Art History Link-Up Administration and Operations Assistant

JOB TITLE:

Administration and Operations Assistant

STATUS:

Part time – approx.14 to 21 hours a week – completely flexible

LOCATION:

Largely remote, with occasional travel to/within Central London as required

ROLE:

Art History Link-Up (“AHLU”) is seeking an exceptional administrator to ensure the seamless delivery of its successful Art History for Everyone programme, as well as central charity administration. Working closely and reporting to the Chief Executive, you will play a key role in supporting the operations of the charity, engaging with trustees, teachers, students, staff and volunteers.

DUTIES:

Including, but not limited to;

‘Art History for Everyone’ Programme Delivery

  • Supporting the annual student recruitment process: acknowledging, checking and collating applications, issuing students with AHLU student email addresses
  • Supporting the teaching team: arranging class and homework club Zoom links, sending out weekly student reminder / notifications, responding to day-to-day student enquiries as directed by the CEO
  • Supporting and administrating the Extended Project Qualification (“EPQ”) process: tracking and following-up on EPQ submissions, liaising with students, EPQ mentors, and exams offices
  • Supporting and administrating the Art History A level entry process: tracking and following-up on entries, liaising with students, and exams offices
  • Collection and filing of day-to-day documentation such as parental permissions and medical forms, issuing and collating course feedback forms
  • Ensuring awareness and compliance with AHLU safeguarding, data protection and other policies at all times.
  • Organising lesson venues and support with AHLU special events e.g. guest list collation
  • Collating and tracking student documentation e.g. personal records, attendance, homework submission etc
  • Coordinating and managing the AHLU google drive e.g. updating databases and records, overseeing mail shots to stakeholders e.g. updates and invitations, and with school contacts
  • Supporting communication with current student and AHLU alumni regarding networking, work experience, or alumni events
  • Supporting and communicating with donors and stakeholders to help sustain repeat and new donations, time permitting

Fundraising

  • Identify fundraising opportunities and tracking them for follow up
  • Update funding application tracking sheets, support fundraising team with collation of fundraising material and formatting of applications

Central charity administration

  • Scheduling board meetings
  • Planning fundraising and internal events
  • Assisting with preparation of the board pack
  • Liaising with charity bookkeeper with respect to expenses and invoices
  • Issuing and collating Gift Aid forms
  • Arrangement of DBS checks and payment of fees
  • Arranging room bookings
  • File management systems
  • Overseeing updates of the charity’s website

PERSON:

As a key liaison between the CEO, students, teachers and others, your role will be critical in making sure that students supported by the charity continue to receive first-class art history education and further opportunities.

We’re looking for someone who can demonstrate:

  • First-class attention to detail and responsiveness
  • Strong verbal and written communication skills
  • Proficiency in standard Microsoft and Google-based programs
  • The initiative to follow-through tasks without constant oversight

A commitment to the charity’s vision and ethos

ABOUT US:

Fewer than eight state schools in the country currently offer History of Art A level yet the creative industries added over £100 billion to the UK economy. We think that art history shouldn’t belong to just the handful of people who currently have the opportunity to study it, but that every young person, regardless of background, should be able to enjoy and benefit from our rich visual culture

Since 2016, the AHLU has delivered art history education to students of all backgrounds through programmes at the Wallace Collection and the National Gallery, where art history is taught ‘live’, face-to-face with some of the world’s greatest masterpieces. Since March 2020, when the galleries closed as a result of the pandemic, we have been teaching entirely online, with great success to students across the UK, however hope to return to some in-person gallery teaching when it’s safe to do so.

We know we’re making a difference. In stark contrast to sector norms, over half our students are from BAME or widening participation backgrounds. Our students are vocal about the difference AHLU has made to them – opening up the world of the visual arts, helping them get a recognised qualification, or even directing them towards the arts sector in their future careers.

Art History Link-Up (charity registration number 1172792) is a Charitable Incorporated Organisation (C.I.O.).

TO APPLY:

For more information please visit our website: https://arthistorylinkup.org/apply/administration/