Arts Administration Internship 2018 - Job Description

Arts Administration Internship Background Information Based at Nottingham Lakeside Arts, the Arts Administration intern will receive experience, training and development across a range of arts administration skills including: event planning, organisation and delivery; finance/budget administration and management; together with an awareness of the importance of marketing, publicity, communications and PR. In addition they will gain an insight into operational areas including Box Office, Front of House and Catering.

This role will have responsibility for developing relationships with the student body and encouraging relationships with a diverse range of international societies. In addition they will gain some experience of programme co-ordination and tour booking, contracts administration, venue and artist liaison, arrangement and minuting of meetings, and report preparation amongst other skills. This is a perfect opportunity for someone with excellent administrative and communication skills who has a passion for the arts and wants to gain direct experience to support their future career development.

Start date: Period of work: Rate of Pay:

January 2018 (actual date TBC) 9 months £7.93 per hour + holiday pay £0.96 per hour = £8.89 per hour

Responsible to: Director, and Head of Business & Development, Nottingham Lakeside Arts Key relationships:

All Senior Team/Programmers at Lakeside; artists/companies and their agents/visiting lecturers linked to programme; Front of House & Technical teams

Key Duties and Responsibilities: Programme and Project Management Delivery of key tasks in association with large-scale events and ongoing programme including: 

Organisation of artist accommodation, travel including freight transportation on occasion, (international and UK); preparation of detailed itineraries including arrangement of hospitality/pre-ordering; arranging meet and greet events for residency project artists.

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Scheduling of rehearsal/performance space for residency/artist development projects; provision of scripts to all creative team prior to rehearsal.

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Collation and submission of information in relation to Certificate of Sponsorship for non-EU artists; preparation of information in relation to FEU tax exemption certificate where required.

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Creation and production of welcome packs containing useful information, maps, invitations etc for international and residency or project-based artists.

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Support in the preparation and delivery of contracts for artists; arrangement and delivery of per diems/subsistence; and BACS payments

Contact and contract Audio Describer and Signer as required for in-house productions as required; sending scripts with contract or ASAP thereafter.

General Administration Establish and maintain excellent communications with:  Students Union, and Student Union Societies, arranging SU Society event in February 2018 linked to Vikings exhibitions 

all visiting artists/companies/agents/ensuring availability of all appropriate information in relation to technical, front of house and marketing needs

Ensure effective record keeping of all correspondence on line and/or hard copy as required with a view to preparation of reports to senior management, Arts Council, other external bodies Provide effective operational support for all aspects of Lakeside’s programme and operations including:  Scheduling meetings with staff to include catch-ups; team and full-staff meetings; performance reviews; and arranging meetings with external individuals as required  Arranging venues and hospitality for meetings  Preparing agendas, circulating papers in advance of meetings and minuting meetings where necessary  Arrange VISA, travel, accommodation for Director and Head of Business & Development Undertake day to day administrative tasks in relation to role including photocopying/scanning, dealing with telephone and online enquiries and ensuring enquiries are followed up/passed to appropriate members of the team Finance Produce Agresso orders where required; process invoices in a timely manner, recording in order that payments are readily tracked through the finance system Ensure adherence to all University of Nottingham financial procedures/recommendations from Internal Audit with regard to use of purchasing card and invoicing and ordering including processing of invoices in a timely manner (training will be provided in use of Agresso/Sciquest finance system and purchasing card) Request and correctly administer cash payments to artists for per diems or living allowances as required by the artist contract / programme.

Secure quotes for specific items through Sciquest as required adhering to University Procurement procedures at all times Own personal Development/Training Attend relevant meetings as required by Director and/or Head of Business & Development Gain basic understanding of Tessitura box office and CRM system Undertake Agresso/Sciquest financial system training and Purchase Card training Attend events to gain overall understanding of Lakeside, its programme and practice and to build knowledge of programme content and audiences

Evaluation and Analysis Collect and collate evidence/archive materials for major projects as required Draft Evaluation forms for audience members and workshop participants as required Contribute to debrief meetings in relation to major projects

Other Any other tasks as may be commensurate with the role

Nottingham Lakeside Arts Arts Administration Internship – Person Specification ESSENTIAL

DESIRABLE

Qualifications/ Education

Degree from University of Nottingham GCSE Maths and English (Grade C or above)

Skills/Training

Ability to ensure confidentiality and diplomacy Ability to work on own initiative and be flexible in approach Highly organised Friendly and efficient approach (on telephone and in person) Attention to detail in all areas of work Thrive in a lively work environment Demonstrable speed and accuracy with keyboard skills Proven knowledge of Outlook, Word, Excel,

Knowledge of Agresso Knowledge of Tessitura Knowledge of Powerpoint Knowledge of Social Media Knowledge of Health and Safety in Public Spaces Drafting of letters and Report materials

Experience

Experience of working with the public Experience of dealing with people at all levels Demonstrable ability to juggle multiple demands and priorities successfully Experience of working under pressure and meeting tight deadlines Experience of handling and accounting for cash

Experience of working with artists Experience of working in an arts environment

Statutory/Legal

To apply: Complete application form downloadable from Nottingham Lakeside Arts Website: Students: Opportunities: Placements/Traineeships: Recruitment Send completed application to:

Shona.powell@nottingham.ac.uk

Applications close: Interviews:

12 noon, Wednesday 20 December 2017 Friday 22 December 2017