Production Coordinator

(Please note: This job is posted on behalf of Dr. Tim Ltd by IntegrateUp Recruiting Agency)

Dr Tim Ltd is seeking a part-time Production Manager who thrives in the fast-paced environment. Using your powers of customer service, relationship building and organization, your job will be to support the production of content videos.

Reporting to the Production Manager, your role is to ensure all the operational needs of our small office and production studio are taken care of. You will act as the glue that ensures the operation of our premises works efficiently and can cope with the demands of a scaling business. The role is office-based but most of our team and freelance colleagues work remotely so you’ll be working collaboratively in online meetings as well as face-to-face.

Working in a production environment can be stressful…this role needs an assertive, confident personality to make stuff happen often under time pressure. You’ll be working closely with patients, suppliers, freelancers, team members, leadership team, and the owners so being a 'people person’ is essential as well as having first class organisational skills.

Responsibilities (tasks associated with the role)

• Arranging patient models to undergo treatment for us to film, which includes:

  • promoting opportunities for patient models using social media & email

  • scheduling treatment appointments with the production team

  • telephone consultations to ensure patient models meet our requirements

  • payments for treatments & enforcing strict rules about appointment attendance

  • chaperoning models at our office/studio to ensure production requirements are met

  • assisting with the consent-for-treatment process and recording of clinical notes

  • reassuring and managing patient models with any aftercare requirements they have

• Supporting production processes to ensure we achieve our targets for making content by:

  • helping to plan and organise production days

  • contacting and booking experts who want to help us make education/content

  • manage the process for looking after guest speakers e.g. itinerary, arrange transport

  • organising/tidying props and equipment according to what we plan to film

  • assisting on filming days to ensure the team runs strictly to time and achieves goals

  • indexing and filing all footage/photos and ensuring transcripts are produced

  • updating schedules/plans to keep the team on track (e.g. Googlesheet/Trello/Asana)

• Supporting membership processes by assisting with:

  • Uploading lessons to membership / courses platform

  • Scheduling events for the membership community

  • Broadcasting updates and news to members about upcoming lessons/events

  • Setting up online events in Zoom and uploading a replay for members to watch

• Managing stock and supplies to ensure timely re-ordering, organised storage, preparation for filming, and rotation/count of stock

• Maintaining offices/studio to include ordering equipment/furnishings, organising repairs and improvement works, and the ongoing supply of utilities/key services

• Ensuring compliance with all legal and regulatory requirements

• Support finance processes by assisting with procurement, payment of invoices, maintaining asset register of equipment, and bookkeeping queries

• Developing and documenting processes to help the production team make more content, faster and offer new types of content to our customers

• Support adhoc duties & requests from the managers/directors as required

Requirements (expected proficiencies to excel in this role)

This position is for a person who is:

• Organised - you love making lists, plans & setting reminders so no job is forgotten.

• Direct & challenging - you’re a natural at chasing people up face-to-face or on call, holding people to account on their actions, and having awkward conversations where required

• People-person - you enjoy spending time with new people to build relationships - this role involves interacting with patients & suppliers

• Small business background - you’ve previously worked in start-up/SME business(es) helping to create 'order from chaos’ by developing processes, implementing systems, and organising change

• Juggler

• Process-driven - you prize creating a documented, repeatable process more highly than a one-off success that doesn’t 'stick’ and has to be re-learned the next time around.

• Self-starter - you get stuck-in with what needs fixing or improving without waiting to be told and you bring solutions rather than just a problem, whenever you need guidance.

• Microsoft Office/GoogleDocs

• Trello/Asana/Project Management Tools

Additional requirements:

• Available to work three days a week in office

Offer Details

This is a part-time role. Minimum of 3 days per week / 24 hours per week. Ideally Tuesday, Wednesday, and Thursday. Pay is between £12 - £16.50 per hour (based on experience).

About The Company

Originally started in 2008 as SkinViva, we opened a clinic for patients and, later, a training academy for medical professionals who want to learn non-surgical cosmetic treatments (such as BOTOXTM and dermal fillers injections). In 2020, we launched Dr Tim as an online business with the goal of becoming a globally-recognised brand known as the 'go to’ provider for online learning in the field of medical aesthetics.

How thing are done at the company (AKA company values):

• Brave and curious. Everyone on the team is into personal development which means we’re constantly asking ourselves empowering questions and being brave enough to try new approaches.

• Radical candour. We bravely challenge each other and the status quo, but always with the very best of intentions to move the needle.

• Move fast and break stuff. We are the opposite of a stuffy corporation. We know that to succeed we must fail a lot which requires a lot of testing.

• LOLs. We have an irreverent sense of humour! There’s lots of banter in meetings.

• Scalable thinking. We know there’s freedom in finding what works best and creating an SOP to ensure it gets replicated as we grow. We haven’t always done this, but we’re now fully signed up to its power.