Job Description
Creative Programme Administrator
Hours: Part time 28.5 hours to be worked on a flexible basis.
Salary: £15,000 per annum (pro rata)
Main place of work: Prism Arts, Unit 003, Warwick Mill Business Village, Warwick
Bridge, Carlisle, CA4 8RR
Accountable to: The Director and Board of Trustees
Conditions of service: Are stated in the Contract of Employment and Staff Handbook.
They may be altered only by mutual agreement between the employee and the Board of
Trustees.
Job Purpose:
 The provision of administrative support to the Director (Line Manager), The
Operations and Finance Manager and the Lead Artist.
 Assistance in the creative development of programmes where required to extend
and promote the work of Prism Arts.
Principle Duties:
1. Administration
Working under the direction of the Director and supporting the Lead Artist
and Operations and Finance Manager to provide:
1.1.
General administrative support for Prism Arts and associated
Creative Arts Programmes
 maintaining administration systems, databases and contact lists
 liaising with internal staff and contracted employees, external
clients, participants, parents, carers and other service users
through telephone calls, E mails, letters and visits to relevant
venues.
 purchasing office supplies, equipment and materials as required
 Maintaining the work diary & equipment loan book. Organising PAT
testing.
 managing the bookings diary for Prism Arts workspaces and
workshops
 booking venues
 attending full Trustee Board Meetings and other meetings as
required by Trustees or Director
 taking minutes and circulating reports, agendas and minutes.
 booking participants onto Prism Arts events and workshops
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first point of contact for the office e.mail ‘in box’ and telephone
queries.
maintain office diary and equipment loan book
1.2.
Financial administrative support by:
 taking payments for events, workshops and venue hire
 inputting financial information as required
 processing invoices
 maintaining and processing the financial data relating to the Studio
Theatre Programme
1.3
Marketing administrative support by:
 updating the Prism Arts website and associated social networking
sites
 assisting in the design, production and distribution of promotional
materials
 editing and circulating Prism Arts e-newsletters. Set up an e-mail
circulation list
1.4
Monitoring and evaluation administrative support by:
 distributing and collating evaluation forms and data
 maintaining the records of the evaluation data for the Creative Arts
Programmes so that they are :
- available for analysis and the compilation of reports
-comply with the statutory data protection requirements.
2. Creative Programme Development
Providing assistance to the Director and the Lead Artist to develop the
Creative Programme by:
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Liaising with artists and relevant external agencies who are/might
become involved with the Creative Programme
Attending events and workshops as required
Producing and collecting evaluation material
Recording events
Assisting with other aspects of programme delivery as required.
Suggesting or developing new ideas
3. General
Supporting the ethos of Prism Arts, and its policies and practices by:
 undertaking relevant training and other forms of staff development
as determined by staff appraisals and agreed with the Director
 working with the team to support and sustain the organisation as
required by the Director and Board of Trustees
4. Additional notes: The above is not seen as a finite list of duties and
responsibilities, and the Board of Trustees reserves the right to request that other
relevant work is undertaken as required.
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