FELLOWSHIPS AND OPERATIONS COORDINATOR
The Clore Leadership Programme seeks an experienced administrator to assist our
Fellowship Manager, and to be the anchor in our small busy, collaborative office,
managing our general operations and systems.
We are seeking someone who has excellent organisational skills, can juggle a varied
workload, can provide strong, efficient administration and has a meticulous eye for
detail and accuracy. As our Fellowships and Operations Coordinator, you will need to
communicate well, especially in writing and on the phone, and be confident with IT.
You will have experience of working in the arts or broader cultural sector and be
interested in training and professional development.
Background
The Clore Leadership Programme aims to strengthen leadership in the cultural sector.
We do this through offering Fellowships and running residential courses, leadership
development days and a board development programme.
Originally initiated by the Clore Duffield Foundation, the Clore Leadership Programme
was established as an independent organisation (company limited by guarantee and
registered charity) in 2004.
For the first two years of our existence, our focus was on setting up the Fellowship
Programme, aimed at shaping cultural leaders through in-depth learning, and tailored
as far as possible to the needs, aspirations and circumstances of between 20 and 25
individuals a year. The structure of the Fellowship includes workshops and residential
courses, an extended secondment, individually-selected training, mentoring and
coaching. In addition, Fellows have the option of undertaking a research project,
supervised by a Higher Education Institute.
Since 2004, over 300 Fellowships have been awarded to outstanding individuals,
some working freelance and others drawn from different types and sizes of
organisations, in areas ranging from archives to film and theatre production. Fellows
have come from across the UK, and from Brazil, Canada, China, Egypt, Hong Kong,
Hungary, India, Iran, Ireland, Jordan and the United Arab Emirates. Many Fellows
have moved into senior leadership roles and are heading up independent
organisations and developing innovative new projects. The Fellowship has proved to
be a self-sustaining network in an ever-growing community. The Programme has
attracted partnership funding from more than 70 different public, private and charitable
sources, which has more than matched the generous investment by the Clore Duffield
Foundation.
In 2006, the Programme expanded its remit with the introduction of fortnight-long
residential courses offering intensive leadership training. Since July 2006, the
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Programme has run 45 Short Courses across the UK, funded mainly by Arts Council
England, and reaching over 1,000 artists, administrators, producers, curators,
librarians, policy-makers and many others in the cultural and creative field: some
working freelance, others running their own charities or businesses, and others
leading teams or projects in larger organisations. We also run one-week courses for
Emerging Leaders, who are at an early stage in their career. One of the factors
contributing to the success of the courses is the involvement of two Fellows as
facilitators on each course. We run follow-up courses (Clore Plus), which are open to
anyone who has been a Fellow or attended a Short Course or Emerging Leaders
course. We also run Development Days, in partnership with other organisations.
Even before the Clore Leadership Programme was launched, the Clore Duffield
Foundation had recognised that if it was going to have an impact on leadership across
the cultural sector, it would need to look at issues of governance as well as executive
leadership. The relationship between executives and Board members is a critical
ingredient in the leadership of any cultural organisation, and the Clore Programme
introduced Board Development as a strand of its work in 2007.
The role of Fellowships and Operations Coordinator
The Fellowships and Operations Coordinator is a member of a team of eight (six fulltime, two part-time) who are based at the Clore Leadership Programme’s offices at
Somerset House in London.
As Fellowships and Operations Coordinator you will be responsible for general
administration, support for the Fellowship Programme, and office management. You
will have lead responsibility for data collection and analysis and for coordinating our
application processes to ensure they are fair, consistent and efficient.
The Fellowships and Operations Coordinator reports to the Fellowship Manager, and
works closely with the Director and Finance Manager on operational matters. He/she
also works with other team members on event and project administration.
It is expected that the Fellowships and Operations Coordinator will allocate their time
roughly as follows:
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Support for Fellowship Manager – 65%
General administration, office management and logistical support to the Chair
and Director – 25%
Systems coordination/data analysis – 10%
The exact breakdown of time will vary during the year. Hours of work are usually 9.30
a.m. to 5.30 p.m. including one hour lunch-break, but times can be varied by
agreement with the Director and Fellowship Manager and according to individual
circumstances.
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Person specification
Essential
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Knowledge, interest and experience of working in the arts or broader cultural
sector in the UK
Knowledge and experience of IT, including excellent skills in spreadsheets,
word processing and presentations
Excellent organisational skills, including project management
Ability to juggle a varied workload
Ability to prioritise and meet deadlines
High standard of accuracy and ability to pay close attention to detail
Effective communication skills, especially in writing and on the phone, and
ability to relate to a wide range of people
Interest in training and professional development
Supportive and empowering approach to working with others, as part of a
small, busy and collaborative team
Desirable
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Experience of data collection and analysis
Experience working with cloud-based CRM systems such as CiviCRM or
Saleforce. Training will be provided if required.
