Jobs & Opportunities

Arts & Operations Administrator

Hours of Work: 9am – 5pm, Monday – Friday (with some evenings and weekend work)
Contract: 35 hours per week. Permanent contract with 6-month probation
Salary: £22,000 – £24,000 p.a. f/t (depending on experience)
Annual leave: 25 days, excluding bank holidays
Reporting to: Business Manager/ CEO

We are looking for a friendly and enthusiastic Arts & Operations Administrator to provide comprehensive administrative support to all team members within Poplar Union and support the day-to-day running of the arts and community centre. The Administrator role is a pivotal role at PU with overall office management responsibilities including: first point of contact, office resources, systems maintenance, acting as Duty Manager, co-ordinating Front of House and volunteer staffing, handling hire queries, assisting with larger projects and activities, a broad range of administrative tasks supporting the team, and the day-to-day running of the premises.

The successful applicant with be required to work in PU’s East London venue and be a vibrant, self-motivated individual with outstanding attention to detail, excellent organisational skills and a good sense of humour. They must have strong IT skills, demonstrate an ability to work proactively and be an exceptional communicator, both written and verbal. This varied and interesting role is a great opportunity to learn a wide range of skills and get involved in the running of an arts & community centre.

Passion for the arts and community as well as building management is essential

To apply, please send an email to emma@poplarunion.com with your CV and a covering letter, with the subject line ‘Arts & Operations Administrator application’ before 10am Monday 23 May 2022. Interviews will take place week commencing 30 May 2022.

Background

Poplar Union is unique in its approach to arts and community programming and engagement. Having opened in January 2017, the past five years have seen the organisation develop into an established, respected and much-needed creative and cultural resource and a community hub in one of London’s most diverse, vibrant and challenging boroughs. We take a person-centred approach in all that we do, placing artists at the heart of our creative strategies to nurture new and existing talent and to contribute fruitfully to a health creative eco-system in the East-End.
Furthermore, our community-oriented programming is designed for and with the myriad groups and individuals who make up the diverse landscape of Tower Hamlets and East London more broadly. We run multi-disciplinary programmes that are genuinely inclusive, engaging and up-lifting for our audiences, participants, artists and staff. We are a small but mighty team of passionate individuals who believe in shared vision of communities united through arts, creativity and wellbeing.

Principal Responsibilities

Specific responsibilities include, but are not limited to:

Office

• To have overall office responsibility including office equipment and resources, diary management, filing systems; and the day to day running of the premises, including opening/closing of the building, setting up for events and hires, acting as the first point of contact to the company e.g. answering telephone calls, dealing with visitors and directing enquires to correct staff members.
• Administrative support for any recruitment processes as necessary.
• Working alongside the Office Administrator ordering and purchasing goods for the day-to-day management of the office and premises and for events & hire (stationery, refreshments, workshop materials etc)
• To support the Business Manager/CEO to collate necessary written reports for the Board of Trustees
• Providing comprehensive administrative and operational support to the team, using discretion to identify and resolve first line issues, referring to CEO, Programmers and Business Manager for assistance as necessary
• Organising key team meetings, including co-ordination and distribution of agendas, supporting documents, production and distribution of minutes and follow-up on outstanding actions
• Assessing the range and volume of work to be undertaken for the day or days ahead and planning to ensure work is completed in time and to an appropriate standard.
• Maintaining, efficiently operating, and improving office processes and administrative systems (including filing) in liaison with the office administrator, to ensure the smooth running of the office
• If required, preparing documents, presentations, and other materials to a clear brief, using established formats and standard software
• Ensuring that the centre provides excellent customer service, especially in responding to enquiries by phone, email, letter or in person
• Maintaining the diary/booking system of whole centre including formatting and printing weekly schedule and emailing out Pay What You Can schedule to Artist mailing list
• Maintaining the centre’s database and IT systems, including MIDAS and Spektrix
• Undertaking other duties where necessary and appropriate

Day to Day operations

• Opening the building at 9am and closing at 5pm if no FOH staff in for evening events.
• Acting as Duty Manager during office hours, ensuring all events and hires are set up in conjunction with the office administrator. This will involve locking/unlocking the venue, troubleshooting problems and providing hands-on assistance, including some technical requirements, during daytime classes or events
• Working with the Office Administrator and Facilities Co-ordinators to ensure the venue is maintained to a high standard, insuring cleaning and maintenance are properly carried out. Carrying out daily checks, regular fire alarm & Health and Safety checks and producing any signage required.
• Maintenance of the building including; liaising with E5 Bakehouse on shared aspects of the building, liaising with CaN FM & various contractors to ensure items are repaired, and the building is fully operational.
• Maintaining Health and Safety documentation and ensure all regulations are implemented appropriately
• Build excellent relationships with our freelancers, audiences, and participants as they access the building

