Job summary
Working closely with the Head of Arts, the Arts Assistant will support our small but busy arts team and our diverse programme of activities. The main purpose of the role is to manage the day-to-day administration of the team and to provide practical and logistical support for on-site arts activities. We also hope the post holder will be inspired to develop their own creative ideas, in keeping with rb&hArts' values, and with support from the rest of the team.
The role will suit someone with an interest in arts management, collection management, and/ or patient experience. You will learn how to deliver a high-quality arts programme within a complex institutional setting, and will be able to support life changing moments created through arts and health activities with patients.
The ideal candidate will have excellent communication skills, good attention to detail, and an understanding of the value of art in healthcare settings.
There may be occasional evening and weekend work, with time to be taken in lieu.
Main duties of the job
Your main duty is to support the Arts Programme for rb&hArts - supporting arts and arts engagement activities engagement across two hospital sites, and the local communities. This includes:
- working with colleagues, freelance artists and volunteers to ensure the smooth running of the programme on a day to day basis
- updating communications channels online and in print
- all administration for the arts programme, including financial administration
- fundraising for programmes and events
Please see the detailed job description for more information
About us
rb&hArts runs an award winning, innovative arts programme at Royal Brompton and Harefield hospitals, including live performances, participatory workshops, exhibitions, and multi-disciplinary artists' commissions. We manage a collection of over 1,200 artworks and engage over 5000 people a year.
Our aims are to:
- Improve patient experience;
- improve the clinical environment, and;
- enhance the wellbeing of patients, visitors, staff, and local communities.
Job description
Job responsibilities
Main tasks and responsibilities:
Programme support
- Supporting freelance artists, volunteers, and other members of the team to deliver art activities across the hospitals by:
- Managing the rotas and registers for musicians to perform concerts and workshops across the hospitals, including Musicians in Residence, and Singing for Breathing workshops.
- Printing lyrics or other documents necessary for activities.
- Managing the schedule for monthly Crafternoons, including choosing themes and booking artists/ volunteers, venues
- Liaising with the Volunteer Co-ordinator to manage volunteer rotas and responsibilities including one to one art referrals
- Organising and maintaining art supplies
- Supporting project managers with other tasks as necessary
Communications
- Working with the Head of Arts to devise a communications strategy for the team
- Leading on the implementation of the communications strategy over social media, mailing lists, and other internal and external channels
- Managing rbh&harts social media accounts: developing content and maintaining the public face of the team
- Managing the rb&hArts team email address and mailing list, including sending regular newsletters
- Documenting rb&hArts activities through photography and filming (with patient consent)
- Creating other marketing and promotional materials as and when required, including distributing posters and leaflets around the hospital and keeping our web pages up to date
- Liaising with in-house comms teams and external partners to communicate about our programmes to a wider audience
Finance
- Maintaining financial records for the team, including keeping track of invoices and expenses
- Using Oracle to process invoices, raise purchase orders, and order supplies
- Supporting the Head of Arts to compile regular reports for internal and external use
- Processing donations
Evaluation
- Working with the Head of Arts to devise and maintain a team-wide evaluation strategy
- Ensuring evaluation records are maintained in line with funders requirements
- Sharing evaluation data with colleagues and artists, highlighting concerns or areas for improvement
- Compiling 6-monthly evaluation reports for each broad area of the programme, plus additional reports on request
Fundraising
- Researching the arts and health funding landscape, sharing details of any potential new funding sources with arts team
- Drafting and proof-reading funding application
Managing People
- Occasional supervision of artists, musicians, volunteers or other contractors working on site ensuring they adhere to applicable Trust policies (e.g. infection control, health & safety, confidentiality) liaison with other hospital staff during these arts activities
- Distribution and collection of consent and evaluation forms
Working with the public
- Assisting with preparations for public events
- Networking at public events
- Representing rb&hArts at external events as necessary
Administration
- Deputising for the Arts Team as necessary at meetings
- Dealing with queries on the telephone or by email and ensuring messages are passed on quickly and accurately
- Ordering and maintaining adequate stationery and art supplies
- Ensuring that all paper and electronic files are accurately and clearly maintained
- Booking rooms and organising refreshments for meetings and events
- Post duties
- Acting as administrator for departmental meetings; arranging rooms and minute-taking.
General
To abide by the Trusts core behaviours for staff and all other Trust policies including standing financial instructions, research governance, clinical governance, patient and public involvement, codes and practices, and health and safety policies
Other duties
To undertake any other duties commensurate with the grade as requested.
This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the postholder.
Person Specification
Essential Criteria:
Experience:
- Demonstrable experience in administrative roles, preferably within a healthcare or arts-related environment.
- Proficiency in using computer systems for data management and financial record-keeping.
Communication Skills:
- Excellent verbal and written communication skills, with the ability to effectively engage with a diverse range of stakeholders.
- Ability to communicate sensitively and empathetically with patients, visitors, and colleagues.
Organisational Skills:
- Strong organizational skills with the ability to prioritize tasks and manage competing deadlines effectively.
