Overview of the role
The welfare executive is responsible for creating and formalising the welfare strategy and duty of care protocols for the production. The role involves being the main point of contact for issues relating to the wellbeing of contributors with the aim of fostering positive and inclusive experiences throughout the casting process, during production and post production stages.
The welfare executive will be well versed in broadcaster compliance regulations and will have a comprehensive understanding of OFCOM guidelines, in particular, codes of conduct for contributor care. This overview knowledge is used to apply practical support and solutions to mitigate risk factors at every stage of the production.
As a senior team lead, the welfare executive will work closely with HODs and the commissioner to steer on safeguarding, GDPR and compliance. They will be experienced working with vulnerable contributors and be required to highlight accessibility and inclusivity needs and signpost to additional services and resources.
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 scale / budget band / genre of the production.
- At pre-production stage meet with broadcasters’ compliance team to discuss editorial and casting brief and potential welfare provisions.
- Complete a production risk assessment to determine significant logistical and editorial factors that may be considered high, medium or low risk to potential applicants.
- Create production duty of care protocol to include agreed procedures and plan for mitigating risk and safeguarding contributors. This should include pre-production, filming, post-production and aftercare. Liaise with senior team and commissioner for feedback and sign off.
- Complete contributor welfare assessments during initial application and casting stages using OFCOM risk matrix as a guide to determine risk ratings specific to the individual and the editorial requirements of the production.
- Create bespoke welfare plans to address the individual needs of contributors who have been identified as needing additional support.
- Oversee contributor medical and mental health assessments where appropriate. Conduct fitness to participate assessments for the specific requirements of the production.
- Oversee vital contributor checks, formal security checks, background checks, character references, welfare checks, online google and social media checks.
- Obtaining informed consent via paperwork, create contributor casting sheet to give all applicants important information on the casting process, production stages, the programme, the production company and the channel.
- Obtaining informed consent via briefing, verbal explanation of the casting process and what appearing on the programme will involve in terms of contributor commitment and impact of appearing on the programme. Due to the evolving nature of production, gaining this informed consent should happen periodically during the production process verbally and formally.
- Create a welfare log to be used and updated during filming to monitor contributors’ wellbeing during shoots. If production involves continuous filming in shared living environments this can include requests for medications and requests to talk with a mental health professional.
- Keep contemporaneous notes of conversations, research calls, and interviews highlighting any welfare needs and contentious issues.
- Allocate welfare team members to update welfare log daily to highlight developing issues or repeating patterns that could be an area for concern.
- Provide daily welfare updates to senior team and commissioner and share welfare grid with appointed members as agreed in strategy.
- Be aware and facilitate requests to speak with third party professionals and mental health professionals.
- Provide clear direction of duty of care protocols and contributor safeguarding priorities and delegate priorities as directed in the welfare strategy.
- Assign APs and Researchers to dedicated roles looking after individual contributors based on support and accessibility needs.
- Keep team updated with production development, flag any logistical and editorial developments that may affect contributor participation.
- Create welfare team schedule to maximise team availability for around the clock contributor support during production.
- Set up welfare duty phone line to be manned by team members during unsociable hours.
- Hold regular welfare meetings to update on welfare log and filming progress, debrief with team, particularly after long filming days and challenging shoots.
- Liaise with third party medical and health professionals to access relevant support services during production and post production.
- Incorporate independent third-party assessments into production welfare strategy as agreed with senior team and commissioner.
- Use third party assessments and reviews as part of the contributor shortlisting process.
- When working with vulnerable contributors, liaise with the individuals support network including carers, chaperones, guardians, social care and medical professionals.
- Where applicable, engage and work with contributors’ own healthcare professionals to draw up a bespoke welfare plan and sign off with senior team and commissioner.
- Establish a formal protocol for complaints and production feedback during the initial casting process and include this in the welfare strategy.
- Be the main point of contact for contributor and members of the crew to highlight welfare issues and complaints during production.
- Treat all complaints seriously whether made in comment in person or via email, all complaints must be logged.
- Ensure the production has a bullying and harassment policy in place for both contributors and crew members.
- Ensure all contributors are kept updated with the complaints process and, where appropriate, give a response timeline.
- Be a supportive, positive and pro-active presence checking in on contributors before and after filming making sure they are comfortable with the process irrespective of the editorial outcomes.
- Accompany contributors to and from locations and brief them on filming schedule.
- Obtain ongoing informed consent as the shoot progresses and managing contributor expectations of any filming outcomes.
- Be the main point of contact for contributors to raise concerns during filming.
- Assist the filming team with any sensitive or challenging briefings.
- Work with members of the filming team to address any evolving welfare issues on shoots.
- Be the main liaison to family / support network if contributor is separated or isolated as part of the filming process.
- Debrief with contributors particularly after long hours or any sensitive and challenging filming.
- Have an exit interview with contributors to gain feedback and formalise the end of their filming experience.
- Share an exit letter from broadcaster and production company thanking contributors for their participation and outlining the next steps.
- Share contact details for an ongoing production staff member after filming has finished.
- Provide details on aftercare support package including access to mental health professionals. This should also reference any third-party organisations services that can be utilised.
- Provide contributors with social media guidelines, outlining advice on increased profile and social media abuse.
- Maintain contact with contributors to manage expectations and provide updates if there have been any significant or serious developments relating to their involvement on the programme.
- Check programme opportunities are still being honoured post filming, if this is being organised by a third party ensure there has been a robust handover process.
- Attend home visits and pre-viewings, where applicable. If the programme content is particularly sensitive, a pre-viewing can be arranged for a contributor to watch the programme before it is broadcast.
- Provide broadcaster press/communication contacts and guidance on how to deal with media enquiries.
- Draw up and agree production core values at start up meeting
- Employ an open-door policy, be an approachable team member and a supportive listener.
- Create a crew/ team wellbeing plan that identifies potential risks on the production such as working in challenging and sensitive environments.
- Complete a mental health risk assessment.
- Budget costs for support services for contributors and crew and signpost to support services and resources.
- Be conscious of accessibility and inclusivity needs in the work environment and on location.
Skills
Check out role specific skills, transferable skills and attributes for the role of welfare executive.
- Industry knowledge: an understanding of Ofcom guidelines, broadcaster regulations and GDPR practices
- Communication: conveying the aims and goals of the welfare and duty of call protocols across all departments on production.
- Empathy: understanding the needs of the cast and the ability to assess the production from a variety of different contributor perspectives.
- Advocacy: strongly supporting and recommending actions and policies that will deliver the best contributor experience.
- Active listening: listening to understand and reflect on what is being said so that contributors are fully heard in the casting and production process.
- Organisation: managing a welfare team and overseeing contributors through production ensuring all protocols systems are in place.
- Team-working: collaborating with other departments and third party organisations.
- Leadership: lead by example, manage the welfare team and create a responsible and inclusive working environment.
- Determination: has the drive and commitment to follow through on tasks in time sensitive situations.
- Logistical planning: assist in providing an inclusive environment for those with accessibility needs.
- Be inclusive: build flexible working practices and be proactive with inclusive recruitment.
- Positive rapport: an ability to put people at ease. Have a genuine interest in contributors and a concern for their wellbeing.
- Integrity: keep the production core values at the centre of the welfare strategy and with interactions with all contributors and crew.
- Pro-active: deal with problems as they arise, be forward thinking and anticipate issues before they begin to escalate.
- Resilience: adapt positively to working in a fast-paced evolving environment.
- Problem-solving: identify problems, brainstorm and analyse answers to implement the best solutions.
- Personal development: seek out industry training opportunities and keep updated on evolving training in welfare and wellbeing.