Team Administrator Jobs

Company: Art Explora ​

Job title: Community Programme Manager​​

Terms of Employment​​

Contract type: Full time ​

Working hours: Standard office hours are 9am – 5pm, Monday – Friday, with an hour for lunch. Work outside these hours is required on occasions. ​

Salary range: £35,000-£38,000​

Holiday: 25 days annual leave and bank holidays, with additional non-contractual office closure dates at Christmas. ​

Pension: Generous workplace pension scheme ​

Location: This post is London-based. We have a hybrid working model for senior members of staff with a minimum 3 days per week at our office is at Somerset House. All staff have access to Somerset House Residents benefits. Reporting to: Jemima Montagu, Art Explora UK Director ​

Travel: Regular travel to projects and events required, primarily within London​

Safeguarding: In line with Art Explora’s Safeguarding Policy, all staff are required to have a Disclosure and Barring Service (DBS) check, which Art Explora will carry out upon appointment.​

Non-UK nationals will require current and valid permission to work in the UK. No agencies please.​

Summary of position​​

Art Explora is looking for an experienced Community Programme Manager with a passion for arts engagement and cultural outreach to manage and build our innovative Community Programme for Art Explora in the UK. ​​

The Community Programme Manager will lead on and develop Art Explora’s key community programme streams – Arts at Home, Theatre at Home, Music at Home, Mini Art Explorers and Art Explorers at..., and manage Art Explora UK’s growing volunteer community. The Community Programme Manager will explore ways to expand the content for this programme though new partnerships with museums, galleries and other cultural institutions, as well as expand the programme into more care homes and other care settings, such as hospitals, across the UK.  ​

The Community Programme Manager will manage Art Explora’s growing pool of 140+ volunteers. They will ensure that Art Explora has a comprehensive and supportive volunteer offer. They will review our current volunteer recruitment processes and policies, safeguarding and training procedures, and ensure we meet the highest standards for working with volunteers. ​​

The volunteer community is key to Art Explora’s strategy for scaling up arts engagement in the UK. Through the generous support of volunteers, we can bring our arts programmes to more people and spread the benefits of engaging with arts and culture more widely. We are committed to delivering a volunteer programme that is inclusive, supportive and rewarding. ​

​

Current Community Programmes: ​

• Arts at Home: volunteers bring conversations about art to 7 older adult care homes across London on a fortnightly basis. ​

• Theatre at Home: in collaboration with volunteer collective OW! Theatre Lab, brings theatre to older adult care homes across London.

• Music at Home: in collaboration with music charities, brings a variety of music to older adult care homes across London. ​

• Mini Art Explorers: volunteers deliver creative activities for early years children in local authority libraries and family hubs monthly. ​

• Art Explorers at...: volunteers take care home residents to galleries, theatre and museums across London. Partners include Sadler’s Wells, The Hayward Gallery and the Whitechapel Gallery. ​​

About the role​

The Community Programme Manager will bring their own experience and knowledge of outstanding community programming to build on and expand the current programme. The Community Programme Manager will manage partnerships with key stakeholders and develop new relationships with a variety of partners, from cultural institutions to new care settings. ​​​

The Community Programme Manager is a pivotal position within the small, dedicated and growing Art Explora team in the UK. The Community Programme Manager will be supported by a Community Programme Assistant and the volunteer community. We are looking for a candidate with management experience.  ​​

To achieve this, the chosen candidate will not only have a passion for arts outreach and engagement, but will also have a proven track record in project management, managing volunteers, excellent organisation and communications skills, and be experienced in building relationships at all levels – with community organisations such as care homes, volunteers, local authorities, content and delivery partners, senior stakeholders, collaborators and supporters. ​

Key Responsibilities​​

Volunteer Management​

• Manage Art Explora UK’s volunteer community including training and social events. ​

• Manage all volunteer administration including volunteer handbook, project coordination and DBS checks. ​

• Manage the volunteer journey, from expression of interest to attending programme sessions. ​

• Ensure the volunteer programme meets the highest standards of good practice. ​

• Manage the volunteer database and management software​​

Community Programme ​

• Lead and develop current Community Programme streams ​

• Develop strategy for expanding and developing the Community Programme across the UK​

• Conduct research, evaluation and consultation, as needed ​

• Partnership and key stakeholder relationship management​

• Manage the Community Programme budget and ensure the programme is delivered on time, within budget and meets targets​​

Art Explora General ​

• Train and line manage the Community Programme Assistant, work placements and interns​

• Regular coordination and consultation with UK team ​

• Reporting at weekly team meetings and to Trustees, as required​

• Financial and written reports for Trustees​

• Budget planning ​

• Managing evaluation procedures and reports​​

Person Specification​​

Essential skills and experience ​

• At least 5 years’ experience delivering arts and cultural outreach programmes, for example within an education and engagement team for an arts organisation, or working directly with community organisations or within the care sector​

• Proven experience of volunteer management including recruitment, training, logistics and personnel management​

• A good knowledge of arts engagement practice in the UK and leading organisations in this field ​

• A proven track record of budget management and event coordination​

• Some experience of fundraising from public sector, trusts and foundations​

• A confident communicator (oral and writing), with an enthusiasm for building creative partnerships and capable of working with a wide range of senior stakeholders and partners ​

• A good knowledge of cultural policies and current cultural engagement landscape​

• Experience of implementing EDI policies and good practice, with passion for driving EDI related change in the arts and cultural sector

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The ideal candidate will demonstrate that they are:​

• A team spirited, highly organised, proactive, and reliable individual, capable of managing stressful situations, complex logistics, and multiple partnerships​

• Able to respond to challenges with diplomatic, flexible, persuasive and positive solutions​

• Interested in arts and culture, with a passion for engaging new audiences ​

• Able to bring existing contacts and relationships within the community arts and engagement sector

To Apply​

Please complete the relevant online application form.

