Who are we looking for?

Grade: 2

To provide effective support as a Runner either in an Office or Production capacity.

Purpose
The following duties apply for all roles:

1. To support the production team in the office, on location, and in the studio.

2. To undertake general office duties including collecting tapes and kit, logging material, photocopying, responding to correspondence, answering telephones, faxing and filing.

3. To make (and collect) local building deliveries (urgent mail/packages etc).

4. Providing hospitality for visitors / production team (tea/coffee making).

5. Act as a first point of contact for a range of both internal and external callers and visitors ensuring that these are given a positive image of the BBC and the department.

6. To share responsibility with others for ensuring that BBC Health & Safety policies are observed.

7. To deliver tapes to edit suites.

8. To provide admin support to the production team and to provide logistical assistance on location, in the studio or during post-production as required. Duties will vary depending on the nature of the output and will include: helping the Researchers on research projects; contributing to the development of ideas; and contributing fully at team and programme meetings.

9. To contribute to the safe, smooth and efficient running of the production office, referring any actual or potential problems to the Production Management Assistant, Production Co-ordinator, Production Manager, Production Executive or other production team members as appropriate.

Key Selection Criteria
1. Ability to use proficiently, a range of software packages including Word, Excel, and Outlook.

2. Interpersonal and communication skills sufficient to establish and maintain effective working relations with a wide range of internal and external contacts including crew and artists. Ability to express oneself concisely both orally and in writing.

3. Excellent telephone skills and the ability to manage editorial, management and other contacts with tact and sensitivity.

4. The ability and/or experience of gathering and presenting information.

5. Experience of independently drafting a range of documents including e-mails and letters.

6. Effective time management and organisational skills and the initiative to work both independently and as part of a team.

7. Ability to prioritise a conflicting workload efficiently and to maintain standards of accuracy and attention to detail when working to deadlines or changing priorities.

8. A flexible approach to changing priorities and requirements.

9. A demonstrable aptitude for detail and accuracy in all areas.

10. Resilience and stamina to sustain performance when under pressure from a high volume of work and conflicting priorities.

11. Ability to use own initiative with confidence, using judgement to refer up where necessary.

12. A knowledge, or ability to acquire it, of BBC Structures, Procedures and Policies.

13. An informed interest in TV production and programmes and in particular, Factual Programmes

Competencies
Planning and Organising - able to think ahead in order to establish an efficient and appropriate course of action for self and others. Able to juggle priorities. When required, can concentrate on several areas of work at one time.

Communication - able to get one's message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information. Makes communication timely and regular. Checks for understanding.

Managing Relationships and Team Working - able to build and maintain effective working relationships with a range of people. Has an ability to establish rapport quickly and effectively with new clients/people.

Resilience - manages personal effectiveness by managing emotions in the face of pressure, set backs or when dealing with provocative situations. Demonstrates an approach to work that is characterised by commitment, motivation and energy. Understanding Diversity Understands and appreciates the uniqueness of self and others. Demonstrates, and is committed to improving and understanding diversity. Able to articulate how individual differences can benefit the BBC.

Flexibility - adapts and works effectively with a variety of situations, individuals or groups. Able to understand and appreciate different and opposing perspectives on an issue, to adapt an approach as the requirements of a situation change, and to change or easily accept changes in ones own organisation or job requirements.

Decision Making – is ready and able to take initiative, originate action and be responsible for the consequences of decisions. Demonstrates the ability to judge when reference to a more senior level is required.

Grade: 3
The Production Management Assistant provides administrative support to the production team/s,in order to ensure the smooth and efficient running of productions.

Purpose

• To work in partnership with editorial colleagues to deliver outstanding, distinctive, multi-platform content by supporting the ways to realise editorial ambitions within operational and financial constraints.
• To provide specialist support using production management skills, knowledge and experience.
• To contribute to a professional pan-BBC production management community.
• To support the drive for continuous improvement throughout production.
• To contribute to and support a creative and collaborative culture.