FOH / Volunteer Co-ordination

• Co-ordinate Front of House staff and volunteers for events to ensure that the venue is adequately staffed, including the preparation of rotas in liaison with the CEO
• Oversee the ongoing training and development of FOH and volunteers
• Maintain the FOH and volunteer database and assist the CEO with the recruitment of new FOH and volunteers
• Work alongside the Programming team to ensure all event brief documents are completed for FOH and volunteers and that full handover/briefing is delivered to the team
• Create and distribute weekly schedules for FOH teams
• Overseeing the FOH team (duty managers, FOH and key holders) including their contracts, invoices and training

Hires

• Responsible for all PU hires in conjunction with the Office Administrator and CEO including communications, sending relevant specifications, bookings, staffing and arranging any specific requests (i.e. access requirements, catering etc)
• Showing prospective hirer’s the studios and answering queries by phone, email or in person quickly and efficiently
• Identifying advertising channels in order to reach income target for hires
• Ensuring contracts, risk assessments, insurances and any necessary artist/facilitator DBS or certificates are in place for hires
• Supporting all hires for the venue and taking responsibility for event logistics, resulting in the delivery of high quality and profitable hires
• Overseeing Hire invoicing; both incoming and outgoing, and ensuring all payments are received and made on time, including seasonal reports on activity income to the CEO.

Marketing

• Working with the Marketing Department and supporting communications for Poplar Union as directed by the team
• Preparing straightforward analysis, manipulation and interpretation of data for Hires, with a focus on using Spektrix marketing tools

Funding & training

• Working in association with the CEO to identify appropriate fundraising opportunities available
• Keep the company up to date with all relevant opportunities for its growth i.e. funding and training
• Identify and book appropriate training for staff members in association with the Business Manager/CEO

Policy and Planning

• In conjunction with the Business Manager, to keep abreast of legislation and public policy developments relevant to the company’s work
• Maintaining company handbooks and policies ensuring all staff, freelancers, FOH & volunteers have up to date copies
• In conjunction with the Business Manager ensure PU policies are reviewed, updated and maintained at appropriate times and signed off by the Business Manager/Board of Trustees. This includes the following policies: Safeguarding Children and Young People, Health and Safety, Environmental, Data Protection, Equality, Diversity and Inclusion, DBS and Volunteer Policy.
• In conjunction with the Business Manager/CEO to be responsible for company insurance policies including event licences, alcohol licences, PRS licences and public liability insurance

As Arts and Operations Administrator for a small arts venue you will be part of the core team and as such you may be asked to fulfil other duties not listed here to ensure the smooth running of the venue (including some out of hours working).

Skills/Competencies

• Experience working in the arts/culture/community and/or Administration environment
• Experience and knowledge of operations management including Health and Safety requirements and technical equipment set up for events
• Experience of working in a visitor focused environment
• Experience managing or supporting FOH/volunteer teams
• Ability to think quickly, prioritise and multi-task within a fast-paced environment
• Excellent communication skills, both written and verbal
• Strong numeracy skills
• Resourceful with good-problem solving skills / self-motivation and initiative; ability to take ownership of problems and resolve them effectively
• Excellent interpersonal skills; ability to engage confidently and pleasantly with a wide range of people
• Respect and sensitivity towards all communities and cultures; ability to support equality and diversity, promoting an inclusive environment in which all can work and visit
• Ability to work constructively with the rest of the Poplar Union team
• Excellent organisational, time management and prioritisation skills
• Flexibility and the ability to quickly adapt to changing circumstances
• General administrative and operational experience
• Competency in Microsoft Office (Outlook, Excel, Word)
• Experience with ticketing systems and calendar/database software (e.g.Spektrix, Midas) preferred, but not essential
• First Aid training a plus, but can be provided
• Commitment to and enthusiasm for the long-term development of PU
• A degree in arts, events or business studies preferable
• Awareness of equal opportunities and Health and Safety policies and practices desirable
• Experience and knowledge of fundraising desirable

Personal Qualities

• Creative and engaged
• An enthusiastic team player
• Demonstrably committed to engaging local communities with art, culture and wellness


To apply, please send an email to emma@poplarunion.com with your CV and a covering letter, with the subject line ‘Arts & Operations Administrator application’ before 10am Monday 23 May 2022. Interviews will take place week commencing 30 May 2022.