- Attention to detail and accuracy in maintaining records and financial documentation.
Teamwork and Collaboration:
- Proven ability to work effectively as part of a small team, supporting colleagues and contributing to a positive working environment.
- Experience in liaising with volunteers, freelance artists, and external contractors.
Creativity and Initiative:
- Demonstrated enthusiasm for the arts and a willingness to contribute creative ideas to enhance patient experience and wellbeing.
- Ability to work independently and take initiative in developing and implementing new projects or initiatives.
Adaptability and Flexibility:
- Willingness to work flexibly, including occasional evening and weekend work as required.
- Ability to adapt to changing priorities and work effectively in a fast-paced environment.
- Comfortable in healthcare environments
Desirable Criteria:
- Relevant qualifications or training in art theory, arts administration, or a related field.
- Experience in managing rotas, schedules, and/or logistics for time sensitive events or activities.
- Experience in managing social media accounts and implementing communication strategies.
- Previous experience in fundraising or grant writing for arts or healthcare projects.
- Proficiency in using Oracle or similar financial management software.
- Understanding of the value of arts in healthcare settings and the ability to articulate this to different audiences.
- Familiarity with NHS policies and procedures, particularly relating to patient confidentiality and infection control.
- Ability to provide supervision and support to artists, musicians, volunteers, and contractors, ensuring compliance with Trust policies and procedures.
Job description
Job responsibilities
Main tasks and responsibilities:
Programme support
- Supporting freelance artists, volunteers, and other members of the team to deliver art activities across the hospitals by:
- Managing the rotas and registers for musicians to perform concerts and workshops across the hospitals, including Musicians in Residence, and Singing for Breathing workshops.
- Printing lyrics or other documents necessary for activities.
- Managing the schedule for monthly Crafternoons, including choosing themes and booking artists/ volunteers, venues
- Liaising with the Volunteer Co-ordinator to manage volunteer rotas and responsibilities including one to one art referrals
- Organising and maintaining art supplies
- Supporting project managers with other tasks as necessary
Communications
- Working with the Head of Arts to devise a communications strategy for the team
- Leading on the implementation of the communications strategy over social media, mailing lists, and other internal and external channels
- Managing rbh&harts social media accounts: developing content and maintaining the public face of the team
- Managing the rb&hArts team email address and mailing list, including sending regular newsletters
- Documenting rb&hArts activities through photography and filming (with patient consent)
- Creating other marketing and promotional materials as and when required, including distributing posters and leaflets around the hospital and keeping our web pages up to date
- Liaising with in-house comms teams and external partners to communicate about our programmes to a wider audience
Finance
- Maintaining financial records for the team, including keeping track of invoices and expenses
- Using Oracle to process invoices, raise purchase orders, and order supplies
- Supporting the Head of Arts to compile regular reports for internal and external use
- Processing donations
Evaluation
- Working with the Head of Arts to devise and maintain a team-wide evaluation strategy
- Ensuring evaluation records are maintained in line with funders requirements
- Sharing evaluation data with colleagues and artists, highlighting concerns or areas for improvement
- Compiling 6-monthly evaluation reports for each broad area of the programme, plus additional reports on request
Fundraising
- Researching the arts and health funding landscape, sharing details of any potential new funding sources with arts team
- Drafting and proof-reading funding application
Managing People
- Occasional supervision of artists, musicians, volunteers or other contractors working on site ensuring they adhere to applicable Trust policies (e.g. infection control, health & safety, confidentiality) liaison with other hospital staff during these arts activities
- Distribution and collection of consent and evaluation forms
Working with the public
- Assisting with preparations for public events
- Networking at public events
- Representing rb&hArts at external events as necessary
Administration
- Deputising for the Arts Team as necessary at meetings
- Dealing with queries on the telephone or by email and ensuring messages are passed on quickly and accurately
- Ordering and maintaining adequate stationery and art supplies
- Ensuring that all paper and electronic files are accurately and clearly maintained
- Booking rooms and organising refreshments for meetings and events
- Post duties
- Acting as administrator for departmental meetings; arranging rooms and minute-taking.
General
To abide by the Trusts core behaviours for staff and all other Trust policies including standing financial instructions, research governance, clinical governance, patient and public involvement, codes and practices, and health and safety policies
Other duties
To undertake any other duties commensurate with the grade as requested.
This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the postholder.
Person Specification
Essential Criteria:
Experience:
- Demonstrable experience in administrative roles, preferably within a healthcare or arts-related environment.
- Proficiency in using computer systems for data management and financial record-keeping.
Communication Skills:
- Excellent verbal and written communication skills, with the ability to effectively engage with a diverse range of stakeholders.
- Ability to communicate sensitively and empathetically with patients, visitors, and colleagues.
Organisational Skills:
- Strong organizational skills with the ability to prioritize tasks and manage competing deadlines effectively.
- Attention to detail and accuracy in maintaining records and financial documentation.
Teamwork and Collaboration:
- Proven ability to work effectively as part of a small team, supporting colleagues and contributing to a positive working environment.
