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Office coordinator

Office coordinator

locationLondon EC2Y 8DS, UK
ExpiresExpires: 17/06/2024
Operations / Facilities / Admin
Permanent position
Junior

Closing date: Monday 17th June 2024 at 10am 

Salary range: £35,740 - £39,540 per annum (inclusive of Inner London Weighting), dependant on skills and experience

Department: Barbican Immersive

Job type: Permanent, Full-time

 

Are you a proactive, detail-oriented individual with a passion for the arts? Come join us at Barbican Immersive as our office coordinator.

We are London’s Creative Catalyst for arts, curiosity, and enterprise. We spark creative possibilities and transformation for artists, audiences, and communities to inspire, connect and provoke debate. Our eclectic programme features the most exciting performers and artists in music, theatre, dance, the visual arts, cinema, and beyond. We work with artists at every stage of their career, supporting and fostering opportunities for ground-breaking new talent as well as promoting the work of world-class artists.

Barbican Immersive create exhibitions and experiences that launch at the Barbican and then tour internationally. Their exhibition programme explores the key topics shaping society today, including artificial intelligence and the climate emergency. They produce exhibitions that use emerging technology and digital creativity to put the visitor at the centre of the experience. Previous exhibitions include Digital Revolution (2015), AI: More than Human (2019) and Our Time on Earth (2022).

The Office Coordinator will work proactively to provide and lead administrative support across the Barbican Immersive team. The role will be crucial in coordinating the department's administration, scheduling and the day-to-day support of the team's operations.

The Office Coordinator will play a key role in linking the creative production and commercial development sections of the department together, ensuring that administrative resources are effectively allocated to meet the department's requirements.  The role will also be key in coordinating and communicating with other departments across the Barbican Centre. 

The holder of the role must provide the highest level of customer service, to both internal and external Stakeholders, and actively seek to promote equality of opportunity in relation to the duties of the post in alignment with the Centre’s vision.

The main duties will include office management, developing and maintaining efficient processes for administrative activities, maintaining departmental handbook and training guides, monitoring and updating internal systems as when needed, processing payments ensuring providers are paid on time, and also carry out specific projects and independent research across the team as directed by the Heads of Department.

 

Knowledge, skills and experience

  • Previous administrative experience preferably gained whilst working in a large organisation
  • Proven experience in implementing, improving and maintaining office systems
  • Experience of working with Boards/committees - understanding the complex protocols involved and providing professional administrative support including set up, planning, preparing agendas/papers etc
  • Experience of dealing with departmental expenditure
  • A proven self-starter with the ability to work autonomously and independently, with the initiative to make decisions and problem solve as necessary
  • Strong organisational skills with the ability to prioritise and meet tight deadlines effectively
  • Demonstrable communication skills with an excellent level of spoken and written English, with a professional telephone manner, and the ability to draft complex correspondence
  • Excellent interpersonal skills with the ability to mix with internal and external stakeholders at all levels, and to be able to handle issues with tact, discretion, sensitivity and diplomacy in a confidential environment
  • Experience taking notes/minute in large- or small-scale meetings
  • Experience managing entry level staff and delegating work
  • High standards of accuracy and attention to detail
  • Extensive knowledge of Microsoft Office with excellent word processing skills to include MS Word, MS Excel, advanced MS Outlook and MS Power Point
  • Proactive, logical and analytical approach to tasks
  • Approachable, resilient and friendly
  • Experience using database software such as Airtable, Sales Force

Desirable

  • Experience of using Project Management Software and Web Publishing Software
  • Knowledge of international markets and procedures
  • Knowledge of the Digital and Immersive sector
  • Experience writing copy for B2B press or marketing materials
  • Second language
  • Experience using Adobe design and editing software
  • Experience booking business travel
  • Experience interpreting and implementing organisation policy documents

We offer a wide range of staff benefits including a great pension scheme, season ticket, cycle to work scheme, free access to museums and galleries, discounts on retail, healthcare and on-site cafes and restaurants. You will have access to Employee Assistance Programme, trained Mental Health First aiders and City of London staff networks.

 

Please note that we are unable to accept late applications. Interviews will be held on 25 and 26 June. 

If you have any questions with regards to the role, you can contact Chloe Wood, Exhibitions Manager, Barbican Immersive at chloe.wood@barbican.org.uk

We’re committed to increasing diversity of staff within the Barbican. As an organisation we welcome applications from people of all backgrounds and experiences. We are particularly keen to encourage interest from people with disabilities, LGBTQIA+, Black, Asian, and other global majority backgrounds. In recognising the positive value of diversity, we want to better reflect and understand the communities we exist to serve.

We are members of the Disability Confident Scheme and guarantee to interview all disabled candidates who would like to be considered under this scheme and who meet the minimum essential criteria for the role. We support and provide adjustments for people with disabilities – if you have a disability and need help with the application process please contact us.

Please state in your application that you found this role through Creative Access.

Level of experience

  • Junior