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Job Description
Programme Coordinator – London Creative Network
Employer SPACE (Art Services Grants Limited)
Hours of work: 9-5pm five days per week
Reporting to: Programme Manager
Salary £25,000 per annum
Duration of appointment: Fixed term contract to December 2018
Start date: asap
Context of role:
SPACE is a radical and innovative visual arts organisation putting art and creativity at
the heart of everything we do.
This is a new fixed-term post to join the team leading London Creative Network,
supported by ERDF. London Creative Network (LCN) assists London-based small
creative companies and sole traders in the digital image, design, designer making and
visual arts sectors to advance their capacities for products, services and development.
The programme is delivered by a consortium of four organisations: Four Corners,
Cockpit Arts, Photofusion & SPACE.
The Project Coordinator will be responsible for assisting the Programme Manager with
the day-to-day administration of the programme and assisting the Artist Development
Manager with events and delivery.
This post is part-funded by the European Union.
Key Tasks
To work with the Programme Manager to ensure accurate reporting of the
London Creative Network activity and to ensure compliance with ERDF
requirements
Provide administrative support for the LCN programme, including collecting,
checking and managing all data from delivery partners, processing grant claims,
maintaining evidence files for outputs
To prepare SPACE programme expenditure and client files for quarterly
reporting
To monitor and check the completion of project documentation to help minimise
errors and ensure reporting of programme outputs
To assist the Artist Development Manager with delivery and participant
relationship management
To assist the Artists Development Manager organising and delivering regular
events
To undertake any other duties associated with the London Creative Network
programme as required by the Programme Manager and Artist Development
Manager
General Responsibilities:
To undertake duties pro-actively and work in accordance with SPACE policies,
aims and objectives
To undertake duties with an awareness of the need to promote cost effective and
efficient management, taking into account your post requirements and company
finance as a whole
To maintain confidentiality agreements and to conduct yourself in a professional
manner during the course of your duties.
To demonstrate a willingness to undertake training as required for the
development of the post and enhancement of the company’s skill base.
To engage with staff and clients of SPACE in a positive and constructive manner
To attend staff and other SPACE meetings. Some
meetings and training may be held outside of
normal office hours, including occasional evening and weekend activities, repaid
through TOIL.
To act in accordance with the Equal Opportunities policy and to contribute to
and implement the SPACE cultural diversity strategy.
Working with: LCN Programme Manager and the Artist Development Manager at
SPACE
Skills, experience and knowledge
Experience:
Experience in a customer-facing or client liaison role (telephone, email etc.)
Experience of an office environment
Experience of assisting during events or workshops desirable
ERDF experience is not necessary though an advantage
Skills:
Good administrative skills supported by basic ICT skills (including Microsoft
Word and Excel)
Systematic and methodical
Excellent interpersonal skills
Key responsibility:
Key
Responsibilities
Specific Tasks Business Objective
Compile and Manage
Client files for SPACE
programme
participants
Prepare, update and
complete SPACE client files
for quarterly claim returns
To ensure that ERDF
requirements are met
To ensure the claims are submitted on
time and meet funders expectations
Compile
Procurement files for
programme
expenditure
Compiling of quotes invoices
and programme specific
documents to create
procurement files
To ensure SPACE procurement meets
the ERDF regulations
To prepare
expenditure files for
the SPACE
programme
To collate expenditure
evidence, including SPACE
timesheets
To ensure ERDF
requirements are met
To comply with contractual
agreements with funding bodies and
to accurately draw down payments
from funding bodies
Assist Programme
Manager with
quarterly claim
report
Help with verification of
client and expenditure files
from programme partners
To ensure the claims are submitted on
time and meet funders expectations
Keep programme
monitoring tools up
to date
Record programme data
using tools provided by the
Programme Manager
To ensure accurate on-going
management of the programme
Assist Artist
Development
Manager with
programme delivery
Assist managing participant
relationships in person and
via email/phone
Assist during selection and
enrolment of new
participants
To ensure SPACE delivers a
programme which is in-line with ERDF
output objectives
Assist Artist
Development
Manager organising
and delivering
events
Coordinate
workshops/events delivery
with external and in-house
consultants
Prepare event paperwork
and manage any follow-up
after events
Set-up and assist during
events
Manage stock control for
event supplies and
equipment
Manage event bookings and
liaise with participants to
ensure good attendance is
maintained
To ensure SPACE events are managed
efficiently and correct paperwork is
collected and prepared for quarterly
claim returns
Leave & working hours
You will be entitled to 25 days of paid leave (plus Bank Holidays) per annum,
You will be expected to work occasional evenings and weekends as required.
Deadline for applications: 28th November 2016– 9am
Interviews: 13th of December 2016
Please complete and return:
Application form
Equal Opportunities Monitoring Form
Email: [email protected]
Post: 129 – 131 Mare Street, London E8 3RH
Person Specification
Essential Desirable
Educated to degree level or have strong relevant
experience in a similar role
Prior experience of working on
ERDF projects
Possess a systematic approach to complex
administrative duties, including precise
management of records
A desire to work in an
administrative capacity
Ability to word process, create and maintain
spread-sheets and use database programs to a
good standard
Working knowledge of social media
platforms and online event booking
systems
Proven track record in a customer focused or client
liaison role
Interest in and understanding of the
needs, motives and challenges faced
by artists and creative SME’s
A desire to assist with programme delivery and
associated events
Event or workshop coordination
experience