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Learning Administrator

At a glance

Bow Arts
Closing date

Employer: Bow Arts

Hours: 35 hours (full-time), Mon to Fri 9am-5pm

Location: On-site Bow Arts office

Salary range: £22,787.50 rising to £23,287.50 on completion of 6th month probationary period

Duration: Permanent

We are seeking a Learning Administrator to join the Bow Arts team. The role holds a key position in the Learning team overseeing administrative, finance and marketing support to the Department to improve services for schools, learning settings and artists.

Our Learning programme creates high quality artist-led projects for children and young people built around individual school priorities. We also provide an artist-led offer of training and INSET to teachers and school support staff. Last year we worked with over 70 schools across 14 London boroughs and delivered nearly 2,000 artist-led educational workshops.

Main Tasks


  • Answering general emails and telephone enquiries relevant to the Learning Department
  • Administering and analysing the learning team’s evaluation and create evaluation reports
  • Preparing project materials and resources as required by the team and external providers
  • Input and monitor department data and provide data and statistics for reports
  • Maintaining appropriate contact lists and databases
  • Diary management for department
  • Maintaining the image database and media library
  • Contribute to the activities of other departments if necessary and as directed by the Head of Learning


  • Raising sales invoices
  • Processing and approving invoices
  • Efficient and cost-effective financial administration
  • Provide information to the Finance team to chase late invoice payments and meet monthly arrears targets
  • Monitor and track project finances alongside project managers
  • Ensure department finance documents are up to date
  • Provide data for monthly and quarterly financial reports


  • Compilation and delivery of the Learning Department marketing strategy
  • Production of regular promotional and marketing materials
  • Maintenance of the Learning pages of and the co-ordination of departmental communications and PR
  • Managing the marketing budget for the Learning Department
  • Using Bow Arts social media to promote the work of the Learning Department
  • Undertake sales activity to secure bookings for educational packages and other education services
  • Represent Bow Arts at relevant events

Client Relations

  • Providing the first point of contact for enquiries to the Learning Department
  • Providing administrative assistance for projects and training as agreed with line manager and clients
  • Disseminating regular communications to our Learning Artists
  • Maintaining departmental client records
  • Assisting team with project and event management, including project visits and artwork installations
  • Assiting the Artist Educator Trainee programme
  • Processing and maintain systems for artist Disclosure and Barring Service (DBS) checks
  • Overseeing the Learning Department work experience opportunities

Other Duties

  • Attending staff and other Bow Arts meetings. Some meetings and training may be held outside of normal office hours, including occasional evening and weekend activities, repaid through TOIL as agreed with your line manager in advance
  • Undertaking any other duties commensurate with the post as directed by your line manager

Person Specification

  • Experience of arts administration
  • Relevant experience or the ability to learn the skills necessary to operate financial monitoring and reporting systems for the department
  • Relevant experience or the ability to learn the skills necessary to provide financial and administrative assistance for the Learning team
  • IT literate with working knowledge of PCs, MS Outlook, MS Office (particularly Excel)
  • Experience of marketing
  • Relevant experience of managing marketing budget
  • Experience of working with a range of people and organisations and building and maintaining good relationships
  • Experience of evaluation
  • Ability to prioritise, meet deadlines and multi-task efficiently
  • Attention to detail, proofreading skills, and good presentation of work

Application Closing Date: 9am, Monday 7th August 2023
Interview Date: Thursday 10th August 2023

For more details about this opportunity, including how to apply, please follow the links below:

Job description:Learning-Administrator-JDPS-July-2023

Application form:Application-Form-Jan-2023 (1) 

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