and email enquiries, responding to communications in person and in writing, as directed and
manage incoming and outgoing mail and deliveries.
• Take care of recruiting student placements, inducting them, and ensuring that they have productive tasks to undertake during their placements, liaising
with the rest of the team about what tasks they would benefit from assistance with.
• Organise venue, travel, couriers, equipment and other external bookings as requested.
• Take care of environmental monitoring and reporting, ensuring FVU delivers on its environment action plan.
• Show leadership, compliance and input into workflow management systems and contribute to the on-going objective to improve and develop FVU’s
• Help maintain a productive and appropriate working environment.
• Other such duties commensurate with the level of this role, that may be required to ensure the smooth running of productions and the office generally.

How to apply

Please read the full job description via

Applications should be sent to [email protected] It should include: Curriculum Vitae (no more than two sides of A4, using clear type and styling). Covering letter or supporting statement (no more than two sides of A4). Completed equal opportunities monitoring form (please download from our website linked above).