Jobs and Opportunities
Full-time Arts Administrator
Looking for an administrative role in an organisation working directly with the community?
SPID Theatre are looking for a committed, experienced arts administrator to manage administration for our youth projects and community programme. This role will report to the Community Project Producer.
You will be working on three projects: Living Heritage Estate Endz, Far Far Away and Estate Voices. A brief overview is below but please familiarise yourself with fuller details by reading the relevant sections of our website:
- Estate Endz is a living heritage multimedia project about West London council estates which builds on our groundbreaking Kensington Stories Gamechanger. Participants are 13-25 years old.
- Far Far Away is a series of weekly workshops exploring acting, voice, movement, design, writing, filmmaking, and various other arts disciplines. Participants are 8-13 years old.
- Estate Voices is aimed at empowering local adults with skills to organise campaigns, develop their own projects, try new activities and get involved in their local community. Participants are 18+ years.
The Arts Administrator will be responsible for:
Office Management and General Tasks
- Maintain stationary supplies, ordering equipment etc…
- Welcome visitors to space
- Maintain google calendar
- Complete weekly task list sent by line manager
- Responsible for managing own workload regarding task list and flagging in advance any tasks that might not be completed to the requested timeline
- Assist with hiring freelancers and recruiting volunteers as required
- Manage google inboxes and reply to correspondence
- Answer telephone, email and in person enquiries regarding projects
- Act as a main point of contact for youth groups, parents, partners, facilitators, participants, press etc
- Have an understanding of the overall SPID team and community space and direct enquiries appropriately
- Attend and take minutes for a weekly team meeting at a regular time agreed with line manager
- Attend a weekly fixed meeting with line manager to ensure project is on track
- Provide a daily End of Day Report outlining tasks completed and a time in and time out. To be sent to line manager.
- Set up project budgets on shared GDrive
- Update the budget with invoices and expenditure
- Maintain accurate financial records in accordance with funding and legal requirements
- File invoices and receipts physically and digitally
- Responsible for paying out expenses to young people and volunteers and keeping records of payments
- Responsible for final budget invoice reconciliation and sign off
- Monitor and hold responsibility for the Petty Cash spend and reconciliation
- Alert team to any potential overspend or budgeting issues
- Assist with recruitment drives by posting job ads, monitoring responses, shortlisting candidates, arranging interview slots and preparing paperwork
- Assist the marketing and outreach officer with project marketing as required
- Send out press releases and eflyers for events
- Assist with social media and writing blog posts as required
- Edit the website with upcoming events, jobs, project updates etc…
- Uploading content to YouTube and other online platforms
Workshops & Showcases
- Source and purchase materials such as stationery, snacks, materials needed for shows etc…
- Setting up sound equipment and projector when required
- Assist with event managing performances and showcases at the end of each project block
- Create contracts for new staff and freelancers based on Company templates
- Create weekly project schedules and keep contact lists updated
- Maintain archiving of all project documentation and photos/videos/oral history recordings
- Update and file oral history agreements and photo/filming permissions
- Collate feedback on all projects and continually improve these systems
- Ensure correct filing of major documents such as Memorandums and Formal Agreements with partner organisations
This is a guide to the nature of the work required. It is not wholly comprehensive or restrictive and may be reviewed with the post holder and the line manager from time to time.
- A minimum of 2 years administration in a busy office (preferably community arts based)
- A minimum 2 years proven experience managing budgets and financial administration
- Working knowledge of maintaining charity financial records for audit
- Experience working with young people aged 8–25 and their parents/carers
- Experience of supporting community activity programmes
- Excellent communication skills with the ability to develop rapport with a wide range of community members and young people to grow engagement
- Excellent organisational and time management skills
- Due to the nature of this role, a DBS check will be required
- Local knowledge and experience of working within Kensington & Chelsea
- Experience of working on immersive / site-specific performance
- Experience with Google Docs and Google Drive
This role is based in Kensal House (W10 5BQ) in Ladbroke Grove.
Deadline: 12pm Tuesday 27th August
Interviews: Thursday 12th September
Role starts: ASAP after acceptance of position
Salary: £18,200 per annum (full-time 35 hours a week)
Contract Duration: September 2019 – August 2020 (exact dates tbc upon appointment)
Paid Holiday Allowance: The employee is entitled to 6 weeks paid holiday (inclusive of 8 bank holidays). This is currently 30 days for the whole period.
Working hours will be as follows (including 1hr lunch unpaid):
Tuesday: 11:30 – 7:30pm
Wednesday: 10am – 6pm
Thursday: 12:30 – 8:30pm
Friday: 10am – 6pm
Saturdays 10am – 6pm
Please email firstname.lastname@example.org using ‘Application for Arts Administrator’ in the subject line. Include your CV and a one page cover letter outlining your suitability for the role with reference to the full job description.
Applications from the local North Kensington community are preferred and strongly encouraged.
We may close the advert early once a suitable applicant is found so please apply sooner rather than later.
VOLUNTEER PHOTOGRAPHERS & VIDEOGRAPHERS
Calling all professional photographers and videographers!
Interested in giving some of your time and skills back to your local community? S.P.I.D. Theatre are in need of professional photos of their youth workshops and community performances to help promote their work throughout the local community.
What we need from you:
- 2-3 hours of your time on a Tuesday or Saturday afternoon
- 25 edited images/footage
We are happy to provide travel expenses on the day. If you would be interested, please contact Olivia at email@example.com.
VOLUNTEER WORKSHOP ASSISTANTS
To help us in our mission of providing free drama workshops for young people in North West London. This is an incredible hands-on experience if you are aiming to develop a career in either community work or drama.
At the moment we need Volunteer Workshop Assistants for our next block Far Far Away programme running on Tuesdays from 17th September 2019 until the 3rd December 2019. The workshops happen every Tuesday (except half term) from 4.45 pm to 6.15 pm at Kensal House (W10 5BQ). You will need to be in from 4.00 pm until 6.30 pm, to set up before the workshop as well as break down and do feedback afterwards with the workshop assistant(s) and the Project Leader.
You would be working with maximum 20 local young people aged 8-13 year olds each session. In the workshop there will be a facilitator, a member of SPID staff and 2-3 workshop assistants. You will be paid £5 for travel expenses. The theme for this block will contemporary dance.
Ideally we would love to find someone to volunteer for all the workshops from September to December. In any case, let us know your availability and we will figure out how to organise it.
If you are interested, please contact us on firstname.lastname@example.org or at 0208 969 4570