PROGRAMME ADMINISTRATOR, THE DRAWING YEAR

Reports to:​ Drawing Year Programme Manager

Salary:£20-​£22,000 pro rata per annum

Hours:Part Time: 30 hours per week; Tuesdays, (9.30am-6.00pm), Wednesday afternoon and evenings (2pm -7.30pm), Thursdays (9.30am-6.00pm) and Fridays (9.30am-6.00pm) (occasional weekend attendance and additional days during busy times will be required)

Location:​Shoreditch and other locations as required

Job Purpose

To provide consistently excellent administrative support to the School’s Drawing Year programme. Supporting the Drawing Year Programme Manager in the successful running of this high profile course.

Principal Responsibilities

The Drawing Year Programme Administrator will provide essential support to the Drawing Year Programme Manager in the effective and efficient delivery of the Drawing Year, coordinating all aspects of the course’s delivery and administration.

The role requires;

  • Effective Administration of the SchoolsMA-level Drawing Year. Working with the School to develop the Drawing Year as a world-class postgraduate programme raising the standard and profile of drawing through teaching and practice.
  • The implementation of effective administrative systems, policies and procedures to provide an organised and efficient structure for the delivery of the course to ensure students can enjoy the course, improve their drawing skills and take full advantage of the opportunities that the course offers. Working in response to the annual plan, systems will include:
  • Student registers
  • Student agreements
  • Course choices
  • Timetables
  • Tutorial system
  • Student records / database of student information
  • Pastoral support

Reporting

  • Communicating and reporting regularly with the Drawing Year Programme Manager to ensure the fluent running of the Drawing Year Programme. Reporting any issues to the Drawing Year Programme Manager and Academic Registrar immediately as they occur.
  • Support the Drawing Year Programme Manager in preparing a weekly one-page report for the Artistic Director and the Academic Registrar on all matters relating to students and the course.
  • Compile registers and monitor / report on student attendance; follow up all cases of non-attendance in a systematic and consistent manner on a weekly basis, keeping the Drawing Year Programme Manager informed of student progress.

Coordination and Administration

  • Administer course choices for all Drawing Year students. Liaising with the Public Programme Coordinator in a timely manor regarding student course bookings.
  • Provide an effective ‘help-desk’ service to students, answering queries and directing them to further sources of help and information as appropriate; all matters requiring academic advice and guidance are to be discussed with the Drawing Year Programme Manager.
  • Maintain a database of necessary student information in accordance with the School’s Data Protection Policy.
  • Issue and monitor a comprehensive and up to date Student Agreement which students sign at the start of each academic year
  • Support the Drawing Year Programme Manager in organising the Monday night drawing classes, the weekly student forum, weekly critical forums, end-of-term crits and any other workshops.
  • Working with the Drawing year Programme Manager Co-ordinate a Fresher’s’ Week which informs students about the course and the School, establishes the School’s expectations and presents the School as a friendly, professional and excellent academic institution.
  • Develop and maintain an online resource for students of key Drawing Year information.
  • Maintain an annual calendar of key Drawing Year events and deadlines on Outlook.
  • Monitor student use of their personal studios; ensure compliance with all of the School’s policies and procedures and in particular, its Health & Safety Policy.
  • Co-ordinate (and where appropriate attend) one-day student drawing trips to the Royal Collection at Windsor and other locations.
  • Organise (and where appropriate attend) residential student painting trips of up to two weeks, in the UK and abroad.

Finances

  • Administer and support in preparing for the Finance Coordinator a monthly record of pay due to tutors, guest speakers and any academic board fees.
  • Coordinate the collection of termly tutor invoices for the Drawing Year.
  • Liaising with the Finance Coordinator and Academic Registrar, administer the School’s student bursary and hardship funds in accordance with the relevant policies and procedures on a termly basis.
  • Ensure all self-employed tutor records and documents are kept up to date.

