Overview of the role
A production coordinator (PC) works within the production team, providing operational support to the production manager (PM). This is a key role, requiring a clear understanding of the production process and ensuring good communications between the whole crew and the production team. PCs organise resources and logistics, including transport and accommodation, and help to schedule productions. They obtain rights and legal clearances for production content.
Other important facets of the role include creating and managing production documentation, managing contracts and licensing documentation and handling handling script changes. In children’s TV they will understand the regulatory frameworks involving working with children including child performance regulations and child licensing, all relevant health and safety, duty of care and safeguarding guidelines. They are line managed by the production manager (PM) or line producer (LP) and will support runners and production secretaries.
Core responsibilities
These core responsibilities are provided as a guide and are not exhaustive. The exact responsibilities in a particular job will vary depending on the size of the production company and team and the scale and budget of the production.
- Set up and equip the production office, ensuring IT systems, resources, and facilities meet production requirements; provide training for freelancers and maintain accurate training logs.
- Liaise with suppliers, crew, and production teams to confirm equipment, resources, and facilities align with schedules.
- Plan and schedule pre-production activities, including meetings, tech recces, and casting sessions; communicate changes promptly.
- Coordinate with casting directors, producers, legal teams, and casting agents to execute casting advice notes (CANs) and contracts before cast start work.
- Lead child performance licensing workflow, liaising with parents/guardians, local education authorities, safeguarding teams, and chaperones; negotiate licenses with education authorities and agents understanding the differences between licensing frameworks in England, Scotland, Wales and Northern Ireland.
- Recruit and verify chaperones and tutors, ensuring all training, licences, DBS checks and safeguarding certifications are up to date.
- Distribute, collect, and record cast health and safety documentation.
- Implement the secure handling of sensitive data in line with agreed storage and retention procedures as set out by the production manager (PM) or line producer (LP) in line with all GDPR/data protection rules.
- Finalise contracts and work permits for crew and suppliers as approved by PM or line producer, which include full and accurate details of individual or supplier contribution.
- Record enhanced DBS checks and track restricted duties for staff ensuring all safeguarding checks and vetting have been carried out.
- Prepare production documentation templates, including training logs, travel and accommodation plans, finance trackers, call sheets, child licensing trackers, casting databases, and unit lists.
- Clarify and agree roles and responsibilities with all relevant parties for the handling, storage, and transport of materials, equipment, and supplies.
- Ensure crew and suppliers hold appropriate insurance where required.
- Verify that vehicle operators have valid licences and comply with all relevant regulations.
- Maintain regular communication with set, costume, makeup, assistant directors (2nd AD), PM, and LP.
- Hold regular briefings to ensure all production team members understand responsibilities at each stage.
- Prepare, compile, and update daily call sheets and progress reports, distributing them promptly and communicating last-minute changes to cast and crew.
- Oversee travel, accommodation, and welfare arrangements for cast and crew, including children and chaperones.
- Liaising with chaperones, tutors, and 2nd AD, track child working hours in line with legal and production requirements.
- Maintain logs of sensitive data in accordance with data handling policies, ensuring confidentiality.
- Implement and monitor contingency plans as directed by PM or LP.
- Support PM/LP in insurance compliance, contracts, and purchase orders for crew and suppliers.
- Negotiate with vendors, suppliers, and crew within budgetary and production requirements.
- Oversee rushes logs and physical rushes, ensuring accuracy and detailed logging and tracking.
- Monitor production sustainability, including carbon footprint, using appropriate tools.
- Book specialist personnel (chaperones, access coordinators, consultants) as required.
- Track expenditure consistently against agreed budgets using reliable, accurate trackers.
- Maintain and update equipment lists, monitoring supplies against orders and purchases.
- Identify shortfalls, delivery delays, or planning discrepancies and take prompt corrective action.
- Implement procedures to ensure hired or loaned equipment and materials are returned in acceptable condition.
- Obtain loss or damage reports in appropriate formats regarding any equipment that is lost, damaged or stolen.
- Keep rushes and card logs current, flagging stock shortfalls and taking action to avoid production delays.
- Confirm that all production equipment is covered by adequate production insurance.
- Liaise with the producer and script editor on all script queries and revisions.
- Coordinate and communicate script changes, ensuring scripts are prepared in the required formats.
- Take all reasonable steps to prevent copyright infringement, libel, or defamation, including performing negative checks and seeking expert advice where necessary.
- Maintain accurate records of all clearances, contracts, and negative checks, ensuring documentation is available for producers, broadcasters, or co-funders.
- Consult experts on copyright issues as needed to ensure compliance.
- Maintain an on-going awareness of post-production schedules.
- Follow child licensing schedules for required VO or ADR sessions.
- Liaise with relevant people to establish their requirements for the smooth running of the post-production process.
- Ensure that all necessary materials and associated paperwork are delivered to post production teams by production office when required.
- Confirm that all clearances are in place to meet requirements.
- Prepare and complete all documentation in formats acceptable to co-funders and stakeholders.
- Ensure deliverable paperwork is accurate, complete, correctly ordered, and compliant with all clearances.
- Identify and correct errors or omissions promptly.
- Distribute all materials to relevant parties as specified in contracts.
- Confirm receipt of deliverables in line with organisational procedures.
- Deliver programmes, materials, and paperwork according to broadcaster or platform specifications.
- Archive production documentation in accordance with company policy.
Skills
Check out the role specific skills, transferable skills and attributes for the role of scripted production coordinator in children's TV.
- Organisation: coordinate production logistics, finances, equipment, and adjust teams, crew, or cast as required.
- Communication: provide timely, accurate updates and liaise confidently across all levels of talent and production staff and building strong relationships with second assistant directors.
- Proactive approach: take initiative, assess tasks quickly, and implement solutions efficiently.
- Reporting: compile resourcing and progress reports using information from all relevant departments.
- Interdepartmental liaison: serve as the first point of contact, collaborating across departments, suppliers, and post-production teams.
- Working with children: maintain up-to-date knowledge and adhere to all government regulations, child employment law, and safeguarding procedures.
- Teamwork: foster collaboration on set and across departments, ensuring smooth workflow and communication.
- Financial awareness: understand budgets, trackers, tender processes, and monitor expenditure in line with production requirements.
- Compliance: coordinate complex deliverables, interpret rights requirements, and seek expert guidance when necessary.
- Communication: interpret and convey requirements clearly to colleagues.
- Networking: build and maintain a professional network, establishing rapport quickly and effectively.
- Planning: organise practical production needs, including transport, catering, cast, and crew.
- Problem-solving: develop contingency plans and resolve location issues to keep productions on schedule.
- Financial skills: monitor and manage trackers and budgets effectively.
- Resilience and enthusiasm: adapt positively to changing priorities and ensure deadlines are met.
- Proactive: explore innovative approaches to enhance production outcomes.
- Productivity: organise work efficiently to achieve results within deadlines.
- Drive and energy: deliver under pressure and escalate issues appropriately.
- Ethics and integrity: act honestly, responsibly, and inclusively, meeting professional ethical standards.
- Flexibility: listen, learn, and adapt to changing priorities while maintaining high standards.
- Professional development: Seek learning and networking opportunities to enhance skills and knowledge.