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Freelance Position Available

Title: Arts Participation Co-ordinator

Hours: 8hrs per week  

Fee: £10 per hour

Term: Fixed for 6 months, with potential to extend

Type of Contract: Freelance  

Working Hours: Flexible, to be negotiated

Location: OVADA, 14A Osney Lane, Oxford, OX1 1NJ

Reporting to: Arts Coordinator

Working with: Artists, Tutors, Volunteers, Students, Education Subcommittee, Programme Subcommittee, Board of Trustees, Participants.



OVADA is a dynamic, artist led organisation, passionately committed to the development of artists and promoting access to high quality arts. We work in a number of ways to provide an enabling platform for emerging contemporary artists and creative practitioners in Oxfordshire and the South East. Our reputation for supporting progressive work, creating relevant professional development programmes and making art more accessible to new audiences is at the very heart of what we do.  

We put the development of artistic practice and successful engagement of participants, at the centre of our work by:

  • Commissioning innovative new work and encouraging creative risk taking.
  • Exhibiting engaging work in our warehouse space and other off-site locations to a professional standard.
  • Supporting artists to succeed through professional development opportunities.
  • Creating and supporting artists’ networks in the area and beyond to offer an environment for the transfer of skills, knowledge & experience.
  • Encouraging a vibrant arts community in Oxfordshire, including an expanding Associates programme.
  • Developing new partnerships and audiences for contemporary art to increase and sustain participation.

Find out further information about OVADA HERE



We are seeking a freelance Participation Co-ordinator to build upon the success of OVADAs exhibition, participation and education programme. This role will enable us to deepen our engagement with the local community and expand our Learning and Education work, including the Warehouse Art School. The ideal candidate will be flexible and reliable, with excellent communication and organisational skills. We are looking for a creative thinker with experience of working in or training related to the visual arts.



Main purpose of role:
To assist in the planning and delivery of specific aspects of OVADA’s Education and Participation programme by:  

  1. Co-ordinating the Education and Events Programme, including managing Course/Class Bookings, Administration and Marketing.
  2. Develop and expand the Education and Events Programme.
  3. Joint management of the administration for OVADA’s Associates network and working with the Associate Coordinator to deliver events.    
  4. Work with Volunteers and Work Experience Students to increase Participation.
  5. Generally help to develop and promote OVADA’s Aims and Objectives.

Key Areas of Responsibility:

  1. Co-ordinate and manage the Education and Events Programme
  • Assist with coordination of our education programme and participatory projects as required including booking spaces, completing internal paperwork and risk assessments, supporting artists/tutors in planning and delivery, sourcing/purchasing materials and setting up spaces with furniture/equipment.  
  • Take bookings for OVADA’s Education Programme (classes, workshops, courses and events).
  • Publicise the Education Programme by posting from OVADA’s Social Media Accounts, distributing prospectuses, posting information onto online listing sites, updating OVADA’s website and sending newsletters.
  • Liaise with Tutors to write copy for classes.
  • Liaise with our in-house Graphic Designer.
  • Manage OVADA’s ‘classes’ email account in addition to a personal email account, replying to enquiries in a timely manner.
  • Check course fees have been received and keep class spreadsheets up to date.
  1. Develop and expand the Education and Events Programme
  • Work closely with the Education Sub-Committee to contribute towards planning and development.
  • Work closely with the Programming Subcommittee to devise new events to support the exhibition programme and increase participation.
  • Assist with the monitoring and evaluation of activities and ensure that data is entered onto the monitoring system as required.
  • Keep OVADA’s Education Guide updated.
  1. Manage the administration of OVADA’s Associates network and work with the Associate Coordinator to deliver events
  • Administer Associate Applications, both online and via paper application form.
  • Upload information and images onto individual Associate Profiles online.
  • Send Associates Packs to new and renewed Associates.
  • Keep the Associates Database up to date and check fees have been received.
  • Liaise with the Associate Coordinator to help deliver social events.
  • Work with the Associate Coordinator to maintain relationships with existing Associate Partners and help to develop new partnerships.
  1. Work with Volunteers and Work Experience Students
  • Help coordinate volunteers and work experience students for the participation programme and work with other team members to arrange training for them where needs have been identified.
  1. General
  • Carry out all duties with full regard to OVADA’s policies.
  • Undertake any additional duties that are reasonable for the level of this post.
  • Welcome guests, invigilate exhibitions and run events, where needed.
  • Based at OVADA (14A Osney Lane, Oxford OX1 1NJ) and other venues for meetings/off-site projects in Oxfordshire, when required. Occasionally travel outside of Oxfordshire will be required for training or Away Days and travel expenses will be reimbursed.
  • This job description is a guide to the nature of the work required. It is not wholly comprehensive and the focus of the five key areas varies, depending on OVADA’s Programme and the time of year.



  • 8 hours per week, worked to a flexible pattern which may involve occasional evenings and weekend working.
  • Paid monthly, upon invoice for the hours worked.
  • Work-related travelling expenses will be payable in line with the relevant conditions and rates agreed.
  • This is a freelance contract, with the post-holder responsible for declaring their earnings and making tax and national insurance contributions appropriately.



  • A creative thinker with experience of working or training within the visual arts.
  • A highly methodical and well organised approach, demonstrating attention to detail and the ability to plan and prioritise work independently to meet deadlines and budgets.
  • Excellent interpersonal and communication skills (both written and verbal) with participants, visitors and team members.
  • Proficient in Microsoft Applications (Word / Excel) and Google Drive.
  • A flexible working approach may include some evening and weekend work as required by OVADA’s Programme, and the ability to work efficiently with limited resources.
  • Knowledge of Social Media platforms and the ability to coordinate Facebook, Twitter and Instagram business accounts.
  • Confidently numerate, with basic bookkeeping skills (Excel).
  • An ability to work in line with OVADA’s ethos.


  • Experience of co-ordinating events/classes of varying kinds.
  • A background of working with not-for-profit companies/charities.
  • Knowledge of Photoshop and Indesign.
  • Experience of updating websites using WordPress and mailing list software, such as Mail Chimp.
  • Confidence writing promotional material and press releases.
  • Experience with Adult Learning.
  • Experience of working with Children and Young People.
  • Understanding of Safeguarding good practice.
  • Knowledge and appreciation of Contemporary Art.
  • A genuine commitment to making the contemporary arts accessible.
  • Willingness to learn new skills and partake in training.


  • Free OVADA Associate Membership.
  • Discounted classes and courses.
  • Free entry to all OVADA events.
  • DSB certificate and Safeguarding Training, as required.
  • Other relevant training, as required.


OVADA does not discriminate against eligible applications on the grounds of gender, sexual orientation, race, nationality, ethnic background, religion, disability or age, and is committed to building a diverse workforce.


Please download and complete this application form, either as a Word Document or PDF. Please return this form with a brief covering note outlining your availability including details of any notice periods and holiday commitments by email to:

Upon application you will receive a link to complete an optional anonymous Equal Opportunities Monitoring Form by email.

Application deadline: 14th August 2017 at 12 noon.

Contract to start in September 2017.

Download a PDF version of this page HERE.

If you have any questions about this position or the application process please email:


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