Deadline: 9am Monday 30 September, 2024.​​

In-person interviews will take place w/c 7 October 2024 in London. ​​

We are an Equal Opportunities Employer and welcome applications from people with diverse backgrounds. We strive to promote an inclusive environment, which celebrates and promotes diversity.​​​

About Art Explora ​​

Sharing arts and culture with everyone​

Art Explora aims to share arts and culture with everyone – locally, nationally and internationally – inspiring new encounters between arts and audiences. We work in partnership with artists, cultural organisations and communities, exploring all art forms, and creating unforgettable cultural experiences. Our imaginative, contemporary approach encourages new forms of access, participation and engagement with arts and culture, pushing boundaries with digital technology and mobile programming. ​​

Art Explora UK was founded in 2021 and is registered charity no. 1202489. Art Explora has offices in France and the UK. ​​

Let’s unlock the power of arts, together!​​

The role

Title: Volunteer Coordinator

Reports to: Head of People

Salary: £25,000 per annum, pro rata

Contract: Permanent, part time. 24-32 hours per week flexible across 7 days, onsite at Storyhouse

At Storyhouse, we are lucky enough to have over 180 volunteers. They are integral to our day-to-day operation and are the face of our visitor experience and support our teams across the organisation.

The purpose of this role is to provide coordination of all volunteer activity across the organisation and to support the Head of People with the ongoing management and future development of the volunteer programme.

You will form part of the People Team, which also focuses on Human Resources and Payroll.

You will be proactive in ensuring we have a diverse volunteer programme that is embedded across Storyhouse and is provided as a vital service to our communities.

Responsibilities

Administration

• Coordinate our 180+ volunteers, including maintenance of our systems, training records, and rota management
• Work with all departments to ensure volunteers are integrated and well managed when on shift in their roles
• Oversee and enact all volunteer policies and procedures, playing an active part of annual reviews and ongoing development of these key documents
• Manage the tone and style of communication with all volunteers, managing expectations and keeping them up to date on all Storyhouse news and opportunities
• Keep up to date with best practice and legislation in the volunteer sector
• Conduct regular volunteer surveys and establish routes for volunteers to provide feedback
• Other administrative tasks to support the People Team as required; as a small team, we all support each other.

Recruitment

• Proactively and innovatively manage all volunteer recruitment, creating a diverse pool of volunteers to support our work across the organisation
• Ensure relevant DBS checks are conducted and personal references are obtained, highlighting any concerns
• Support with the development and delivery of volunteer inductions
• Support the Head of People with the creation of volunteer opportunities that both support our teams and provide a first-class experience for the volunteer
• Process leavers relevant systems, monitoring the completion of exit interviews
• Audit & monitor uniform levels, issuing to volunteers, highlighting when stock levels are low

Training

• Maintain our online training records, ensuring volunteers have completed required training
• Assist with the organisation of in-house training by booking spaces, compiling presentations and relevant paperwork, or coordinate the booking of external training providers coming on-site as required

Programme Development

• Attend networking events, open days and recruitment fairs, representing Storyhouse and raising the profile of our work with volunteers
• Work with the Head of People to produce reports on the volunteer programme to the Senior Leadership Team, trustees and other stakeholders as required
• Develop relationships with our partnership organisations and wider networks to maintain and develop existing and new volunteer opportunities
• Work with Young Storyhouse to offer Young Leader graduates volunteer opportunities
• Work on volunteer incentives, recognition and reward schemes across the year

General

• Act in accordance with Storyhouse’s policies and procedures, and undertake any training as required by Storyhouse
• Act as a role model for other staff and contribute to the life of the organisation as a whole
• Carry out any other duties as may be required as part of the Volunteer Coordinator’s role

Skills & Experience

• Previous experience in a similar role working with volunteers, ideally in a visitor-facing environment
• Experience developing learning pathways for volunteers
• Experience delivering engaging training sessions to a wide range of audiences
• Experience creating positive team environments
• Experience networking and developing mutually beneficial working relationships
• Personal volunteering experience (desirable)
• High level of understanding of volunteer legislation in the UK (relevant qualification desirable)
• Excellent time management, administration, and planning skills
• Ability to problem solve and make decisions independently
• Ability to work to a high standard with personal and professional integrity, with a fair and unbiased approach
• Ability to form and maintain effective working relationships with colleagues, volunteers, service users, and third parties
• Strong level of IT skills, including Microsoft Office – particularly Excel
• Highly organised and methodical, with an excellent eye for detail
• Proven ability to handle confidential information with discretion
• Ability to act as an advocate for the organisation and articulate our core values