Recreational Programme Officer

ABOUT NATIONAL CENTRE FOR CIRCUS ARTS

The National Centre for Circus Arts is a world-class educational & professional national training centre for circus arts. Based in a redeveloped Victorian power station in Hoxton, London, N1, we run a degree in circus arts; offer practice facilities, rehearsal and show-devising space to professional performers; offer a wide range of classes for adults and children in the evenings and at weekends and produce public and internal productions. The building is also home to 11 Creative Business Units in the purpose built offices in the Energy Centre.

OVERVIEW OF THE ROLE

You will provide a wide range of support to the well-established recitational programme. This will be in large part administrative, scheduling teachers & classes, dealing with enquiries from participants, undertaking research of other recreational offers in London and supporting the delivery of the activities themselves on the day.

MAIN RESPONSIBILITIES

•  Support various aspects of the recreational courses including scheduling, booking teachers, responding to enquiries and providing up-to-date information about activities.
• Work with the Head of Recreational Programme and other operational teams to ensure high quality delivery of service that enhances the reputation of the National Centre.
• Ensure clear communications and develop excellent relationships with participants and other National Centre departments to improve delivery and to maximise opportunities.
• Work with the Data Manager and the Marketing Manager to ensure that the web presence for recreational classes is effective and up to date.
• Provide administrative support to the Head of Recreational Programme in the tracking and recording of income and expenditure.
• Provide ad-hoc support to the venue hire and corporate workshops team in the scheduling of teachers for workshops.

DETAILS OF RESPONSIBILITIES

Administration

• Provide comprehensive administrative support for our programmed activities, including scheduling teachers, finding teacher cover, ensuring teachers have the correct equipment and set-up to deliver their classes or sessions.
• Support the customer and participant booking process.
• Be aware of the organisation’s overall schedule of activities for the year and how recreational classes fit into this.
• Book classes and courses into our scheduling system (CELCAT) accurately, ensuring the time booked is appropriate for the event.
• Produce teachers’ schedules and briefings and manage absence as appropriate.
• Work with the Buildings & Facilities and Technical teams as necessary to ensure studios are set-up appropriately for classes and courses.
• Attend classes and bookings as required, acting as the Duty Coordinator.
• Working with the team, review and suggest improvements for processes and systems related to recreational activities.
• Provide ad-hoc support to the Corporate team in the delivery of corporate leadership workshops which may involve booking teachers, booking venue spaces and ensuring that planned content can be delivered correctly.

Communications

• Ensuring information on activities is communicated as necessary within the organisation, for example by attending meetings and circulating relevant briefings.
• Develop strong communications with all participants.
• Maintain up-to-date records on participants including attendance registers, ensuring all user information is secure and confidential whether in paper or electronic form, and adhering to our data protection policy.
• Maintain accurate and up-to-date records of activity, including monitoring and evaluation and providing information for reports.
• Respond to customer queries and complaints in a timely manner.
• Liaise with and schedule the Duty Coordinators to ensure they are briefed.

Promotion and Sales

• Support the Data Manager and Marketing Manager in reviewing, updating and developing the information available on our website and social media. Ensure content is effective and kept up-to-date.
• Where possible, obtain customer consent to use images etc from their classes/courses for later promotional purposes.

Financial Records

• Work with the Head of Recreational Programme to maintain accurate records of income and expenditure across all activity areas.
• Work with the Head of Recreational Programme to regularly review class and course pricing and suggest ways to maximise income.

Other

• Ensure safeguarding legislation is adhered to when delivering the programme, including reporting any incidents and escalating them to the National Centre’s safeguarding committee. Undertake appropriate safeguarding training.
• Represent the Head of Recreational Programme at internal and external meetings on occasion.
• Demonstrate a commitment to health & safety and its practical application in all areas of work and encourage a culture of responsibility for H&S throughout the organisation.
• Promote a commitment to the National Centre’s Equal Opportunities & Diversity policy, Disability & reasonable Adjustments commitment and Code of Conduct, along with all other policies that contribute to the operating values and ethos of the organisation as determined in its mission statement.
• Such other duties (commensurate with the role) that may from time to time be reasonably required.

PERSON SPECIFICATION

Experience

• A minimum of 1 year’s experience in an administrative, events or project management role, ideally in an arts/culture organisation.
• Experience of scheduling or booking support functions or services.
• Experience of dealing with safeguarding issues or working within safeguarding policies.
• Experience of managing enquiries and dealing with a variety of customers.
• A track record of identifying and developing internal processes.
• A track record of providing administrative support.
• Experience of financial tracking and reporting.

Skills

• Strong organisational skills.
• Excellent administrative skills
• Excellent communication skills, both written and oral.
• Excellent time management skills: ability to plan, multi-task and prioritise work.
• High degree of accuracy and attention to detail.
• Experience of all Microsoft Office packages.

Personal attributes

• Customer oriented approach.
• An ability to work well with a range of colleagues.
• An interest in streamlining complex issues or processes.
• Interest in the performing arts sector.
• Ability to work effectively and collaboratively across departments.
• Ability to work to deadlines and keep calm under pressure.
• Flexible approach to working hours.

To view the full job description, please click here –> National Centre For Circus Arts – Recreational Programme Officer