Job Description: Communications & Admin Officer

(Maternity Cover- 11 Months)

Job Title: Communications & Admin Officer

Reporting to: Business & Operations Director

Responsible for: Volunteers

Working Hours: Full time (37.5 hours per week)

Holiday: 23 Days plus Bank Holidays

Location: The Art House, Drury Lane, Wakefield. WF1 2TE

Salary: Equivalent to £16,500 PA.

Key Objectives:

·  To develop, manage, monitor and maintain all Art House communications, using the website, social media, e-newsletters and other media channels to successfully implement the Audience Development & Marketing Plans.

· To ensure the effective and efficient administration of all Art House internal and external systems & processes.

·  To be the principal point of contact for The Art House’s customers and clients, including visitors, studio holders, members, facility to hire customers and volunteers.

Principal Responsibilities:

Communications

·  Internal and external communications with people using methods and channels appropriate to their needs.

·  Responding to all enquiries and requests in a timely fashion.

·  Preparation, distribution and management of e-newsletters, seeking content through web research, liaison with artist members, trustees, studio holders and staff.

·  Management & updating of the Art House website including news, events and members details.

·  Social Media Strategy Development and Social Media Content Management in conjunction with the Art House Audience Development & Marketing Plan.

·  Research & development of all other media and communications channels in line with the Art House Audience Development & Marketing Plan’s goals and objectives.

·  Ensuring that all Art House media and communication channels are accessible by monitoring, sampling and gathering customer feedback.

·  Collecting, collating and analysing Art House visitor and audience engagement using Audience Finder statistical gathering formats and guidelines.

Customer Service

·  Acting as the first point of contact, welcoming and hosting a wide range of people that use the Art House buildings and facilities, including reception duties, invigilation, inductions and events.

·  Acting as first point of contact for the Artists Membership. Pro-actively supporting Artists and others to join The Art House, make use of the facilities and participate in the organisation’s Artistic Programme.

·  Assisting with ensuring that the facilities to hire are prepared and ready for customer use, working in conjunction with The Building Supervisor to ensure that they are clean, equipped and well presented.

·  Assisting with the organising, training and supervision of volunteers to ensure that sufficient personnel coverage is provided for all facilities and events.

·  Advising the Chief Executive Officer and Business & Operations Director on improvements to customer services and facilities.

Administration

·  To provide administrative services to the organisation and oversee administration systems supporting staff and volunteers in their use.

·  Maintaining accurate records, files and information in relation to the Art House activities and in keeping with organisational needs.

·  Assisting with the archiving and long term filing of those current records when required.

·  Answering all Art House external enquiries via telephone, email or other enquiries.

·  Managing the membership database and ensuring its effective administration

·  Assisting with the management of all bookings for the Art House’s Artistic Programme and Facilities To Hire.

·  Assisting with the organisation of all Board and Sub Committee meetings, including servicing and minuting when required.

·  Managing small budgets, cash handling and processing payments in relation to the role and in line with Art House Financial Policies and procedures e.g. sales, course bookings, travel and facilities to hire.

Equal Opportunities

·  Ensure the intentions and requirements of the organisation’s Equal Opportunities policy are applied personally and by other staff, volunteers, consultants and contractors

·  An active interest in developing your approach to equality and maintaining The Art House’s position as one of the key organisations innovating for equality in the Arts.

In addition, undertake any other duty or responsibility that may reasonably be allocated by the Chief Executive or the Board.

The job description for this position may be reviewed and amended to incorporate the future needs of the organisation.

It is a requirement of the organisation that all staff work in a flexible manner compatible with their jobs, required staffing of the building and in line with objectives. To support this we currently have flexi-time and TOIL, and are moving towards outcome based management.

Person Specification

Criteria / Essential / Desirable
Experience
At least 1 years’ experience working in a busy office environment / x
Experience of general administration e.g. maintaining records and following administrative systems. / x
Experience of working and managing volunteers within a small organisation, preferably within the arts / x
Experience of social media strategy & content management / x
Experience of compiling newsletters, updating websites and media formatting/editing. / x
Experience of Marketing, PR & communications. / x
Experience of solving problems in a customer service environment e.g. hospitality, reception etc / x
Experience of co-ordinating events and meetings / x
Experience of diversity, in any setting / x
Experience of document filing, archiving and data management systems / X
Qualifications & Training
Qualification or equivalent experience of working within any aspect of the arts/creative industries / x
Marketing, Media or Communications qualification. / x
Good numeracy and literacy skills, evidenced by basic qualification, or equivalent experience. / X
A good level of IT literacy in both Microsoft Office (e.g. Word, Excel, Powerpoint) and social media. / x
Health & Safety Training / X
Skills & Attributes
Excellent communication, administrative and organizational skills. / x
Be able to work on own initiative to fulfil tasks whilst working effectively as part of a team. / x
An understanding of how to present information effectively to a range of users. / x
Ability to work to deadlines and manage time and priorities effectively. / x
A strong commitment to the highest levels of customer service and to fulfil the needs of a diverse group of people. / x
Attention to detail. / x
An ability to be flexible in hours worked, according to the needs of the artistic programme and business. / x
Personal Qualities
A supportive attitude to working with others / x
Ability to maintain confidentiality and exercise judgement when communicating with different stakeholders. / x
Proactive, solution focused and creative in your response to identifying and solving problems. / x
A proven commitment to equality and diversity / x
A knowledge and enthusiasm for contemporary visual arts/creative industries and an understanding of the needs of artists. / x
Conscientious / x
A willingness to learn and develop, both on your own initiative and with support. / x
A commitment to welcoming all. An ability and willingness to adapt your approach to suit a wide range of people, including disabled, disadvantaged and people from all minority groups. / x