Creative Engagement Administrator

6 months ago

London, United Kingdom Southbank Centre Full time

**We are looking for an Administrator to join our Creative Engagement team on a full-time, permanent basis.**

**About the role and the team**:
The role sits within the Creative Engagement (CE) team which aims to find new and creative ways for schools, communities and individuals to engage with the Southbank Centres artistic programme, collections and buildings through learning and participation opportunities, inspiring and supporting the next generation of artists and creatives. The CE department has three programme strands:

- Arts and Wellbeing
- Schools
- Talent and Artist Development

In addition, both the National Poetry Library and the Southbank Centre Archive teams sit within the CE department with many collaborative programmes.

The CE Administrator will hold a key role within the team working closely with the General Manager (GM) to coordinate the day to day administrative, HR, financial and operational functions of the CE programme, ensuring that internal organisational processes are followed correctly to deliver CE projects to the required standards.

**Main Responsibilities**:

- Support the team with administrative tasks as allocated including the preparation of artist and freelance contracts, financial administration (raising purchase orders, processing credit card expenses), data entry and desk-based research.
- Support the GM with budget administration, including assisting with reconciliation of live budgets and sharing responsibility for managing the teams central Admin budget.
- Assist the GM and wider team in the coordination of annual CE project and participant data required for Arts Council submissions and other funding bodies.
- Support the GM with the management of room booking systems for the Spirit Level (an area of the Southbank Centre with rehearsal rooms) and the Project Space (two rooms), involving liaising with colleagues across the organisation and external partners, and close collaboration with the Diary Planning team.
- Represent the Creative Engagement team at relevant organisation meetings, including Short Term Diary Planning and Wider Operations.
- Support the CE Marketing & Communications Manager, and the wider team Programme Managers, with CE marketing activity providing administration assistance to coordinate project campaigns and schedules.
- In close liaison with the relevant project lead, administer the Go Live process for events (Southbank Centres process for publishing events on the website) collating copy and images, filling in the respective inventory, completing setups in Artifax, and issuing amends where required. Create a Go Live calendar for CE, ensuring that team members meet deadlines and follow the correct processes.
- Arrange meetings (internally and externally) for the CE team dealing with all related administration room bookings, requirements for meetings (refreshments, equipment etc), collecting guests, distributing agendas and documents, and taking minutes where necessary.
- Support team managers with implementing the induction programmes and procedural setups for new staff.
- Act as the main point of contact for Southbank Centre partner the National Academy for Social Prescribing (NASP), whose office is in the Royal Festival Hall, handling their annual room booking requirements across the site.
- Be part of a team that requires a hands on and proactive approach, contributing to a positive, energetic, creative and mutually supportive environment.
- Demonstrate an understanding of and commitment to the role that diversity and inclusion play in the activities of the Southbank Centre as a whole and in the work of this particular position.
- To work closely with appropriate colleagues to ensure compliance with all relevant legislative requirements, including health and safety, safeguarding, equal opportunities and GDPR.
- Any other duties as reasonably requested by the GM.

**Southbank Centre**

Southbank Centre is Europes largest arts centre and one of the UKs top five visitor attractions, occupying an 11-acre site that sits in the midst of Londons most vibrant cultural quarter on the South Bank of the Thames. The site has an extraordinary creative and architectural history stretching back to the 1951 Festival of Britain. Southbank Centre is made up of the Royal Festival Hall, Queen Elizabeth Hall, Purcell Room and Hayward Gallery as well as being home to the National Poetry Library and the Arts Council Collection. It is also home to six Resident Orchestras (Aurora Orchestra, Chineke Orchestra, London Philharmonic Orchestra, London Sinfonietta, Orchestra of the Age of Enlightenment and Philharmonia Orchestra).

**Our Artistic Mission**

Southbank Centre exists to provide great artistic experiences for everyone. Through art, we invite our visitors to enjoy shared cultural encounters together. To gaze. To listen. To be moved. To discover a new idea or a new perspective. We are proud that for the last 70 years, the performances and exhibitions here have

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