JOB DESCRIPTION. Band 3: 16,541-19,705 pro rata over 3 days per week

Transcription

1 JOB DESCRIPTION Job Title: Job Reference No: Location: Band: Hours of Duty: Accountable to: Accountable for: Any Special Conditions: Programme Administrator L1727 Touchstones Rochdale Band 3: 16,541-19,705 pro rata over 3 days per week 3 Days hours Programme Manager n/a Evening and weekend working and Bank Holiday may be required as directed by the service. This may also include providing these services at any other facility should it be deemed necessary. PURPOSE AND OBJECTIVES OF THE JOB Link4Life and its partners at RBC work within national guidelines and legislation. There is no provision for smoking. To be the administrator in the Programme Team, ensuring that all admin tasks are fulfilled efficiently and accurately. This will include ensuring electronic diary system is up to date, minute taking, contracting, mailouts, finance tasks and all other administrative duties associated with the Programme Team and wider Arts & Heritage Service where appropriate.

2 PRINCIPAL RESPONSIBILITIES AND ACCOUNTABILITIES To administrate the events, outreach and workshop programme as directed by the Programme Manager Draft and circulate contracts for artists and facilitators To do mailouts on behalf of the service To liaise with artists, facilitators, stakeholders and partners, ensuring that information is correctly disseminated in a timely manner. Act as the primary contact for events where required Process relevant finance documents, ensuring that payments are correct and on time Be the primary liaison for building hire in Touchstones Rochdale and where appropriate, other Link4Life venues. Liaise with other teams to ensure correct paperwork is in place for events, such as risk assessments and finance documents. Work with the marketing team to promote events Manage the day to day operations of the electronic diary system, Artifax Meeting facilitation, including room booking, note taking and dissemination of papers. Booking transport and accommodation where appropriate for staff members Update customer records and set up/track events on the ticketing and box office system, Spektrix Keep databases up to date, including tracking consent forms and producing registers etc Develop administrative systems which are efficient, accessible and clear Track sales and audience data on events Secondary duties To supervise volunteers, contractors and work placements as and when required. Contribute to planning and developing the Arts and Heritage Service. To participate in training in relation to the duties of the post. Any other duties or responsibilities of a like nature as may be required by the Arts & Heritage Manager or Programme Manager. To provide cover as necessary in the absence of staff.

3 Responsibilities The Post holder must: - Perform his/her duties in accordance with the Trust s Equality and Diversity Policy. Ensure that Trust s commitment to public service orientation is provided. Control of Resources All relevant personnel Relationships Internal Including staff and senior managers within Link4Life, Rochdale Boroughwide Cultural Trust, Members of the Cultural Trust Management Board. External Including Rochdale Council, Township Committees and Working Parties, Head Teachers, Trades Unions, Elected Members, External Audit, Trades Union Officials, Customers (in relation to complaints, queries and enquiries), Greater Manchester Museums Group, Arts Council, arts and museum organisations, other relevant bodies and voluntary organisations Financial Responsible for ensuring the proper management of financial resources within the approved budgets for facilities and services within the postholder s remit, including control and authorisation of expenditure and generation and collection of income, in accordance with the approved Financial Regulations and Procedures of the Company Buildings/Equipment/Materials To ensure that all buildings, equipment and other materials and physical assets within the postholder s remit are properly maintained and accounted for and kept secure in accordance relevant Company policies and procedures. Health / Safety / Welfare The postholder is responsible for the health, safety, and welfare of himself / herself and other persons who may be affected by his / her actions or omissions whilst at work. Additionally, he / she is responsible for maintaining and implementing the requirements of the Health and Safety at Work Act and for the execution of any duties and responsibilities attached to the post within the Company s Health & Safety Policy and Procedures. Equality & Diversity At all times to work in accordance with the Company s Policy relating to the promotion of equality and diversity and to ensure that these are effectively and pro-actively applied in the delivery of all facilities and services within the postholder s remit. Training and Development The post holder will be responsible for assisting in the identification and undertaking of his / her own training and development requirements in accordance with the Company s Employee Development Scheme. Data Quality To ensure that the Company s policy and procedures in respect of Data Quality is adhered to consistently and at all times in respect of any data collected or used in the planning and delivery of services. Performance Management To promote and practice a performance management culture within all facilities and services within the postholder s remit, including the setting of team and individual performance targets and the implementation of robust monitoring, evaluation and reporting systems.

4 PERSON SPECIFICATION POST: Programme Administrator Band 3 SERVICE: Rochdale Boroughwide Cultural Trust Note to Applicants: The Essential Criteria are the qualifications, experience, skills or knowledge you MUST SHOW YOU HAVE to be considered for the job. The Desirable Criteria are used to help decide between candidates who meet ALL the Essential Criteria. The How Identified column shows how Link4Life will obtain the necessary information about you. If the How Identified column says the Application Form next to an Essential Criteria or a Desirable Criteria, you MUST include in your application enough information to show how you meet these criteria. You should use examples from your paid or voluntary work. ESSENTIAL CRITERIA HOW IDENTIFIED DESIRABLE CRITERIA HOW IDENTIFIED (a) Qualification and Experience Experience of administration procedures in a complex and busy workplace Experience of handling sensitive and private information in a professional manner Experience in developing and maintaining administrative systems (b) Skills and Knowledge Ability to organise work when under pressure Ability to work on own initiative Extensive knowledge and competency using IT systems including Microsoft Office Knowledge of and enthusiasm for arts and heritage Excellent communication skills Excellent verbal and written communication skills and the ability to communicate (written and verbal, including face-to-face) with a wide range of people. Ability to establish and maintain positive working relationships with colleagues and external partners, at Educated to degree level or equivalent professional qualification. Experience of working with personal data and adherence to data protection guidance and laws Ability to use spaces management and ticketing software, preferably Spektrix and Artifax

5 different levels and from diverse backgrounds. Effective interpersonal skills and ability to work alone or as part of a team Understanding of and commitment to equal opportunities and diversity. Experience of dealing with members of the public in person, letters and on the telephone Special Working Conditions Flexible approach to work and changing priorities Current driving licence Application form The ability to work flexible hours in response to changes Interview and development of the services Able and willing to work additional hours to cover for sickness and holidays Interview Must be available to attend on-going training as required by the post Interview Signed (by employee once appointed) Date.