Job Description

Programme Coordinator – London Creative Network

Employer SPACE (Art Services Grants Limited)

Hours of work: 9-5pm five days per week

Reporting to: Programme Manager

Salary £25,000 per annum

Duration of appointment: Fixed term contract to December 2018

Start date: asap

Context of role:

SPACE is a radical and innovative visual arts organisation putting art and creativity at

the heart of everything we do.

This is a new fixed-term post to join the team leading London Creative Network,

supported by ERDF. London Creative Network (LCN) assists London-based small

creative companies and sole traders in the digital image, design, designer making and

visual arts sectors to advance their capacities for products, services and development.

The programme is delivered by a consortium of four organisations: Four Corners,

Cockpit Arts, Photofusion & SPACE.

The Project Coordinator will be responsible for assisting the Programme Manager with

the day-to-day administration of the programme and assisting the Artist Development

Manager with events and delivery.

This post is part-funded by the European Union.

Key Tasks

To work with the Programme Manager to ensure accurate reporting of the

London Creative Network activity and to ensure compliance with ERDF

requirements

Provide administrative support for the LCN programme, including collecting,

checking and managing all data from delivery partners, processing grant claims,

maintaining evidence files for outputs

To prepare SPACE programme expenditure and client files for quarterly

reporting

To monitor and check the completion of project documentation to help minimise

errors and ensure reporting of programme outputs

To assist the Artist Development Manager with delivery and participant

relationship management

To assist the Artists Development Manager organising and delivering regular

events

To undertake any other duties associated with the London Creative Network

programme as required by the Programme Manager and Artist Development

Manager

General Responsibilities:

To undertake duties pro-actively and work in accordance with SPACE policies,

aims and objectives

To undertake duties with an awareness of the need to promote cost effective and

efficient management, taking into account your post requirements and company

finance as a whole

To maintain confidentiality agreements and to conduct yourself in a professional

manner during the course of your duties.

To demonstrate a willingness to undertake training as required for the

development of the post and enhancement of the company’s skill base.

To engage with staff and clients of SPACE in a positive and constructive manner

To attend staff and other SPACE meetings. Some

meetings and training may be held outside of

normal office hours, including occasional evening and weekend activities, repaid

through TOIL.

To act in accordance with the Equal Opportunities policy and to contribute to

and implement the SPACE cultural diversity strategy.

Working with: LCN Programme Manager and the Artist Development Manager at

SPACE

Skills, experience and knowledge

Experience:

Experience in a customer-facing or client liaison role (telephone, email etc.)

Experience of an office environment

Experience of assisting during events or workshops desirable

ERDF experience is not necessary though an advantage

Skills:

Good administrative skills supported by basic ICT skills (including Microsoft

Word and Excel)

Systematic and methodical

Excellent interpersonal skills

Key responsibility:

Key

Responsibilities

Specific Tasks Business Objective

Compile and Manage

Client files for SPACE

programme

participants

Prepare, update and

complete SPACE client files

for quarterly claim returns

To ensure that ERDF

requirements are met

To ensure the claims are submitted on

time and meet funders expectations

Compile

Procurement files for

programme

expenditure

Compiling of quotes invoices

and programme specific

documents to create

procurement files

To ensure SPACE procurement meets

the ERDF regulations

To prepare

expenditure files for

the SPACE

programme

To collate expenditure

evidence, including SPACE

timesheets

To ensure ERDF

requirements are met

To comply with contractual

agreements with funding bodies and

to accurately draw down payments

from funding bodies

Assist Programme

Manager with

quarterly claim

report

Help with verification of

client and expenditure files

from programme partners

To ensure the claims are submitted on

time and meet funders expectations

Keep programme

monitoring tools up

to date

Record programme data

using tools provided by the

Programme Manager

To ensure accurate on-going

management of the programme

Assist Artist

Development

Manager with

programme delivery

Assist managing participant

relationships in person and

via email/phone

Assist during selection and

enrolment of new

participants

To ensure SPACE delivers a

programme which is in-line with ERDF

output objectives

Assist Artist

Development

Manager organising

and delivering

events

Coordinate

workshops/events delivery

with external and in-house

consultants

Prepare event paperwork

and manage any follow-up

after events

Set-up and assist during

events

Manage stock control for

event supplies and

equipment

Manage event bookings and

liaise with participants to

ensure good attendance is

maintained

To ensure SPACE events are managed

efficiently and correct paperwork is

collected and prepared for quarterly

claim returns

Leave & working hours

You will be entitled to 25 days of paid leave (plus Bank Holidays) per annum,

You will be expected to work occasional evenings and weekends as required.

Deadline for applications: 28th November 2016– 9am

Interviews: 13th of December 2016

Please complete and return:

Application form

Equal Opportunities Monitoring Form

Email: recruitment@spacestudios.org.uk

Post: 129 – 131 Mare Street, London E8 3RH

Person Specification

Essential Desirable

Educated to degree level or have strong relevant

experience in a similar role

Prior experience of working on

ERDF projects

Possess a systematic approach to complex

administrative duties, including precise

management of records

A desire to work in an

administrative capacity

Ability to word process, create and maintain

spread-sheets and use database programs to a

good standard

Working knowledge of social media

platforms and online event booking

systems

Proven track record in a customer focused or client

liaison role

Interest in and understanding of the

needs, motives and challenges faced

by artists and creative SME’s

A desire to assist with programme delivery and

associated events

Event or workshop coordination

experience