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Creative Shift: Operations Manager

Position: Operations Manager

Freelance basis working mainly from home

Accountable to: Company Directors

Hours: 1 day per week

Fee: £15 per hour for 8 hours per week

£120 per day x 46 weeks (Total: £5520)

Terms: 1 year initially

Location: Bristol

Deadline for applications: 5pm on Monday 28 March

Interview dates: week of 4th April (time to be arranged)


The responsibilities of this role are shared with the creativeShift admin worker

who is also employed on a freelance basis 1 day per week.


For more info and to apply email creativeshiftbristol@gmail.com


About creativeShiftcic www.creativeshift.org.uk


If you have any queries or if you would like to discuss submitting your application in a different format, please contact cS Director Julie Matthews (julie.creativeshift@gmail.com)


creativeShift is a small community interest company which develops, manages and delivers a number of arts for health & wellbeing programmes, projects and events throughout Bristol and beyond. We work in collaboration with Bristol City Council, the Museums Service, community centres, healthy living centres, and cultural venues. We are looking for an experienced operations manager to support our small organisation with IT & day to day running of the company.


About the Role

This is a great opportunity for someone very pragmatic, tech savvy, organised and good at problem solving to play a key supporting role within a small, creative, change-making organisation.


This role will support all of our day to day promotional and creative work through efficient, practical, administrative and technical/digital support, enabling our small team to bring about the greatest possible impact.

There will also be opportunity to work on various projects and get out and about

occasionally.


This role requires a positive attitude and a flexible approach; to be willing and able to take on a wide variety of tasks, from co-organising events to keeping track of our impact, to doing day-to-day social media and anything else we need help with. As a tiny, innovative team, we are strategic, responsive and practical.

We need someone who will be excited to organise the team . There is also the potential for this role to grow with the person and for there to be more responsibility as it develops.


We don’t have an office space so work will be from home. Anyone joining the team will need to be happy working semi-independently, be self motivated and very comfortable using technology to communicate and “meet up”, alongside regular real life meetings andco-working.


Our work is constantly evolving. We respond to the needs of our client group and ourcommunity, health and cultural partners.



Tasks and Responsibilities


Communications and Website

• Keeping our website up to date and accurate, adding new pages, uploading

documents, publishing blogs, liaising with web developers.

• Being virtual ‘front of house’ for cS with good knowledge of our resources and

information.

• Triaging email, phone and Facebook enquiries, sign posting to information about

our sessions, making sure they are responded to in a friendly, timely and helpful

way.

• Logging enquiries and contact details according to our privacy policy

• Updating, formatting, organising the design and print of resources

• Developing our mailing lists, preparing and sending mailings

• Helping with ‘community management’ of social media channels–regular posting

on Facebook, Twitter and Instagram

• Keeping an eye on the media, ‘listening in’ and spotting relevant stories;

supporting media work

• Promoting the work of cS

Events and projects

• Administrative and operational support to cS projects as needed.

• Overseeing operational needs of small creative projects (e.g. exhibitions,

workshops, creating infographics)

• Supporting our partnerships such as our partnership with the community, health

and cultural sector.

• Supporting organisation of events

• Doing online background research where needed

Monitoring and reporting

• Liaising with UWE around collecting and collating data required for evaluation,

learning, reporting to funders and demonstrating impact.

• Keeping up to date with national and international developments in the sector.

• Managing national activity, enquiries, contacts, case studies & media that underpins our work.

• Putting together a quarterly and end of year internal report and providing quantitative and qualitative information on our activity as required.


General administration

• Working with our book-keeper to keep track of budgets and invoices.

• Setting up internal systems as and where needed.

• Ensuring internal communications, calendars, meetings, filing, ordering, postage,

travel, mailings and deliveries etc. all happen in an effective, professional and timely way.

• Providing practical support for external meetings and events

• Organising regular team meetings, taking minutes and noting actions

• Ensuring HR systems are up to date/compliant, administrative work helping with

recruitment of freelance employment;

• Ensuring company policies are up to date and legally compliant

• General ‘mucking in’ where needed.


IT

• Ensuring IT systems are all working well, secure and regularly backed up

• Organising or providing IT support for team where needed

• Researching and suggesting new IT systems or software to improve our

effectiveness


Key relationships

• The Operations Officer is line-managed by cS Managing Directors

• The role works closely with our Admin Worker

• The role works closely as part of our small team

• The role is key to cS and the successful candidate will work with the whole team on relevant pieces of work.



Person specification


Essential personal qualities:

• Flexible & organised

• An ‘enabler’ who relishes facilitating others and can make things happen smoothly and easily

• A problem solver who is very happy independently finding solutions where needed

• Good communication skills

• Highly IT/digital literate and happy working online

• Stickler for detail and accuracy

• Organised, systematic and reliable, with a professional attitude to work

• Quick to learn and pick up new systems

• An ability to both use initiative and take instruction

• An ability to both work independently and in a small team

• Ability to prioritise and manage diverse workload with competing deadlines

• Clear-thinking; pragmatic; solution-oriented and calm

• A belief in the work we do and the change we are trying to make

• Willingness and ability to travel and provide practical support for events etc.


Essential skills and experience:

• Experience of a similar role (in any sector setting)

• Proven ability to set up and manage effective office/admin/online systems

• Proven ability to quickly learn new digital systems (e.g. Wordpress, Mailchimp...)

• Ability and willingness to learn quickly

• Very good IT skills

• Effective, accurate written and verbal English

• Competent with numbers and spreadsheets

• Familiarity with using social media (ideally in a professional role)

• Experience of dealing with enquiries from a range of people

• Involvement in event/project organisation

• Experience of updating websites

• Experience of setting up systems for newsletters and mailings

• Experience of using and maintaining a relational database


Desirable:

• Experience of working within the arts & health sector.

• Experience of working within a small change-making or creative organisation,

company or team

• Personal/professional experience of community work or activism



Terms of contract & fee

We require a post-holder from April 2022 (start date negotiable)


The role is offered on a freelance basis for 12 months, with possibility of extension (subject to funding).


The fee is £15 per hour for 8 hours per week

£120 per day x 46 weeks (Total: £5520)


Reasonable costs incurred to carry out your role will also be reimbursed (e.g. postage, printing).


You must be able to evidence your right to work in the UK and hold (or be prepared to obtain) a current, enhanced DBS check.



How to apply


Please send in your CV and maximum 1 side of A4 outlining your expression of interest in the role and relevant experience.


If you have any queries or if you would like to discuss submitting your application in a different format, please contact cS Director Julie Matthews (julie.creativeshift@gmail.com)


Deadline for applications: 5pm on Monday 28 March

Interview dates: week of 4th April (time to be arranged).


Note for candidates who identify as disabled: Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability. If you consider yourself to have a disability you should

indicate this in your application, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview. Wherever possible and reasonable, we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability in your application, you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.


creativeShift is an equal opportunities employer working to diversify its workforce and thereby it’s talent pool and reach across the communities living in the counties where we provide services.




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