- Experience in liaising with volunteers, freelance artists, and external contractors.
Creativity and Initiative:
- Demonstrated enthusiasm for the arts and a willingness to contribute creative ideas to enhance patient experience and wellbeing.
- Ability to work independently and take initiative in developing and implementing new projects or initiatives.
Adaptability and Flexibility:
- Willingness to work flexibly, including occasional evening and weekend work as required.
- Ability to adapt to changing priorities and work effectively in a fast-paced environment.
- Comfortable in healthcare environments
Desirable Criteria:
- Relevant qualifications or training in art theory, arts administration, or a related field.
- Experience in managing rotas, schedules, and/or logistics for time sensitive events or activities.
- Experience in managing social media accounts and implementing communication strategies.
- Previous experience in fundraising or grant writing for arts or healthcare projects.
- Proficiency in using Oracle or similar financial management software.
- Understanding of the value of arts in healthcare settings and the ability to articulate this to different audiences.
- Familiarity with NHS policies and procedures, particularly relating to patient confidentiality and infection control.
- Ability to provide supervision and support to artists, musicians, volunteers, and contractors, ensuring compliance with Trust policies and procedures.
Person Specification
Experience
Essential
- Demonstrable experience in administrative roles, preferably within a healthcare or arts-related environment.
- Proficiency in using computer systems for data management and financial record-keeping.
Desirable
- Experience in managing rotas, schedules, and/or logistics for time sensitive events or activities.
- Previous experience in fundraising or grant writing for arts or healthcare projects.
- Proficiency in using Oracle or similar financial management software.
- Familiarity with NHS policies and procedures, particularly relating to patient confidentiality and infection control.
Communication Skills
Essential
- Excellent verbal and written communication skills, with the ability to effectively engage with a diverse range of stakeholders.
- Ability to communicate sensitively and empathetically with patients, visitors, and colleagues.
Desirable
- Experience in managing social media accounts and implementing communication strategies.
Organisational Skills
Essential
- Strong organizational skills with the ability to prioritize tasks and manage competing deadlines effectively.
- Attention to detail and accuracy in maintaining records and financial documentation.
Teamwork and Collaboration
Essential
- Proven ability to work effectively as part of a small team, supporting colleagues and contributing to a positive working environment.
- Experience liaising with volunteers, freelance artists, and/or external contractors.
Desirable
- Ability to provide supervision and support to artists, musicians, volunteers, and contractors, ensuring compliance with Trust policies and procedures.
Creativity and initiative
Essential
- Demonstrated enthusiasm for the arts and a willingness to contribute creative ideas to enhance patient experience and wellbeing.
- Ability to work independently and take initiative in developing and implementing new projects or initiatives.
Desirable
- Understanding of the value of arts in healthcare settings and the ability to articulate this to different audiences.
- Relevant qualifications or training in art theory, arts administration, or a related field.
Adaptability and Flexibility
Essential
- Willingness to work flexibly, including occasional evening and weekend work as required. Ability to adapt to changing priorities and work effectively in a fast-paced environment.
- Comfortable in healthcare environments
Person Specification
Experience
Essential
- Demonstrable experience in administrative roles, preferably within a healthcare or arts-related environment.
- Proficiency in using computer systems for data management and financial record-keeping.
Desirable
- Experience in managing rotas, schedules, and/or logistics for time sensitive events or activities.
- Previous experience in fundraising or grant writing for arts or healthcare projects.
- Proficiency in using Oracle or similar financial management software.
- Familiarity with NHS policies and procedures, particularly relating to patient confidentiality and infection control.
Communication Skills
Essential
- Excellent verbal and written communication skills, with the ability to effectively engage with a diverse range of stakeholders.
- Ability to communicate sensitively and empathetically with patients, visitors, and colleagues.
Desirable
- Experience in managing social media accounts and implementing communication strategies.
Organisational Skills
Essential
- Strong organizational skills with the ability to prioritize tasks and manage competing deadlines effectively.
- Attention to detail and accuracy in maintaining records and financial documentation.
Teamwork and Collaboration
Essential
- Proven ability to work effectively as part of a small team, supporting colleagues and contributing to a positive working environment.
- Experience liaising with volunteers, freelance artists, and/or external contractors.
Desirable
- Ability to provide supervision and support to artists, musicians, volunteers, and contractors, ensuring compliance with Trust policies and procedures.
Creativity and initiative
Essential
- Demonstrated enthusiasm for the arts and a willingness to contribute creative ideas to enhance patient experience and wellbeing.
- Ability to work independently and take initiative in developing and implementing new projects or initiatives.
Desirable
- Understanding of the value of arts in healthcare settings and the ability to articulate this to different audiences.
- Relevant qualifications or training in art theory, arts administration, or a related field.
Adaptability and Flexibility
Essential
- Willingness to work flexibly, including occasional evening and weekend work as required. Ability to adapt to changing priorities and work effectively in a fast-paced environment.
- Comfortable in healthcare environments
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
