CULTURAL PROTECTION FUND TEAM ASSISTANT

Transcription

1 . CULTURAL PROTECTION FUND TEAM ASSISTANT This role supports all aspects of the work of the Cultural Protection Fund (CPF) team. Main responsibilities include providing administrative support for the grant-making process, including logging expressions of interest and applications, maintaining databases, processing grant agreements, arranging meetings and taking minutes. In addition, the Team Assistant will play the vital role of acting as the first point of contact for any queries about the Fund, liaising regularly with potential applicants and internal staff. 1 Arts 173 Digital and Communications Manager, Visual ArtsCULTURAL PROTECTION FUND team assistant The British

2 Role Information Role Pay Band Location Duration Reports to: Cultural Protection Fund Team Assistant British Pay Band 6 Cardiff, Manchester or Edinburgh Fixed Term until the end of April 2020 Grants Manager Role purpose To be the first port of call for applicants to the Cultural Protection Fund and provide administrative support to the Cultural Protection Fund team. Strategic Business Unit overview: The British was founded to create a friendly knowledge and understanding between the people of the UK and wider world by making a positive contribution to the countries we work with, and in doing so making a lasting difference to the UK s international standing, prosperity and security. The programmes we use to do this are wide-ranging and cover the arts, education, English, science and society. Our UK Arts team works with the British s global network of offices to achieve significant impact and change by finding new ways of connecting and seeing each other through the arts. Our team in the UK has three main groupings: We have six art form teams; three cross-disciplinary teams; and three country-specific teams in Scotland, Wales and Northern Ireland. Our aim is to see stronger creative sectors across the world that are better connected with the UK. We believe arts and culture are vital to prosperous, secure societies, and that offering international cultural connections and experiences strengthens their resilience. We are uniquely able to make a difference thanks to our extensive and diverse networks in the UK and internationally, enabling us to respond to the individual context of each place we work in. Link to Vision on internet. The Cultural Protection Fund is a partnership with the DCMS (Department of Digital, Culture, Media and Sport). The team will position the British as a lead facilitator and convenor in the provision of cultural protection by forming partnerships with institutions and governments globally. The CPF team will assess applications to the fund through setting clear criteria. An independent, expert Selection Committee will make decisions on grants. The CPF team will then be responsible for monitoring and evaluation of the Fund. The Cultural Protection Fund is an important strand of the British s Culture and Development programme. In the Culture and Development team we use our connections and understanding of the UK contemporary arts and culture sector to support work in the field of international development. Our aim is to align areas of work and regional priorities and to cultivate joined up ways of working. We take an evidence-based approach, and our projects are designed to strengthen cultural relations through shared activity and mutual benefit. Main opportunities/challenges for this role: 2 Arts 173 Digital and Communications Manager, Visual ArtsCULTURAL PROTECTION FUND team assistant The British

3 Support the work of the Cultural Protection Fund team by assisting with the administration of grant applications and maintenance of databases. Communicate effectively and consistently the work of the CPF team, both internally and externally, acting as the first point of contact for all queries to the CPF. Take responsibility for the logging and management of responses to all expressions of interest received by the fund. Organise and take minutes at stakeholder, governance and decision meetings. Work closely with Cultural Protection Fund Operations Assistant to ensure that other administrative duties (e.g. raising purchase orders, creating vendors) are covered during times of high workload. Main Accountabilities: Programme and development support Implements an agreed set of programme activities (including logging expressions of interest and applications and processing grant recipient payment requests) to ensure these are delivered to time, budget and quality. Provides general administrative and logistical support to ensure the smooth running of the grants management system. Customer focus Records information about applications and supports in providing feedback to applicants in a professional and sensitive manner. Is the first point of contact for all enquiries to the Cultural Protection Fund. Takes responsibility for responding knowledgeably and professionally to enquiries about the Cultural Protection Fund work to ensure a high quality customer experience and maintains the team s reputation internally and externally. Prepares guest lists, invitations and registration and makes arrangements for internal and external events (booking catering, venues, hotels, equipment etc.). Sector/subject expertise Actively seeks to develop knowledge of cultural heritage and cultural protection and the Middle East and North Africa (MENA) region. Builds professional networks and information channels that maintain an excellent understanding of relevant developments, stakeholders and opinion formers in the Culture and Heritage sectors (in both the UK and internationally), to support the aims of the Cultural Protection Fund. Relationship & stakeholder management Assists with identifying and cultivating potential/actual partners for project and programme development and delivery, and secures the successful achievement of the objectives of the Cultural Protection Fund. Develop cross team and cross organisation working including colleagues in UK and international offices. Risk & compliance Ensures projects and programmes are delivered in line with British quality standards and Project Management methodologies, including adherence to all process and procedures, governance requirements and communication procedures. Financial and contract management Processes grant agreements for grant recipients in a timely and efficient manner. Supports the accurate and timely payment of grant recipients by raising purchase orders and carries out other financial tasks as required by the team. Makes travel arrangements for external contacts, including flights, visas, accommodation etc. and supports internal team travel requirements, as requested. 3 Arts 173 Digital and Communications Manager, Visual ArtsCULTURAL PROTECTION FUND team assistant The British

4 Actively seeks to ensure value for money on behalf of the British for example when booking venues, travel and arranging services. Leadership & management Shares knowledge, expertise and ideas to support senior managers and peers identifying and/or developing ways in which the Cultural Protection team can make the most effective impact on the British s cultural relations. Managing competing demands on time and resource. Role Requirements: Threshold requirements: Passport requirements/ Right to work in country Person Specification: Qualifications existing right to work in the UK stage stage Minimum / essential Desirable Job Specific Knowledge & Experience A degree in Heritage, Arts or International Development (or similar), or work experience in these fields. Minimum / essential Desirable Experience of working with platforms and databases (proficiency in Microsoft Excel). Experience in a client-facing role, assisting with ad hoc requests and enquiries. Experience of office administration, e.g. organising meetings, minute taking, contract management, reporting, and diary management. Strong written and verbal communication skills. Relevant professional experience within the cultural heritage, arts and / or development sector. Experience of working in the funding / grant-management sector. Project management experience. British Core Skills Communicating and influencing Level 2 Displays good written and verbal skills, setting out logical arguments clearly and adapting language and form of communication to meet the needs of different people/audiences. Managing accounts and partnerships Level 2 Communicates regularly with diverse stakeholders, customers and/or partners to AND AND 4 Arts 173 Digital and Communications Manager, Visual ArtsCULTURAL PROTECTION FUND team assistant The British

5 build mutual understanding and trust. Managing projects Level 2 Examines project data and performance, reporting on progress and recommending corrective action as needed. Planning and Organising level 2 Able to organise own work over weeks and months, or to plan ahead for a team, taking account of priorities and the impact on others AND AND British Behaviours Creating shared Purpose (ESSENTIAL): Creating energy and clarity so that people want to work purposefully together Connecting with others (ESSENTIAL): Actively appreciating the needs and concerns of myself and others Making it happen (ESSENTIAL): Challenging myself and others to deliver and measure better results Working together (ESSENTIAL): Ensuring that others benefit as well as me. Being accountable (MORE DEMANDING): Putting the needs of the team or British ahead of my own Shaping the Future (ESSENTIAL): Exploring ways in which we can add more value. Performance Management only Performance Management only 5 Arts 173 Digital and Communications Manager, Visual ArtsCULTURAL PROTECTION FUND team assistant The British