JOB DESCRIPTION
Job Title:
Youth Programme Operations Manager
Responsible to
Head of Youth Strategy
Responsible for
2 x Administrators
External contacts
Educational bodies, youth and community organisations, industry
partners, Councils, young people
Internal contacts:
Creative Department, Finance & ICT, HR, Marketing, Events,
Operations and Development Teams
Department:
Creative
Salary:
£28,000p.a
Contract:
Permanent Full time
Job score:
600
About the Roundhouse:
The Roundhouse’s purpose is to enable young people to realise their creative potential and to offer
audiences, of all ages, new and extraordinary experiences in live music, theatre, circus, spoken
word and new media.
The Roundhouse’s Vision:
The Roundhouse inspires, pioneers contemporary culture and places young people at its heart
Main purpose of position
The Youth Programme Operations Manager is a key role within the Creative Department
overseeing the administration and effective running of our creative programme for 11-25’s. The role
requires close collaboration with a range of Roundhouse Departments and effective working
relationships with the 11-25 creative programme team to ensure the creative programme runs
efficiently and smoothly. The Youth Programme Operations Manager will also lead on maximising
income potential through developing partnership hires and maintaining existing relationships.
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DUTIES & RESPONSIBILITIES
Office Management and Programme Planning
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To manage the overall administrative function of the 11-25 creative programme
To ensure the creative programme coordinators have the necessary administrative support
to effectively deliver their projects
To act as line manager to two creative programme administrators
Oversee year round space planning for the creative programme and related activities and
ensure a clear process for all studio and resource bookings are implemented and entered
into Artifax
Take responsibility for ensuring all copy relating to creative programme project brochures, eshots and other relevant communications is delivered in good time from creative
programme coordinators to the Marketing Manager and be the central point of contact for
proofing
To manage the coding of all projects in line with the data strategy and liase with the
Business System Analyst and Visitor Services team in setting up of all on-sale projects
To ensure clear recruitment processes are in place for all creative programme activities and
the Visitor Services team are fully briefed on enrolment procedures
To monitor enrolments on our termly programmes and liaise with the Marketing Manager
and the Visitors Services Team to ensure maximum take up of places
Ensure programme coordinators are fully briefed on any support requirements for
participants that have been flagged on tessitura prior to commencement of programme
activity
Ensure all creative programme activities and partnership hires comply with Roundhouse
Health & Safety and Safeguarding policies, in particular that risk assessments are up-dated,
implemented and maintained, CRB checks are undertaken for all freelance staff and
relevant consents have been sought from young people .
Ensure all hire agreements, artist-tutor contracts and partnership contracts are accurate and
legally comply with Roundhouse contracting policies
Memberships and Hires
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To maximise income potential of the Roundhouse Studio facilities through identifying new
opportunities for partnership hires and managing relationships with existing stakeholders
To monitor and review pricing structures on the creative programme, Emerging Artist
Membership scheme and studio hire rates
To take responsibility for the development of the Emerging Artist Membership scheme.
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Data Management
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To take the lead in ensuring all contacts and data pertaining to the 11-25’s programme is
tracked and accurately entered in the Roundhouse’s data systems by the creative
programme team.
Provide the Head of Youth Strategy & Development Team with regular data on young
people, studio usage and programme activities
To work with the Head of Youth Strategy in developing a system for implementing and
compiling qualitative feedback through sampling across termly programmes and Emerging
Artist Memberships
Represent the department in Artifax and Tessitura working groups
Financial Management
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Jointly, with the Head of Youth Strategy be responsible for developing and maintaining
sound financial practices within the creative programme
In conjunction with the Head of Youth Strategy and Creative Programme Coordinators,
annually prepare, for approval, a creative programme budget in excess of 700K and ensure
it is adhered to in line with programme targets and funding commitments
To coordinate and lead on the financial reconciliation and reforecasting of the creative
programme budget
Be responsible for the setting up of Roundhouse Bursaries for young people on Tessitura
and monitor their expenditure
To track income generation through partnership hire and provide regular reports to the Head
of Youth Strategy on progress against agreed targets.
General Duties
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Working closely with Roundhouse colleagues, ensure compliance with all relevant legislative
requirements, including health and safety, and safeguarding
As a member of the Creative team of the Roundhouse, play an active role in organisationwide activities, including attending and supporting Roundhouse events
To be committed to putting young people at the heart of everything we do
To promote and comply with current legislation and the Roundhouses policies on Equality,
Diversity and Health & Safety both in the delivery of services and the treatment of others
To promote, develop and comply with our policies and practices to lessen the environmental
impact of the Roundhouse
To be responsible for identifying and undertaking training and personal development to meet
business needs
To undertake any other reasonable duties, commensurate with the level of the post so as to
ensure the smooth running of the Roundhouse.
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Review Arrangements
The job can not be all encompassing. It is inevitable over time that the emphasis of the job will
change without changing the general character of the job or the level of the duties and
responsibilities entailed. Consequently, this will be periodically reviewed revised and updated in
consultation with the post holder to reflect appropriate changes.
PERSON SPECIFICATION
Essential
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Experience of leading and implementing administrative systems at a senior level
Experience of managing and developing internal and external relationships
Highly numarate with experience of budgetary control and data management
Excellent written and verbal communication skills
Experience of negotiating and drawing up contracts with organisations and personnel
Desirable
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Appreciation and understanding of the arts, arts venues and young peoples related activities
Working knowledge of Tessitura and Artifax Systems
CONDITIONS
Contract
Hours
Annual Leave
Notice Period
Full-time Permanent
40 hours per week.
The annual leave period runs from April to March and you will be
entitled to 25 days holiday (Pro Rata) per year plus Bank Holidays
2 months
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