Job Description: This role provides administrative support to the Visual Arts Programme team in all aspects of their work organising international British Council collection exhibitions and visual arts programmes. Responsibilities include: database management, copyright clearance, picture research and other aspects of record keeping including filing, archiving and evaluation; assisting with research, collating and analysing results; processing contracts; creating and processing purchase orders and invoices, drafting and collating exhibition and programme information and presentations for online, social media, sponsorship or marketing purposes as required. Other responsibilities can include organising travel, preparing briefing notes; managing guest lists and making arrangements for internal and external events and minuting meetings. The role also involves liaising with global British Council colleagues, partner institutions, artists, curators and artist galleries. On occasion, the Programme Coordinator may be required to support the wider Visual Arts team or carry out general office administration. Job Responsibilities: Develops good working relationships with appropriate colleagues throughout the British Council and with partners in the visual art and museum sector to facilitate effective development and delivery of our programmes and the organisation’s British Council’s Arts agenda. Makes travel arrangements for external contacts including flights, visas, accommodation etc. and supports internal team travel requirements as requested. Actively seeks to ensure value for money on behalf of the British Council for example when booking venues, travel and arranging services. Plans and prioritises own work activities, which may span across a range of different projects and programmes responding to changing and at times competing requirements to ensure effective delivery of responsibilities over a monthly time horizon. Maintaining up-to-date records of all activities to support Visual Arts programmes and evaluation. Proactively improve Visual Arts administration systems and record keeping, ensuring projects run smoothly and to plan, working alongside programme managers to achieve this. Build knowledge of the British Council collection as well as UK Visual arts and museums sectors. Under direction, uses agreed Arts and/or British Council templates to produce appropriate communications materials (across a variety of media), to help raise internal and external awareness of specific projects and programmes within designated area of the Arts portfolio (e.g. preparing contracts, sourcing images, copy editing and proof reading text for publication; collating programme information for online or internal marketing purposes). Takes responsibility for responding knowledgeably and professionally to enquiries about the British Council’s residency, exhibition and museum work within the Visual Arts sector to ensure a high-quality customer experience and maintain the team’s reputation internally and externally. Increase knowledge and understanding of international visual arts and museums working practises. Implements an agreed set of project or programme activities (including research, planning, partner liaison and logistics) to ensure these are delivered to time, budget and quality. Managing competing demands on time and resource. Proactive management of purchase order and invoice processing within a large corporate system. Job Requirements: Experience of managing project documentation including stakeholder records, action logs, project budgets and personal data Experience, knowledge or understanding of the UK contemporary arts sector Experience of project administration for example organising travel, finance, events and diary management. Experience of using financial systems to process purchase orders and invoices. Demonstrable proficiency in Microsoft Office applications Job Details: Company: British Council Vacancy Type: Full Time Job Location: London, England, United Kingdom Application Deadline: N/A Apply Here vacancyoptions.com
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