Job Description

Salary:

26,500 pro rata. (Pay award pending.)

Permanent role.

Hours of work:

22.5 hours per week (flexible working pattern-office based) - including occasional weekend and evening work.

Holidays:

25 days holiday plus Public and Privilege holidays (pro rata).

Responsible to:

Deputy Director.

No current line management responsibilities.

We are seeking an exceptional operations lead to provide executive support to the management team for our dynamic work in a small and growing organisation with a diverse portfolio of activities across the North East. The post holder will be dealing with the design and control of business operations, reporting and supporting effective team-working to ensure streamlined services and programming.

You do not need to have arts or creative sector knowledge for this position.

You will have a can-do attitude and ability to work on your own initiative. There will be opportunities for personal and professional development and out of the box thinking is encouraged.

This is a part-time, office-based (North Shields) role where your presence and collaboration with the senior management and team will be essential.

Eligible for company pension scheme and other company benefits - e.g., birthday off and Christmas close down.

ABOUT US

Helix Arts is an arts and social change charity working with communities and artists across the North East region, originally established in 1983. We are committed to breaking down barriers in the arts with vulnerable and excluded communities to improve people's lives and improve their circumstances.

Helix Arts are funded by Arts Council England to lead programmes that transform the lives and spirits of artists, participants and audiences. We co-produce events, performances and exhibitions giving audiences the opportunity to see people differently and break down social stereotypes.

We do this by establishing the 'right' of everyone, whatever their circumstances, to actively participate in the production of their own culture, in their own way. This includes people across low socio-economic backgrounds - young people at risk, those in poor physical or mental health, those experiencing criminal justice and people living with disabilities.

We work with communities to generate and co-create ambitious multidisciplinary arts projects, where they are encouraged to make, question, share and celebrate the real stories of who they are. We work across a range of art forms including visual arts, filmmaking, creative writing, graphic design, animation, street dance, music and DJing as well as photography, drama and textiles.

We collaborate with artists, in partnership with other organisations across culture, education, youth, health and social care, and criminal justice to create opportunities for people to participate in ambitious arts activity.

ABOUT THIS POST

We are committed to building our organisation and have identified the need for a skilled and experienced operational lead with excellent communications, IT and administrative skills. There will be a strong focus on supporting effective governance, data collection and analysis, along with systems and process improvements.

A key element of the role is to ensure smooth operations and support the staff and executive teams.

MAIN RESPONSIBILITIES

The Operations Lead role includes:

Key responsibilities

Leading on the development and implementation of administrative and operational systems. Lead data collection and organisation. Supporting fundraising administration. Supporting implementation of the communications strategy. eg updating CRM, social media. Support general board and governance administration. Providing operational support for the team and programme. Support the senior management team.

Operational

Updating participant registrations, referrals and attendance registers. Documenting and creating workflows to streamline existing processes and systems. Supporting the development and implementation of Helix Arts' policies and procedures. Maintain accurate records and handle confidential information with discretion. Supporting internal contract management and control. Supporting and administering IT management/systems. Procuring office supplies. Supporting recruitment and HR. Overseeing volunteer administration and recruitment - e.g. DBS. Overseeing and managing building facilities.

Marketing/ Communications

Allocating resources for communications, for example; outsourced or operation lead updating websites and social media. Supporting participant recruitment including the administration using current platforms, systems and apps. Liaise with external design services e.g print, design, comms/ marketing specialists

Governance

Undertaking compliance with Companies House and Charity Commission requirements. Managing administration for Board meetings and our Finance Sub Committee. Support governance, including the recruitment of Trustees.
Having an interest in the arts is not essential, however the postholder would be committed to implementing Helix Arts' values and principles.

SKILLS

Excellent organisational skills, including time management, self-organisation, attention to detail. Experience of writing system processes/ procedures. Experience of improving operational systems. Excellent data management and analysis skills. Ability to produce high quality, accurate work to deadlines. Excellent, positive and confident communicator - written and verbal. Strong multitasker. Excellent project management skills. Excellent administrative skills and experience. Good promotional, marketing and basic design skills. Excellent social media skills across all mainstream platforms. Excellent website content management skills including knowledge of WordPress. The ability to carry out your role without supervision. Significant experience of working in a similar role.

EXPERIENCE

High quality and meticulous report writing. Capable of managing office needs and equipment. Good experience of planning and organising meetings and events. Past experience of implementing and monitoring key business policies. Previous experience of supporting charity governance. Able to ensure the effective flow of information between key parties. Proficient in using digital cloud platforms - e.g. Google Workspace, Microsoft 365 (including Sharepoint Lists) - and communication tools/ platforms - e.g. Mailchimp. Capable of overseeing the production of printed and audio visual material.

QUALITIES

Friendly and approachable. Good team player. Flexible to respond to changing demands of projects and the external environment. Be part of a supportive and dynamic team. Exceptionally organised and diligent approach to administration. The ability to carry out your role without supervision. Be willing to learn about and follow Helix Arts aims, principles and policies, including confidentiality and data protection.

OTHER DUTIES

In addition, the Admin and Operational Lead will be expected to:

Work with the senior management team to develop and implement Helix Arts' policies and procedures. Follow Helix Arts' policies and procedures, including health and safety, safeguarding of children and vulnerable groups, and equal opportunities. Undertake any other duties as may be reasonably required within the scope of the role. Use your best endeavours to promote the interests of Helix Arts at all times.

OUR COMMITMENTS

Equity, diversity and inclusion

Helix Arts is committed to cultural equity, diversity and inclusion. We have detailed policies to support our commitments and we oppose discrimination of any sort. Where our approaches or processes may pose a barrier for you, we welcome different ways for you to connect with us or apply for opportunities. We are constantly learning and improving our policy and practices, so please let us know how we may need to adapt to your needs.

Safer recruitment

Helix Arts is committed to providing a safe environment for all those working with us, visiting our projects and participating in our programmes. Safe recruitment of all those who work for us is an important part of fulfilling this commitment. All positions at Helix Arts are offered subject to meeting the following conditions:

Receipt of satisfactory references covering the last 2 years of your employment or education. A satisfactory DBS check (which can be arranged upon appointment).

Other benefits

Birthday as an additional holiday. 6% contribution towards staff pension. Hybrid working. Flexible working. Investment in your continued professional development. Additional holidays based on length of service.
Job Types: Part-time, Permanent

Pay: 26,500.00 per year

Benefits:

Company pension
Schedule:

Monday to Friday
Education:

GCSE or equivalent (preferred)
Experience:

Operations management: 3 years (required)
Work Location: In person

Application deadline: 04/07/2025
Reference ID: HAF&AM21