Head of Operations – Maternity Cover

On behalf of an Arts Foundation we are looking for a Head of Operations to cover a maternity leave contract. The role will ideally commence in May or June and will be for an initial period of 1 year. The role is ideally full-time, however 4 days would be considered. Home working is available on Mondays and on other days you will be based in the newly opened HQ near London Fields.

Purpose of the role

• To work with the Directors and team to create and ensure a welcoming and professional environment at the newly opened HQ
• To manage and coordinate the smooth day-to-day running of our operational, financial, and administrative tasks and needs
• To provide critical knowledge and structural support towards the organisation of events

Key Responsibilities

General administration

• Lead on high-level administrative affairs related to this post, including submitting annual return to Charity Commission, management of visa sponsorship license
• Contribute to all necessary reporting on the work of the foundation such as annual reports, trustee meetings and minutes
• Coordination and execution of finances using Xero, including requesting quotes, invoicing, processing payments, staff expenses, and general management of book-keeping for external accounting and auditing
• Develop and manage workplans and timelines as needed to ensure that  the organisation meets and completes projects and tasks on time
• Facilitate and input into project planning and strategic thinking
• Record organisational processes and maintain a ‘data-trail’ and copies of work in keeping with good filing practices

Office and Building Management

• Management and maintenance of the physical space at the HQ, a multipurpose space in a RIBA-nominated modern building, in London Fields
• Management of furnishment, lease agreements, insurances for employees, public health and safety, risk and liability, etc
• Management of the day-to-day running of the building, including overseeing maintenance and repairs; maintaining an inventory of supplies including the ordering and stocking of stationery, furniture, technical equipment, kitchen, and cleaning products as required
• Management of contacts database CRM
• Organisation of administrative processes including the online and hard copy files such as Fellow and Scholar records, staff records, postage, and shipping organisation, etc.
• Providing a first point of contact for visitors and general enquiries via email, phone and post

Workplace, residency and public programme support

• Coordination and management of itineraries of Fellows and Scholars, serving as information point for their questions regarding travel, visa, arrival, transfers, accommodation, health insurance,
• Working with the team to ensure smooth arrivals and departures of Fellows and Scholars, including short residencies at the HQ, general organisation, welcome packs, introductory tours, and provision of any additional travel equipment
• Coordination and support in organisation and execution of events that include networking events, dinners, frame programmes, such as talks, screenings, etc.
• Arrange hospitality needs for events including catering, equipment hire, travel and/or reservations
• Management of logistics, such as hotel, transport, and dining arrangements for networking, receptions, dinners, and parties etc

Team Management

• Work as part of the team in the day-to-day running of the foundation; taking on tasks that might be outside this specific job role when needed
• Upward-manage the team, ensuring that objectives and deadlines are reached within the appropriate context
• Line manage any temporary or junior staff, especially for events
• Prioritise work that has ‘knock-on’ effect on others in the team and organise duties around other competing tasks

About You:

• Previous experience of work on a relevant capacity and ability to learn new skills quickly
• Proficient computer and software skills, such as Mac, Microsoft Outlook (email and calendar), Microsoft Office, Xero Accounting, Artlogic, Dropbox, Zoom and Adobe
• Excellent organisational and communication skills and the capacity to multitask under time pressure
• Knowledge in managing and supervising finances, budgets, and book-keeping
• Good people skills, flexibility, adaptability, and the ability to work pro-actively and independently, to take initiative and be resourceful
• Demonstratable interest in contemporary arts and culture, acquired through either working or volunteering in a visual arts organisation or through personal interest
• Current holder of an appropriate UK/EU passport or a UK work visa with the right-to-work