Main responsibilities
Assisting the Fellowship Manager
Working closely with the Fellowship Manager, your responsibilities will include:
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Administration of the application and selection process for Fellows
General communications with all Fellows
Assisting with the induction process for new Fellows
Logistical arrangements for Fellows’ workshops and two fortnight-long
residential courses, and for special events such as the Fellows’ annual
graduation, conferences etc.
Maintaining a register of coaches for Fellows
Collating and updating information about training opportunities for Fellows, and
advising individual Fellows where appropriate
Administration of Fellows’ Research applications and awards
Maintaining up to date records of individual Fellowships
Maintaining detailed, accurate and up to date records of Fellowship funding
agreements, and preparing any related agreements and offer letters
Logistical support to the Fellowship Manager, e.g. co-ordinating her diary,
organising meetings and travel, and assisting with solving any logistical matters
e.g. visa applications for international Fellows
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Office management
This includes:
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Being the first point of contact for the Clore Leadership Programme, and
therefore being present during core office hours and ensuring adequate cover
is provided by other team members during absences
Organising and maintaining administrative, communications and filing systems
to ensure the office runs efficiently and effectively
Maintaining staff records, including annual leave
Preparing the Clore Leadership Programme’s staff handbook and ensuring it is
up-to-date
Ensuring all Clore Leadership Programme employment, statutory and other
core policies (including Health and Safety and Data Protection) are up to date
and staff are aware of them
Making arrangements for staff training, including First Aid
Booking rooms for meetings and other events
Assessing, organising and monitoring service providers e.g. IT support, and
organising and ordering office supplies as necessary
Archiving files and other materials in line with company policy
Liaising with Somerset House Trust on the maintenance of our office premises,
including cleaning and repairs
Ensuring equipment is properly maintained and insured, and that our asset
register is up to date
General administration & support to the Chair and Director
This includes:
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Providing logistical and executive administrative support to the Director,
coordinating diaries, organising external and team meetings and UK and
international travel, drafting correspondence
Preparing, collating and distributing papers for Board and advisory committee
meetings and taking minutes of the meetings
Handling and sorting incoming and outgoing mail
Collating and distributing correspondence, papers, documents, presentations
etc. prepared by the Director or other team members
Working in a flexible, cooperative way, and being prepared to take on any other
administrative duties which may be reasonably required
Data and systems
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Coordinating the application and selection systems for Fellowships and
courses, to ensure they are consistent across all activities
Collecting data about Fellowships and more generally for the Programme as a
whole
Analysing data about applicants and successful candidates, across all
activities, and preparing presentations for the staff team and Board
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Ensuring course reading lists are up-to-date and integrated across all areas of
activity
Communications
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Acting as the first point of contact for incoming enquiries, dealing on own
initiative when appropriate and referring others to Director or relevant team
members
Maintaining an accurate and up-to-date CRM system, working closely with the
Communications Manager
Examples of key contacts:
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The Chair and staff team
Interns who are seconded to the Programme
Members of the Board and Advisory Committee
The staff and Trustees of the Clore Duffield Foundation
Other funders of the Programme, including Arts Council England
Staff of Somerset House Trust
Clore Fellows
External suppliers and providers
Cultural organisations and individuals, including mentors and secondment
hosts
Other organisations providing support to the Programme, or working in
partnership with it
General public
Press and media
Salary
The starting salary will be £30,000 p.a., paid monthly
Hours of work
The Fellowships and Operations Co-ordinator will work 5 days a week, within office
hours (which are normally 9.30 am to 5.30 pm, Monday to Friday, but may be varied
by mutual agreement). On occasion, you may be required to attend evening or
weekend events in addition to normal hours.
We will consider applications for job-shares as well as full-time employment.
Holidays and benefits
25 working days holiday each year, as well as statutory holidays.
A contribution equivalent to 9% of salary will be made to a pension scheme.
The Clore Leadership Programme is an equal opportunities employer and encourages
applications from all sections of the community.
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How to apply
If you are interested in applying, please send a covering letter (not more than 600
words) explaining why you believe you would be a suitable candidate for this post, and
why you want this job, together with a c.v. (no more than 3 pages) with names and
contact details of two people who would be able to provide a reference on your
suitability for the post, if required after interview. You should also download and
complete the Equal Opportunities monitoring form on our website and attach it to your
application. We will interview disabled candidates who meet the essential criteria for
this role.
Your application should be addressed to Sharon Armstrong-Williams, Fellowship
Manager, and sent to info@cloreleadership.org by Friday 30th October. Please write
COORDINATOR in the subject box.
You will hear by 10th November whether or not you have been invited to interview.
Interviews will be held at Somerset House on Tuesday 17th November.
October 2015
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