Administrative Coordinator

Benefits

• 25 days annual leave (pro rata for part-time staff); plus statutory bank holidays, additionally the office is closed between December 25th and January 1st inclusive, this does not come out of your holiday allowance
• 5% workplace pension contribution

Organisational statement

Commissioning without compromise, Artangel is open to the most challenging ideas and responsive to the rapidly shifting ambitions and expectations of artists and audiences alike. Artangel incubates and delivers exceptional projects by outstanding contemporary artists.

Artangel’s employees contribute to this by being open to new ideas, new partnerships and new ways of doing things and by working strategically to enable all that we do to fulfil its potential.

Role Description

Reporting to the Managing Director and working with the Director and other staff, the Administrative Coordinator is responsible for managing the Artangel office, carrying out general administrative tasks and providing support for the Director. This is a central role
supporting a team of 11 people and has responsibility for the daily functions of a busy office. With multiple tasks to manage, they must be able to effectively prioritise their work, communicate confidently and be efficient and organised.

This is a part-time, flexible role working for 16 hours per week in the Artangel office in Clerkenwell, London. The preferred arrangement is for this to be worked over four half-days with a requirement to be present at the weekly all-staff meeting at 10am on Tuesday mornings.

Job Specific Tasks

Office Management Tasks:

• Ensure the kitchen is regularly stocked with consumables (tea / coffee / milk / sugar etc.)
• Ensure the bathroom is regularly stocked with consumables (toilet roll / paper towels / soap etc.)
• Ensure cleaning equipment is available as requested by the cleaner  
• Purchase stationary on an ad-hoc basis:
  • Office Stationery (pens, notepads etc) 
  • Tech (chargers, laptops etc as required)
  • Light Bulbs / Batteries etc.
• Liaise with external suppliers as necessary: 
  • Lee Security (for alarm issues)
  • Adrian Chiappa (the landlord, for office maintenance issues)
  • Clean Network (for issues with the cleaning)
  • Call Reccora every 2-3 weeks to collect recycling
• Any other ad hoc office management tasks as required

General Administrative Tasks:

• Managing info@ inbox, responding to external enquiries or forwarding to the relevant member of staff
• Answer the office phone and transfer calls as appropriate
• Assist with the administration of recruitment
• Manage general post and deliveries
• Take and circulate weekly staff meeting minutes
• Any other ad hoc administrative tasks as required

Tasks for the Director:

• Book travel and accommodation for the Director (and artists/senior staff members on an ad-hoc basis), and prepare printed travel documents in advance of the travel date 
• RSVP to events on behalf of the Director. Help with their diary management and scheduling meetings, including liaising with external contacts to find the best time
• Research appropriate cafes/restaurants/meeting places for the Director, and make bookings on their behalf
• Organise the Director’s receipts into appropriate categories and upload to Dropbox
• Occasional research
• Any other ad hoc tasks for the Director as required

Person Specification

Essential

• Experience of a similar senior team support and office management role
• Familiarity with basic office systems and technologies
• Familiarity with Mac hardware and Mac OS
• Enthusiasm for the arts
• Ability to form effective working relationships
• Effective communication with a wide range of internal and external stakeholders

Desirable

• Experience of working within the arts sector
• Familiarity with an online office working environment utilising Google, Dropbox etc.

Competencies for the organisation: non-management roles 

Entrepreneurial Skills and Self-management

• Think creatively about effective ways of working
• Look for innovative ways to achieve Artangel’s aims
• Maintain high levels of enthusiasm and commitment
• Constantly strive to gain new experiences and develop skills

Working with Others

• Develop the trust and respect of colleagues to achieve agreed goals
• Share knowledge with colleagues
• Seek to take responsibility and to help colleagues do the same
• Respect different ways of working to enable team to be effective
• Ensure you clearly communicate your diary and working schedules

Planning

• Agree clear short-term plans to support Artangel’s aims
• Communicate these plans to colleagues, clearly outlining expectations
• Achieve these plans using all available resources
• Evaluate results and use learning to influence future planning

Influencing and Communicating Effectively

• Communicate with colleagues clearly and in structured way
• Understand perspectives of colleagues to gain trust and active support

Implementing Change

• Identify opportunities to improve ways of working
• Anticipate impacts of change and react positively

Cost Consciousness

• Understand constraints of funding
• Plan work to achieve given budgets
• Reduce costs through effective working

Environmental Responsibility

• Embed Environmental Responsibility across all aspects of work and operations.
• Evaluate results and use learning to influence future planning.

Inclusive Practices 

• Embed culture of inclusivity at all levels of the organisation. 
• Identify training and development opportunities for team. 
   

How to Apply

To apply for this role, please complete the application form below. Artangel strives to be an equal opportunities employer and we welcome applications from all sections of the community.  Please contact us at info@artangel.org.uk if you require reasonable adjustments to any part of the application process.

All applications will be shortlisted using the information given in Part 1 of the form only. Part 2 will be accessed by the selection panel if you are shortlisted for interview. Part 3 is not accessed as part of the recruitment process at all.

Please email info@artangel.org.uk for any additional information. If we invite you for an interview, please let us know about any access requirements you may have so that we can accommodate your needs (Artangel’s office is on the second floor and is only accessible by stairs).  

You should use the form to demonstrate clearly and fully how you meet the essential criteria for the job. The desirable criteria outlined in the person specification above contain skills and experience that it would be beneficial for a candidate to have. We will only interview those candidates who are the closest match to our specified criteria.  We will not make assumptions about your achievements or abilities – you must make it clear in your application exactly how you feel they match our requirements.

You cannot begin the form and then complete it at a later date. To ensure your application is not lost due to connectivity issues or similar, please write your answers on your own backed-up document and paste over into the form when you are ready to submit it.