Participation Coordinator Freelance Position Available
Hours: 16hrs per week
Fee: £10 – £14 per hour (tbc)
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: Chair of Trustees
Working with: Course and workshop Participants, Artists, Tutors, Volunteers, Students, Education Subcommittee, Programme Subcommittee, Board of Trustees.
INTRODUCTION TO OVADA
OVADA is a dynamic, artist-led organisation, passionately committed to the development of artists, promoting access to high quality arts, and facilitating the engagement with art professionals such as curators and writers. We work in a number of ways to provide a platform for contemporary artists, creative practitioners and arts professionals 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:
- 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 on our website: www.ovada.org.uk
BACKGROUND TO THE POST
We are seeking a Participation Officer to build upon the success of OVADA’s 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 team player with experience of working independently and familiar with the visual arts sector who wants to lead the development of OVADA’s education and learning provision.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Main purpose of role:
To plan, manage and deliver OVADA’s Education and Participation programme by:
- Coordinating and managing the Education and Events Programme, including Course/Class Bookings, Administration and Publicity/Marketing.
- Developing the Education and Events Programme in the building and digitally.
- Increasing and widening participation by developing new audiences for OVADA’s education programmes and working with volunteers and work experience students.
- Helping to develop and promote OVADA’s Aims and Objectives.
- Publicising and marketing of the Education Programme both on-line and hard copy.
Key duties of the role:
- Manage and coordinate the Education and Events Programme with key responsibilities for budgeting and planning, taking enquiries and bookings, liaising with freelance staff tutors, marketing and advertising the programme.
- Accurate costing and monitoring of the education budget for all activities, including costs of materials and tutors’ fees, proposing ways to reduce cost and increase revenues.
- Advertising 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. Producing images for visual content for online publicity.
- Managing OVADA’s ‘classes’ email account in addition to a personal email account, replying to enquiries in a timely manner. Taking bookings for classes, workshops, courses, talks and events part of OVADA’s Education Programme. Checking that course fees have been received and keeping class spreadsheets up to date. Liaising with Tutors to write copy for classes and with other staff members for support.
2) Develop and expand the Education and Events Programme to include:
- Working closely with the Education Sub-Committee and the Board of Trustees to create a sustainable and well-thought out programme that widens and increases participation.
- Promoting the education programme by keeping OVADA’s education information up to date.
- Monitoring and evaluating the education activities and ensuring that data is entered onto the monitoring system. Collecting and collating feedback from course participants and disseminating this information to the relevant tutor(s). Using this information to plan how courses can be improved.
- Managing the administrative aspect of the OVADA Associates memberships, as well as working with Volunteers and Work Experience Students.
3) General duties will include
- Carrying out all duties with full regard to OVADA’s policies.
- Welcome guests that arrive at the warehouse.
- Invigilate exhibitions and run events, when needed and when agreed with the line manager and depending on the job priorities.
- Deal with general customer enquiries via phone, email and in person.
- Attend, keep minutes and distribute minutes to attendees for the Education sub-committee in a timely manner, and for the Board meetings on a rota with other staff members.
- Liaise with trustees to schedule Education sub-comm meetings.
CONDITIONS OF SERVICE
- 16 hours per week, worked to a flexible pattern which may involve working from home and occasional evening/weekend work.
- 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 self-motivated individual able to work independently and under pressure to meet tight deadlines and with limited resources.
- A team player who is good at multitasking.
- Experience in the visual arts sector.
- 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 to include some evening and weekend work as required by OVADA’s Programme and to be agreed with the line manager.
- Knowledge of Social Media platforms and the ability to coordinate Facebook, Twitter and Instagram business accounts.
- Basic bookkeeping skills.
- Experience of events/classes management.
- Experience in the education sector.
- Willingness to learn new skills if needed, to partake in training if needed, to share own knowledge and skills with team members.
- 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 the application form from our website at https://www.ovada.org.uk/wp-content/uploads/2020/07/Particpation-Coordinator-OVADA_2020.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: email@example.com
Application deadline: 27th July at 12 noon.
Interviews will be conducted during the week beginning 3rd August 2020 virtually via Zoom
Contract to start at the beginning of September 2020.
If you have any questions about this position or the application process please email: firstname.lastname@example.org