Public Programme Coordinator

Reports to: Public Programme Manager

Contract: Permanent, Full Time or Part Time

Hours : Full Time (40 hrs p/week) or Part Time (2-3days)

Salary: £22 – 26K pro rata

Based: Shoreditch campus, but may be asked to work from other venues

Overall job purpose

To assist and support the Public Programme Manager in the running and delivery of an innovative and well organised Public Programme. You will coordinate the day-to-day running of the Public Programme, liaising with technicians, tutors, models and students across venues to ensure classes are run efficiently. This is a public facing role and so an informative, unflappable, helpful and friendly persona is a must. You should provide a genuine meet and greet function with good humour for clients and colleagues alike. In this role you will carry out the necessary administration to deliver the programme; assist with programming; assist with marketing to actively promote the school; prepare for classes and events; develop systems to guarantee a brilliant and professional working space and atmosphere; and in general help out with all the millions of tasks involved in running one of the most innovative small art schools in London.

You will work alongside the Public Programme Manager, the Part Time Public Programme Coordinator and 3 - 4 part time Studio Technicians to coordinate, market and administer over 100 drawing, painting, sculpting and printing courses, attended by over 2000 students each year. You will help coordinate 74 members of teaching faculty and approximately 60 models in studios located in several campuses across London. This is a hands-on role for someone committed to providing excellent customer service in an educational environment. You will take a proactive and engaged stance in assisting colleagues, faculty and students across the broad spectrum of activity offered by the Public Programme, tackling issues as they arise and escalating concerns as appropriate.

Student liaison

• Act as point of contact for the public, answering queries from new and existing public students via phone, email or in person about courses, concessions and events. You should refer escalating matters to the Public Programme Manager

• Encourage and advise potential participants on which course is best for them according to personal need

• Co-ordinate termly portfolio submission/collection for concessionary rate applicants

• Give tours of studios when necessary to potential public programme participants

Tutor liaison 

• Liaise with tutors regarding Out of House fact sheets and ensure participants receive these prior to course commencement

• Research and book venues - liaise with tutors in securing external venues for out-of-house classes

• Contact Tutors to arrange cover as advised by the Public Programme Manager

Model liaison

• Manage a cohort of approximately 60 self-employed models

• Recruit, book and brief models

• Organise a replacement if there is a cancellation

• Ensure payment procedures are known and followed – process invoices and ensure cheques are sent to the correct address

• Assist tutors in booking more unusual models/subjects for classes

Website Management

• Add new course and event information to the booking system to ensure all course content and event information is up to date and correct

• Oversee all online booking issues

• Assist the Public Programme Manager in the implementation of the new bookings system and website

Studio management & Health & Safety

• Support Studio Technicians when appropriate 

• Ensure studios are properly setup for courses and lectures, ensuring registers and paper money are in order (this might involve moving and stacking heavy objects)

• Write to suppliers to source additional materials for the studios as and when required

• Libraries – maintain and develop libraries at Public Courses venues

• Ensure all Health & Safety measures and procedures are followed, in-line with H&S policy

• Ensure technicians and all freelance tutors are aware of and adhere to Health & Safety polices


• Process student applications and payments, online, over the telephone and in person

• Monitor uptake of courses and attendance, liaising with the Public Programmes Manager over any booking issues

• Continue to monitor course availability throughout term to fill remaining places 

• Take a daily report from the PDQ terminal


• Collect and edit text for holiday posters, working with the Designer and the Public Programmes Manager to produce the termly holiday posters

• Assist the Public Programmes Manager in engaging self-employed tutors on the programme

• Assist the Public Programme Manager in administering the Drawing Intensive and Drawing Development programme


• First Thursdays – coordinate, programme and market all First Thursday events. The programme of events should be approved by the Public Programmes Manager

• Ensure an up to date bank of images is kept for all classes

• Ensure that new procedures for taking photos of courses are followed in line with GDPR

• Manage the mail out of brochures and flyers

• Manage the mailing list and implement a new system to encourage new sign ups

Office Management and Administration

• Follow financial procedures weekly/monthly  for all payments

• Input data for the monthly tutor payroll for the Public Programmes Manager

• Coordinate the collection of termly invoices from freelance tutors and submit to accounts

• Ensure all self-employed tutors and models paperwork is in good order

• Input student data and update records on the School’s database

• Ensure GDPR policies are followed for the protection of people’s information

• Create and update registers for classes

• Collect, record and analyse data, including student bookings, drop-in numbers, student application info etc

• Book student and staff travel and accommodation for trips if required

This job description sets out the duties of the post as at present. Such duties may vary from time to time without changing the general character of the duties or the level of responsibilities entailed. 

Person Specifications

The role would suit someone looking for valuable experience in arts administration, working at a world-class arts education charity.

• 2-3 years’ experience in arts/education administration or sales

• Degree (or equivalent)

• Excellent knowledge of: Microsoft Office (Outlook, Word, Excel, Powerpoint), Windows XP, internet

• Excellent people skills

• Ability to multitask

• Experience of Database and Booking System software

• Good typing speed

• Clear communication skills, written and verbal, able to liaise with people at all levels

• Enthusiastic and hardworking

• Experience of cash handling

• Meticulous attention to detail

• Flexible and adaptable approach

• Motivated with heaps of initiative

• Patience in abundance for working with students

• Interest in the art world, marketing and press, arts education

To apply: Submit your CV & and a covering letter explaining how you fit the person specification to

Closes: Sunday 24 February 2019 at Midnight