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Office Coordinator
3 months ago
Extraordinary opera, extraordinary people
We have a vacancy for an
Office Coordinator to join our Learning and Engagement (L&E) department on a six-month fixed-term contract.
Reporting to the Head of Learning & Engagement, you will be an essential part of the L&E team, providing administrative support to ensure the smooth running of the L&E programme.
You will coordinate the day to day running of a busy office, processing financial and safeguarding paperwork, participation data (including the annual Arts Council England data return), and organising project resources in the office.
The Office Coordinator is the main point of contact for enquiries by the general public, participants, and other departments at Glyndebourne.
Key Tasks and Responsibilities
-
Business Operations_
- Ensure an integrated and efficient L&E approach is achieved, with a consistent approach to planning and administrative processes.
- Regularly review systems in line with organisational planning reviews.
- Administrate all contracting and partnership agreements as required, ensuring templates are kept up to date in conversation with the project team and Head of Governance and Compliance
- Liaise with Building Services to ensure timely repairs and updates to the fabric of the office or IT about maintenance and essential equipment, and maintain stationery supplies.
- Ensure a consistent and effective approach to the use of Google Drive for L&E working documents.
- Be the main point of contact for enquiries by the general public, participants and other departments at Glyndebourne.
- Maintain the L&E content of the Glyndebourne website & intranet, ensuring project teams supply up to date and relevant information
- Produce and proof communications for internal and external audiences where appropriate
- Organise meetings as required and take minutes.
- Work with Glyndebourne's Archivist to develop a consistent and efficient approach to the L&E archive both paper and digital.
Financial Tasks_
- Ensure an integrated and efficient approach to L&E financial systems and processes
- Maintain an overview of financial performance, providing financial reports as necessary, working closely with the Head of L&E
- Work with project managers to ensure project spend is well monitored and tracked effectively
Evaluation and Data Monitoring_
- Day to day management of the L&E database using Tessitura, ensuring that data is regularly cleaned and tracked
- Close working with the L&E and Trusts & Partnerships manager and Audience Insight Manager to ensure accurate and timely data collection.
- Analyse and prepare relevant statistical reports where necessary to support quarterly returns to Arts Council England
- Support the gathering and analysis of data and evaluation for funding reports and analysis of the measurements of success
Compliance_
- Ensure a safe, inclusive and welcoming environment by adhering to all compliance requirements including Health & Safety; Safeguarding; Equality & Diversity; GDPR;
- Work with Project management teams and the Rights & Content Coordinator to ensure all media and permissions are secured and all records of photography and recordings are saved and securely stored.
Wider team contribution_
- Play an active role across the L&E team
- Act as an ambassador for Glyndebourne, positively promoting the programme internally and externally
- Share responsibility for housekeeping and standards within the department
Knowledge, Skills and Experience
Essential
- Demonstrably excellent administrative and organisational skills with a systematic approach to managing a busy office environment
- Excellent written and verbal communication skills with an enthusiasm for communicating with a range of different groups.
- Proven experience of data analysis, managing databases and information systems
- Team player and experience of working in a team.
- Ability to deal with a diverse workload, work under pressure, and manage multiple priorities, both short and longterm.
- Excellent IT skills (Google apps, Excel)
- Experience of proofing and/or editing.
Desirable
- An interest in arts education.
- Commitment to widening diversity
- Experience of working with young people and/or community groups.
- Understanding of best practice in Safeguarding; Health & Safety; Equality and Diversity; management of data in line with GDPR
- Ability to deal sensitively with a range of external and internal stakeholders in a confident and professional manner
- Accuracy and attention to detail
- Ability to take initiative as appropriate
- Ability to maintain discretion and confidentiality
- Experience of Tessitura or equivalent database system.
Special Requirements
Salary and Benefits
We can offer a salary of up to £27,300 per annum pro rata dependent on experience.
The contractual hours of work are 35 per week however you may be required to work additional hours to meet the demands of the role.
