Programme and Events Coordinator
JOB DESCRIPTION
Hours:
Salary:
Holiday:
Responsible to:
Type of contract:
Base:
Probationary period:
19 hours per week
£12,000 (£24,000 pro rata)
15 days per annum (30 days pro rata including Public Holidays)
Deputy Director
Fixed term until March 2017
We do. office – Honley, Holmfirth
3 months
MAIN FUNCTION OF THE ROLE
The purpose of this role is to coordinate a range of events and activities related to @home and Culture Club.
The primary focus will be to work closely with and support the @home and Culture Club Project Managers to
effectively plan and deliver both of those initiatives.
The Programme and Events Co-ordinator will have the following main strands to their work:
1. Event coordination and managing the detail of events
2. Front of house and leadership at events, providing a visible and welcoming presence for attendees
3. Programming support – working with the Culture Club and @home Project Managers in developing the
detail of the published programmes
4. Relationship development - with Culture Club and @home members and with care, arts and culture
organisations
5. Supporting training events – working with the @home and Culture Club Project Managers to organise and
deliver training for the care and arts and culture sectors
In both instances @home and Culture Club will involve a wide range of events and activities that will be
programmed by the Project Managers. These could include anything from theatre or gallery trips, an RSPB walk
on the moors, adult puppetry in a care home or a string quartet in a local village hall. The Programme and Events
Co-ordinator’s role will be to coordinate the big and small detail of these events.
We do, 3 New Street, Honley, Holmfirth, HD9 6AL
Tele: 01484 663518 Email: hello@wedocreativity.co.uk
Company number 5211168
Of significant importance will be the relationships that the Programme and Events Co-ordinator forges with
members of both schemes, whether that be individual members of Culture Club or care home managers, staff,
residents and family members who are taking part in @home. The post holder will need to share We do’s values
and approaches to helping people and places to flourish. In these projects that will mean having a good
awareness of how the experiences we offer can be made accessible and enjoyable by members and a proactive
approach to making them happen.
The post holder will act as a reliable point of contact and an encouraging and reassuring figure to members and
potential members who require a little support. A front of house role at events and activities will be required to
provide a familiar face for all members but particularly for those who are new or lacking in confidence, or sense of
entitlement to arts provision. In short the post holder will remove some of the risk factors for members until they
become more familiar with the initiatives and more confident in taking part.
The post holder will liaise and negotiate details and arrangements with a wide range of arts and culture partners
as well as care homes, community groups and venues. S/he will need to be highly organised and be able to
communicate those details clearly to other people.
We do. are committed to developing best and next practice with these initiatives and to demonstrating the
impact of arts and culture on helping people and places to flourish. The Programme and Events Co-ordinator will
be required to take part in helping the company to achieve this.
SUMMARY OF KEY WORKING RELATIONSHIPS
The Events Coordinator will work with:
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Deputy Director – on matters of company policy and line management procedures
Project Managers for @home and Culture Club – on event planning, programming and monitoring of the
initiatives
We do. Company Administrator - on administration and communication with members
Arts, Culture and Care Sector partners – on detailed event coordination
Volunteers – to coordinate support for activities and events
DUTIES AND RESPONSIBILITIES
Event coordination and management
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Act as front of house for events and activities – managing activity and welcoming and supporting
audiences and participants
Lead on making detailed logistical arrangements for events and activities
Book, contract and manage artists and performers accordingly
Work with the Project Managers to undertake risk assessment and management of relevant activities
Work with the Project Managers to recruit, support and organise the activities of a small collective of
volunteers who can offer members moral and practical support in accessing and attending events
We do, 3 New Street, Honley, Holmfirth, HD9 6AL
Tele: 01484 663518 Email: hello@wedocreativity.co.uk
Company number 5211168
Programming and development support
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Support the Project Managers to develop the programmes through excellent event planning and
coordination. This could mean negotiating deals with a theatre or restaurant, arranging room hire,
booking a speaker or coordinating transport arrangements.
Develop and maintain relationships with a range of arts and cultural partners to ensure best value for club
members, the smooth running of events and to create great arts experiences.
Support the Project Managers to write, design and publish the programmes for both Culture Club and
@home
Promotion and outreach
Work with the Project Managers to:
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Promote both @home and Culture Club in appropriate public and professional platforms
Give presentations to relevant forums, networks and organisations
Generate relevant written and visual materials to document and promote both initiatives
Identify and act on opportunities for positive press coverage in local, regional and national press and in
specialist journals and magazines
Training and support
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Support the Project Managers in the coordination and management of training sessions for both the care
and arts sectors
Develop support tools for care homes and arts and culture sector organisations such as ‘how to’ guides
Work with the Project Managers to develop local arts provision mapping for use by care homes and
enable their use of it
Finance, administration and reporting
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Record spending on event budgets as allocated by Project Managers
Contribute to any relevant activities around fundraising and sustainability for the initiative
Contribute to the production of appropriate reports for funders and partners
Contribute to evaluation activities
Take part in data collection and evaluation in keeping with an agreed framework
We do, 3 New Street, Honley, Holmfirth, HD9 6AL
Tele: 01484 663518 Email: hello@wedocreativity.co.uk
Company number 5211168
Other Requirements
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Work with the whole We do. team to ensure high quality standards
Frequent evening and weekend work will be required
Travel across West Yorkshire will be required
Participate in We do. team meetings, planning and away days and appraisals, as deemed appropriate
Undertake further training in line with the requirements of the role
Act at all times in accordance with the We do. equal opportunities policy.
Observe and adhere to guidance laid out in the We do. staff handbook and other relevant policies
Work within the requirements laid down in We do. Health and Safety policies
Undertake general housekeeping duties alongside other staff to ensure shared work spaces are kept tidy
and safe
Priorities may vary from time to time as We do’s service development and delivery changes and this
job description may be reviewed as a result. Any proposed amendments to this job description will
only be made after consultation with We do staff.
We do, 3 New Street, Honley, Holmfirth, HD9 6AL
Tele: 01484 663518 Email: hello@wedocreativity.co.uk
Company number 5211168