Job Grade
It is anticipated that in order to have the required skills and competencies, the Executive Officer post will be at the First Point level.
Reporting Line
This role reports to the Production & Development Administration Executive. Reporting structures are regularly reviewed and may be adjusted to meet business needs.
Role Overview
The Production and Development Coordinator plays a pivotal role in supporting the management and coordination of Screen Ireland's entire Development and Production slate across all funding schemes, including feature films, television, animation, and short films. This role ensures the efficient operation of departmental processes, providing comprehensive administrative and operational support to the wider Production and Development team. Collaborating with senior leadership, internal teams, and external stakeholders, the Coordinator coordinates key functions such as application processing, project tracking, system management, and assist in event coordination in collaboration with the Communications and Marketing team. This position is integral to maintaining alignment with Screen Ireland’s strategic objectives, fostering cross-functional collaboration, and driving the delivery of impactful projects across all genres and formats.
Function Overview
The Production and Development function at Screen Ireland is to oversee and support the creation and advancement of film and television projects. This involves providing funding, guidance, and resources to filmmakers, producers, and writers to facilitate the development, production, and distribution of high-quality Irish films and television content. Additionally, the team are responsible for talent development initiatives and industry collaborations to promote the growth and sustainability of the Irish film and television sector.
Position Profile and Key Responsibilities
- Coordinate the Screen Ireland Development and Production slate, collaborating closely with management and the wider team. Responsibilities include maintaining the internal database (ASTARs), coordinating application rounds, processing submissions, assisting with applicant eligibility queries, preparing for assessment meetings, and generating reports.
- Share responsibility for managing the department’s calendar, including annual planning and resolving scheduling conflicts in consultation with the team.
- Provide ad hoc administrative support to the Production and Development team, prioritising departmental needs in collaboration with the Head of TV/Film and Administrative Executive.
- Prepare for development and production meetings by liaising with the wider team to gather input for agendas and required documentation.
- Record minutes for Development and Production meetings, ensuring accurate documentation and follow-up on action items.
- Prepare offer letters, monitor expiry dates, and maintain communication with industry stakeholders, working with the Administrative Executive and team to address potential issues.
- Draft and distribute feedback from Development funding meetings, incorporating input from relevant stakeholders across the team.
- Prepare notifications and recommendations for the Screen Ireland Board, collaborating with the Head of TV, Head of Film, Administrative Executive, and other team members as needed.
- Work collaboratively with the wider team to uphold and implement guidelines and policies.
- Report on funding decisions and gender statistics, working with the Administrative Executive to provide finalised reports to senior executives and the Heads of TV/Film.
- Support changes to application processes, collaborating with the team, management, and stakeholders to develop a more robust database system.
- Contribute to the development of new workflow systems and processes as needed.
- Work with the Production and Development team and Administrative Executive and Communications and Marketing team to coordinate and administer festival and market planning, including organising meetings.
- Collaborate with the Development Manager to deliver the Spotlight programme, providing regular updates to the Administrative Executive and consulting the Heads of Film and TV for key decisions.
- Support all other Screen Ireland and Production and Development initiatives as directed by the Heads of Department and Administrative Executive.
- Process production, development, and distribution applications for all funding schemes.
- Work collaboratively with the Development and Production Team, Managers, Department Leads and the Shorts, Production and Development Applications Coordinator .
This job description is not intended to contain a comprehensive list of activities, duties, or responsibilities. Additional duties may be assigned based on business operational needs.
Key Requirements Essential
- A degree or equivalent qualification in a relevant field such as, Film, Television, or Media Studies, Business Administration or Management, Communications, Project Management.
- Minimum of 3 years of experience in a similar coordination and administrative role, preferably within production and development, public sector, or arts and culture.
- Experience or strong interest in the film, television, or creative industries.
- Demonstrable experience in building and maintaining relationships with a variety of internal and external stakeholders.
- Experience in coordinating programmes, schemes, or initiatives, including logistical planning and stakeholder consultation.
- Experience in preparing meeting materials, managing agendas, recording minutes, and ensuring follow-up on action points.
- Strong IT skills, including the use of Word, Excel, Microsoft Teams, and database systems.
Key Skills/Competencies
- Demonstrated ability to collaborate effectively with management, team members, and stakeholders to oversee projects and achieve common goals.
- Strong planning, organisational, and multitasking skills, with the capacity to manage varied workloads and meet challenging deadlines.
- Proficiency in coordinating programmes and schemes, including consulting stakeholders and preparing meeting materials, agendas, and reports for smooth operations.
- Excellent written and verbal communication skills, adaptable across various formats, with a proven ability to cultivate and maintain relationships with diverse stakeholders.
- Strong IT proficiency, including experience with Word, Excel, Microsoft Teams, and other digital tools, with a proactive approach to adapting to new technologies.
- Innovative and creative problem-solving skills, with a commitment to delivering solutions.
- A proactive and adaptable team player with strong interpersonal skills, capable of working independently and contributing to cross-departmental initiatives.
- Dedication to equality, diversity, and inclusion, fostering a dynamic, inclusive, and innovative working environment.
- Analytical skills to effectively utilise data and systems in supporting decision-making and driving process improvements.
- Genuine passion for the film and television industry, coupled with strong networking abilities to build and maintain industry relationships.
Desirable Attributes
- Strong project management skills.
- Familiarity with the Irish Screen Sector and/or wider cultural sector with awareness of the film industry, particularly short film schemes, funding processes, and production workflows.
- Knowledge of marketing processes for project premieres or events.
- An innovative, creative, and entrepreneurial approach to developing new initiatives.
- Familiarity of corporate governance within the public sector.
- Someone who enjoys improving and developing systems and processes.
- Irish language proficiency is desirable.
PAS Competency Framework
In accordance with the PAS Competency Framework, candidates will undergo assessment and interviews focusing on the following Core Competencies:
- People Management
- Analysis & Decision Making.
- Delivery of Results
- Interpersonal & Communication Skills
- Specialist Knowledge, Expertise and Self Development
- Drive & Commitment to Public Service Values
* The candidate should possess a comprehensive understanding of equality, diversity, and inclusion principles and demonstrate a commitment to promoting and embedding these values within Screen Ireland. This includes fostering an inclusive culture and championing diversity in all aspects of Screen Ireland’s practices and decision-making processes.
Personal data will be processed in accordance with our Privacy Notice for Employees.
Eligibility to compete and certain restrictions on eligibility
Citizenship Requirement Eligible candidates must be:
- A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein, and Norway;
- A citizen of the United Kingdom (UK);
- A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or A non-EEA citizen who has a stamp 4 visa1 or a stamp 5 visa.
To qualify candidates must be eligible by the date of any job offer.