Admissions

Working with the Drawing Year Programme Manager you will support in;

  • Dealing with all application enquiries by phone, email and in person.
  • Co-ordinating a programme of School Open Days for students considering applying to the Drawing Year
  • Co-ordinating a comprehensive schedule of visits by Drawing Year students and alumni (Drawing Year Ambassadors) to art schools and other appropriate institutions around the country to promote the course to potential applicants.
  • Co-ordinating the student admissions process including the receipt of applications (online and postal), the application fee and the handling of digital portfolios. Organise sketchbook drop off days, selection days and application interviews.
  • Liaising with applicants in accordance with the School’s policies in all relevant matters including results, waiting lists, assessments and interviews; keep records as appropriate.
  • Maintaining and updating an effective and efficient management information system for admissions ensuring adherence with the School’s policies, including its policy on equal opportunities and data protection.

Marketing

  • Keep an up-to-date photographic record of student and course activities.
  • Communicating with the Marketing and Communications department to ensure all information published about the Drawing Year is accurate and kept up-to –date.
  • Administer Drawing Year mail-outs.

Assessments & Tutorials

  • Administer the programme of regular (twice-termly) student tutorials, including the gathering of tutorial reports and ad hoc tutorials from visiting tutors.
  • Administer all arrangements for the visits of the External Assessment Board (twice a year) and for internal assessment days (three times a year) and minute if required.
  • Working with the Drawing Year Programme Manager communicate the School’s assessment requirements to students so that they have a clear understanding of what they are expected to produce on each occasion.
  • Assist in the preparation of Drawing Year reports as directed by the Drawing Year Manager.

Lecture Series

  • Liaise with the Artist on Film and Weekly Evening Lecture Series Curators in order to support the Drawing Year Programme Manager in organising the weekly Lecture Series. Collect entrance fees from Public Programme students. Record (written, photographic, audio, AV) the lectures to be available to the public
  • Communicate Foundation Year student and Public Programme student attendance to the relevant Course Coordinators on a weekly basis.

End of Year Exhibition, Prizes & Awards

liaise with staff, students, technicians, framers, catering staff, volunteers, and selection and hanging team to:

  • Assist the Drawing Year Programme Manager in coordinating the selection and hanging of student work.
  • Support the Drawing year Programme Manager in organising all arrangements for the End of Year Private View and Buyer’s Night.
  • Maintain (in conjunction with other colleagues) a database of invitees to the End of Year Exhibition.
  • Implement, as advised by the Drawing Year Programme Manager, a simple and effective system for controlling the sale of student work, including the receipt of payment from purchasers, the distribution of proceeds to students and the collection / dispatch of works.
  • Maintain an up to date image bank of all Drawing Year events, and ensure artwork is photographed and labelled.
  • Coordinate the School’s archive of student drawings to Clarence House.

General

  • In this role there is an amount of cross over between the Alumni and Public Programmes. Information should be shared across departments and colleagues:
  • Coordinate with the Alumni Coordinator over alumni matters and the continued support of recent graduates of the Drawing Year.
  • Coordinate with the Public Programme Coordinator over termly course choices prior to bookings opening to the public and feedback to the Drawing Year Programme Manager and Academic Registrar on any relevant DY feedback on courses.
  • Keep up to date and informed about alumni opportunities.
  • Support the Academic Registrar across other programmes falling under the remit of his/her post.

Skills and knowledge

  • Be passionate about the Arts
  • A minimum of one year's experience working to support the delivery of a programme(s) in the visual and creative arts; this could be in an educational institution, gallery or museum
  • Degree (minimum 2.1 or equivalent) in the practice of visual or creative arts
  • Proficiency in the use of standard PC software (Word, Excel and Outlook)
  • Proficiency in creation and management of Excel spreadsheets (an understanding of Mail merge techniques is desirable but not essential)
  • An understanding of the importance of the Drawing Year in delivering the School's mission to promote drawing from observation.
  • Direct experience of providing students with advice, guidance and pastoral support
  • Havean ongoing practice in the visual or creative arts
  • A good knowledge of the contemporary art world

Personal qualities

  • Mature, confident, self-starter, capable of independent working and a team player
  • Highly organised
  • Enthusiastic and hardworking with a flexible and proactive attitude
  • A good listener with high levels of emotional intelligence, able to communicate with tutors, speakers, students and staff in an appropriate and timely way