DESIGNATION:Programmeadministration Assistant (F/T)

JOB DESCRIPTION

DESIGNATION:ProgrammeAdministration Assistant (F/T)

Creative Employment Programme Funded Internship

RESPONSIBLE TO:Curator of Learning and Participation and Associate

Exhibitions Curator

DATE: August 2015

Purpose of Job

The ProgrammeAdministration Assistant (PAA) provides administrative support to the programme team. The PAA in co-operation with all other Arnolfini staff will provide a welcoming service to all users of Arnolfini’s activities (public, artists, contractors, consultants, promoters, staff, sponsors, funders etc).

Key Accountabilities

To assist with artist and partner liaison
To provide administrative support to members of the Learning and Participation Team and Exhibitions Team
To ensure the smooth running of internal meetings
To assist with budget management in relation to programme (overseen by the Curator of Learning and Participation and Associate Exhibitions Curator).
To support with research activity in relation to programme
To support with evaluation of programme and projects
To support with digital initiatives

Duties and Responsibilities

Administrative Support

Assist the Programme Team in preparation of documentation for meetings and minute taking where appropriate.
To assist in the facilitation of meetings to include, layout of furniture, refreshments etc.
Assist the Programme Team in preparation of artist contracts, art plans and other documents.
To assist the programme team in any ad hoc administrative tasks.
To update web copy and documentation
To update budgets for individual projects- overseen by Curator of Learning and Participation and Associate Exhibitions Curator
Collation of data to support with evaluation activity
Support with gathering feedback and surveying
Preparation of materials for workshops
Collate digital communications to support programme, and gather stats to aid reporting.
Organise digital programme folders and file documentation etc effectively

Artist Liaison

To assist in the arrangements for travel and accommodation for artists.
To arrange meetings between artistsand partners and minute take where appropriate
To support artists when on site or delivering project activity offsite

General

To provide excellent customer service and answer general enquiries from artists, students, teachers, visitors etc, by phone, or in writing as appropriate and in line with Arnolfini’s Customer Service Policy
To use Microsoft office software packages, including Microsoft Outlook, Word and Excel.
To be fully conversant with all Arnolfini policies including Equal Opportunities and Health and Safety and ensure by following established working practices and guidance that all policies are adhered to at all times
To attend and contribute to training or meetings as required
To carry out any further duties as reasonably requested by the Learning Team

Scope for Impact

Enhancing the Arnolfini’s reputation for high quality customer service
Enhancing the efficiency and effectiveness of Arnolfini’s operations

Person Specification

Essential (must have)

Excellent written, verbal and IT communication skills

A proven ability to multi-task and work with complex administration systems to deliver a high quality of work

A proven ability to assess priorities and meet deadlines.

Ability to work under pressure with the minimum supervision

Excellent interpersonal communication skills and the ability to communicate effectively at different levels throughout the organisation.

Working knowledge of Microsoft Office software including Outlook, Word and Excel.

Desirable (should have)

Working knowledge of diary management using MS Outlook

Experience of arranging events and meetings

An interest in Gallery Education or Curation

An interest in and knowledge of Contemporary Art

Experience of working in office administration in a similar environment

About Arnolfini

In a fantastic waterside location at the heart of Bristol’s Harbourside, Arnolfini is one of Europe’s leading centres for the contemporary arts, presenting innovative, experimental work in the visual arts, performance, dance, film, music and events, accompanied by a programme oflearning and participationactivities. Five exhibition spaces, a theatre/cinema auditorium, Reading Room and Light/Dark Studios are housed in the Grade II listed, fully accessible building. The converted warehouse also contains one of the country’s best arts Shops as well as a Café Bar serving the best in local and seasonal produce.

Arnolfini’s mission is to create the conditions for artistic experimentation and audience engagement across the contemporary arts. It provides Bristol and the West of England with a centre for the contemporary arts of international significance.

We believe that it is only through creativity and the free exchange of ideas that individuals become empowered and that society can develop. Art inspires change.

Information for applicants

This paid internship has been created as part of the Creative Employment Programme and supported byCreative Skills Hubthrough theWest of England Local Enterprise Partnership.

The Creative Employment Programme is an Arts Council England fund to support the creation of traineeships, formal apprenticeship and paid internship opportunities in England for unemployed young people wishing to pursue a career in the arts and cultural sector.

You can find out more at:

To apply for the role please send your completed application form to Lisa Whiting, HR Manager at Arnolfini by email at or by post to Arnolfini,16 Narrow Quay, Bristol, BS1 4QA.

Application deadline: Noon, Friday 18September 2015

Interviews: 24/25 September 2015

We anticipate that the successful candidate will be in post by 1 October 2015.

Terms and Conditions

There are certain criteria you must meet in order to be eligible to apply for a Creative Employment Programme funded internship. At the time of applying you must be aged 18 to 24 years old and you must be registered as unemployed with Jobcentre Plus. These eligibility criteria have been approved by the Department of Work and Pensions.

This is a full time post (40 hours per week). The National Minimum Wage age criteria will apply. You will be entitled to 24 days annual leave, plus bank holidays (pro rata, per annum). Standard Arnolfini terms of employment will apply.