Context

• Post holders at this level report to a Production Co-ordinator (or equivalent) or a Production Manager and are responsible for providing specialist production management support to a production.
• They are expected to develop a range of internal contacts from across the BBC.
• External relationships will be limited to liaising with contacts on behalf of the Production Co-ordinator or Manager.

Decision making authority

• Post holders at this level have some freedom to vary the methods of working but the parameters and outputs of the role are clearly established and defined

Key outputs
Shape and plan productions

• Provides administrative support for the production during the planning process and set up period.
• Assists the Production Co-ordinator (or equivalent) in the preparation and subsequent communication of production information.

Manage and deliver productions

• Responsible for the smooth running of the production office, acting as a key point of contact on the production.
• Responsible with editorial peers for ensuring compliance with BBC policies and guidelines, in order to minimise the BBC’s exposure to risk. Escalates any issues promptly.
• Provides administrative support for ensuring all necessary rights are acquired for the complete delivery of the production.
• Supports the production management team using specialist skills, such as working in a studio, working on location, and for 3rd Assistant Directors, planning/co-ordinating background action and supporting the Assistant Director team.
• Accountable for resolving any operational issues commensurate with the role.
• Responsible for delivering value for money in the role through effective and efficient management of time and resources.

Plan and manage production finances

• Responsible for providing the administrative support associated with managing and monitoring production budgets.
• Responsible for providing the administrative support associated with forecasting and reporting progress in line with best practice.

Manage media assets

• Assists in the processes of fully and accurately capturing and managing metadata in line with BBC guidelines and policies.
• Collates accurate information required for ensuring all deliverables are available in a timely manner to fulfil the commission and that post production “paperwork” is complete and accurate.

Manage the performance of production areas

• Supports diversity in every aspect of the production(s).
• Provides administrative support for co-ordinating, monitoring and reviewing safety arrangements.
• Maintains a safe and healthy working environment at all times, escalating any issues or areas of concern.
• Understands and adheres to Procurement policies and guidelines for the procurement of production resources.

Strategy and continuous improvement

• Proactively looks for ways of improving efficiency within production.
• Understands and supports the rationale for new ways of working and/or for adopting new production related technology.
• Supports other divisions with the implementation of their strategies (e.g. Future Media & Technology, BBC People, Workplace, Procurement, Finance, etc) volunteering regular feedback on the goods and services provided, particularly from external suppliers.

Skills, knowledge and experience

• Experience of working in a pressurised and challenging environment.
• Demonstrates strong organisational and planning skills and manages conflicting demands to meet deadlines.
• Awareness of multi-platform production/content.
• Able to use systems and adopt new techologies.
• Able to find information and resources as required.
• Effective team worker - able to manage relationships effectively and work collaboratively within a diverse team.
• Able to influence and motivate others.
• Business and finance skills – able to understand and work with budgets.
• Effective written and verbal communication skills.
• Understands the importance of BBC values, policies, procedures and guidelines, including Editorial and Health & Safety guidelines.
• Demonstrates interest in the BBC and the wider industry.

Competencies
Creative and Analytical Able to visualise and help translate creative ideas into practical plans.

Managing Relationships & Collaboration - Able to build and maintain effective working relationships with a diverse range of people. Works collaboratively with others to solve problems. Shares ideas, knowledge and information with colleagues.

Planning and Organising - Is resourceful and efficient in co-ordinating activities and arranging logistics between own area and others. Handles detail and “paperwork” accurately and efficiently. Able to cope with and prioritise an ever-changing list of tasks/demands and delivers to deadlines.

Decision Making - Able to evaluate the best course of action when faced with a problem or number of options. Knows when to refer to a more senior level.

Influencing and Persuading - Understands how best to influence different types of people and is successful in persuading others, without being in a position of formal authority.

Resilience - Sustains performance and remains calm and in control when under pressure or in difficult situations.

Understanding Diversity - Understands and appreciates the uniqueness of self and others. Demonstrates, and is committed to improving and understanding diversity. Able to articulate how individual differences can benefit the BBC.