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 like call sheets, cost trackers and post production paperwork and managing contracts, release forms and licensing documentation.
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. Production coordinators have a clear understanding of the production process and the changing needs and demands of the production. They are line managed by the production manager (PM) 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 team and the scale and budget of the production.
- Set up and equip the production office, ensuring it meets production requirements.
- Arrange IT setup and training for freelancers maintaining accurate training logs.
- Liaise with suppliers, crew, and production team to confirm resources, equipment, and facilities align with schedules.
- Plan and schedule pre-production activities, including production meetings, recces, and casting sessions, and communicate any changes promptly to all relevant parties.
- Secure contributor paperwork by working with education authorities, psychologists, government agencies, and production staff.
- Lead child performance licensing process, liaising with parents/guardians, LEAs, safeguarding teams and chaperones.
- Recruit and verify chaperones, ensuring NSPCC training, licences, DBS checks, and safeguarding certifications are up to date.
- Distribute, collect, and record contributor and location release forms.
- Implement agreed data storage and retention processes with the PM in line with all GDPR/data protection rules.
- Finalise contracts for crew and suppliers as approved by the PM.
- Record Enhanced DBS checks and track restricted duties in collaboration with the PM.
- Prepare production documentation templates, including training logs, travel and accommodation plots, finance trackers, call sheets, child licensing trackers, casting databases and unit lists.
- Assist in interviewing and contracting junior production staff.
- Build production packs for location teams, ensuring all essential documentation is included.
- Maintain regular communication with production team, crew, contributors, talent, and agents to support production requirements.
- Collaborate with the production manager and producers to prepare, compile, and amend call sheets.
- Distribute call sheets, risk assessments, and other paperwork, ensuring last-minute changes are communicated promptly to crew and contributors.
- Oversee the child licensing process, liaising with authorities and agencies to secure all contributor paperwork and licenses before filming begins.
- Arrange travel and accommodation for contributors (including children) and crew, addressing welfare and access needs.
- Support the PM in confirming insurance compliance for crew and suppliers.
- Organise permits and permissions for location filming.
- Raise contracts and purchase orders for crew and suppliers, ensuring terms are met.
- Negotiate deals with suppliers, vendors, and crew within budgetary and production requirements.
- Implement contingency plans as directed by the PM.
- Address urgent matters quickly in collaboration with production personnel.
- Book chaperones, access coordinators, interpreters or specialist consultants to meet production needs.
- Ensure rushes logs and physical rushes are accurately maintained and managed.
- 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.
- Keep rushes and card logs current, flagging stock shortfalls and taking action to avoid production delays.
- Monitor the production’s carbon footprint using sustainability tools such as carbon calculators.
- Ensure all release forms and clearances are signed before production completion.
- Work with production teams to confirm archive, music, stills, or other content is cleared for use.
- Consult experts on copyright issues when needed.
- Take and document all reasonable steps to prevent copyright infringement.
- Maintain accurate clearance records and contracts for producers and broadcasters.
- Monitor post-production schedules, including viewings, and ensure deadlines are met.
- Support the sign-off process, helping the team stay on schedule.
- Follow child licensing schedules for required VO or ADR sessions.
- Ensure production logs are complete, and all outstanding payments are processed.
- Oversee the return or storage of production office equipment and kit.
- Ensure contact databases are finalised, with passwords retained securely by the production company, and data managed in line with retention policies.
- Notify contributors of agreed aftercare plan.
- Deliver all required materials, programmes, and paperwork in line with broadcaster or platform specifications.
- Confirm all deliverable paperwork is accurate, complete, and correctly ordered.
- Ensure all clearances are secured and compliant.
- Distribute deliverables to all parties as specified in contracts.
- Confirm receipt of material in line with organisational procedures.
- Archive production paperwork according to company policy.
Skills
Check out the role specific skills, transferable skills and attributes for the role of production coordinator in unscripted children's TV.
- Compliance expertise: knowledgeable about all aspects of working with children including all welfare and safeguarding guidelines and all regulatory frameworks on licensing and health and safety.
- Organisation: coordinate production logistics, finances, and equipment, including adjustments to teams, crew, and contributors.
- Communication: provide accurate, timely production updates and confidently engage with all levels of talent and team hierarchy.
- Proactive: take initiative, think quickly, assess tasks, and deliver solutions efficiently.
- Teamwork: collaborate across departments, liaise with crew, suppliers, and post-production, and spend time on set where possible.
- Financial: understand budgets, trackers, and tender processes.
- 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, contributors, 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 when necessary.
- 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.