Association of British Orchestras

Concerts Administrator

Philharmonia Orchestra £20,111 Closing date 11 February 2022
The Philharmonia Orchestra is seeking to appoint an Assistant to support all aspects of the Concerts Department’s operational activity; from concerts at the Royal Festival Hall, London 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. There will be an expectation to attend Royal Festival Hall concerts and other UK performances on a rota basis. The role will report on a day-to-day basis to the Managers responsible for each relevant area of activity.

Salary: £20,111 (London Real Living Wage)
Contract: Full time
Hours: 9.30 – 17.30, Monday – Friday (35 hours per week) plus evening and weekend work as required
Annual leave: 25 days per annum, plus public and bank holidays
Pension: the Company will contribute 6% of salary to a qualifying pension scheme
Interviews will be held week commencing 14th February 2022.

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. If you require any Reasonable Adjustments to apply for this position or attend an interview, please email

Based in London at the Southbank Centre’s Royal Festival Hall, the Philharmonia creates thrilling performances for a global audience. Through its network of residencies, the Orchestra has a national footprint, serving communities across England both in performance and through its extensive outreach and engagement programme. Founded in 1945, in part as a recording orchestra for the nascent home audio market, today the Philharmonia uses the latest digital technology to reach new audiences for symphonic music. The Philharmonia is led by Finnish conductor and composer Esa-Pekka Salonen, its Principal Conductor & Artistic Advisor since 2008. Fellow Finn Santtu-Matias Rouvali takes over from Salonen as Principal Conductor in the 2021/22 season. During the Covid-19 lockdown, the Philharmonia’s strong digital programme has enabled the Orchestra to maintain an international presence, with a global audience enjoying live-streamed concerts and the critically acclaimed free Philharmonia Sessions series

The role will be primarily based at our administrative office in Southwark, London SE1; however the role will require travel within London and to other UK locations.

The role will require the Assistant to work closely with other members of the Concerts Department including Director of Artistic Planning; Head of Residencies and Engagements; Senior Manager, Tours and Artistic Planning; Residencies and Engagements Manager.


Checking the availability of conductors and soloists as directed
Researching programmatic ideas across a season as required
Drafting and monitoring contracts for artists, promoters and venues as required
Providing concert support for special events, for example those taking place outside of the traditional concert hall environment
Compiling security lists for rehearsal and performance venues as required
Overseeing ticket, dressing room and parking allocations as required
Assisting with visa applications, letters of invitation and certificate of sponsorships for visiting artists
Sorting, distributing and tracking the return of forms required by the Musicians’ Union in respect of recording and commercial sessions, in liaison with the Finance Department
Attending Southbank Centre concerts and rehearsals, and concerts out of London, as required

Checking the availability of and booking UK rehearsal halls and recording venues according to the requirements of the schedule, and making associated arrangements as necessary e.g booking additional chairs and stands, lighting and heating arrangements, refreshments
Writing, collating and distributing the Orchestra’s monthly schedule in close consultation with the rest of the Concerts Department
Preparing conductors’ schedules as required, gathering and collating information to be incorporated into conductors’ schedule in liaison with artists and their managers
Making hotel bookings for artists as required
Making car bookings, and other travel arrangements for artists, as required

Checking the Orchestra’s monthly schedule for instrument hire requirements; liaising with the out-of-office staff to arrange instrument hire (e.g. keyboard instruments)
Working with stage and transport staff to collate and ensure the timely distribution of technical specifications for concerts in the UK and overseas
Liaising with and providing logistical support to external suppliers and contractors such as lighting designers, sound engineers and recording companies as required

Drawing up travel and hotel lists to the required deadlines and coordinating individual players’ travel requirements, as necessary
Assisting with airport and train check-ins in London as required
Liaising with hotels, agents and promoters to ensure the Orchestra’s logistical and accommodation requirements are met
Discussing stage plans and technical requirements with the stage and transport team, and with overseas agents as necessary
Collating and drawing up the Orchestra’s instrument loading list, preparing and applying for ATA Carnets, obtaining export licences 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 as required
Assisting with applications for tax documentation and withholding tax certificates as directed, including documentation from HMRC and the Charities’ Commission

Collating information for Arts Council reporting as required
Represent the Philharmonia at external meetings and conferences, as required, acting as an advocate and ambassador for the Orchestra
Maintaining information on internal databases, in particular the Orchestra’s bespoke diary and repertoire database MOBI
Arranging and taking minutes at Concerts Department Meetings as required
Making travel arrangement for Concerts Department personnel as required
Undertake such other duties as may reasonably be required by the company

Contact details

Annual Conference

The next ABO conference will take place in Bristol,
hosted by Bristol Beacon, from 24-26 January 2024.