Outreach Co-Ordinator

The Outreach programme of the King’s Foundation School of Traditional Arts currently has five centres in four overseas countries: Egypt, Qatar, Saudi Arabia and China, as well as various ad-hoc projects both in the UK and internationally. The Outreach Coordinator is a dynamic role which connects management, beneficiaries, freelance tutors and in-country partners to support the smooth running of our art education programmes.

The key element of this role is to ensure a high level of administrative execution of projects and centres which have varying degrees of logistics, including:

• Coordinating multi-programme project schedules
• Scheduling and contracting tutors, travel and accommodation requirements
• Materials sourcing and reporting

We are a small team that runs programmes for over 1000 participants each academic year. This role is an integral part of our department to support the detailed organisation of many moving people, materials and growing programmes. Alongside the logistics, the role is also key to maintaining the team’s databases of projects' visual and narrative information, essential for report and proposal writing, as well as communications for our website, social media and newsletters. The Outreach Coordinator will also support the finance team with project information which affects contracts, budgets and invoicing. The role requires the candidate to respond to the needs of each project as set out by the Programme Managers and take the lead in ensuring the organisation of travel logistics. There are opportunities for advancement.

Key Tasks

Specific Duties will include:

• Scheduling: Work closely with the Outreach Project Manager to maintain up-to-date schedules of Outreach projects. Maintain all oversight of the projects scheduling. Understand, update and communicate scheduling and any adjustments to the breadth of the team engaged on that project (project managers, tutors, local coordinators as appropriate). Be a focal point of contact and knowledge resource for teams for day-to-day matters.
• Logistics: Organise travel logistics, including international and internal flights, visas, accommodation, drivers, taxis etc. This requires liaison between staff and tutors and agencies including flight agencies, visa agencies, hotels, taxi firms, etc., and client representatives. Obtain information from tutors and staff on materials requirements for workshops and liaise with client representatives or on-site colleagues on the purchase of these items. Purchase and arrange delivery of all workshop materials. Ensure everyone works within health and safety regulations.
• Operations & Finance Support: Prepare contracts for visiting tutors on all Outreach programmes (50-100 contracts per annum). Arrange meetings for Outreach team members and Outreach team meetings on a regular basis. Document minutes and prepare materials for meetings. Monitor purchase requirements for the Outreach team on a weekly basis and ensure purchase orders are raised with Finance for items above a certain cost limit, for approval. Monitor purchasing and invoices for materials as quoted. Collaborate with the Outreach Project Manager to log project expenses necessary for budgeting and reporting purposes. Monitor local inventories.
• Reports and Presentations: Assist with the production and completion of reports, internal and for clients as necessary. Assist in the preparation of presentations of projects to suit different clients or events.
• General: Assist with coordination of projects and communications (with tutors, staff, partners) while Project Managers are travelling, to ensure continued and smooth Outreach operations. The role is full-time based in London, but time zone considerations are required. You may occasionally be required to travel to project locations in the UK or abroad.
• Communication & Marketing: Update and maintain the Outreach digital library of images, workbooks and reports. Assist in updating and drafting social media posts for Outreach projects on the school's social media.

Other tasks as needed and assigned by the Director.

Person Specification

The essential skills, knowledge and experience required are:

• Detail-oriented and accurate on both narrative and numerical data
• Logistics coordination at an international level
• Communication, planning, teamwork, time management, task prioritisation, follow-up
• Excel proficiency

Good writing and interpersonal skills on an international level; numeracy skills; a good aesthetic sense with a visual eye for detail. Software: essential: Excel, Word, Outlook; preferable: InDesign, Photoshop.

The post will be based at 19-22 Charlotte Road, London, EC2A 3SG with the requirement to travel on occasion. Your working hours will be 37.5 hours per week. You must have the legal right to work in the UK.

Applications: Please submit a cover letter and CV (please note one A4 page maximum each for CV and letter) to Gordon Watson, email address: hr.recruitment@kings-foundation.org and request an application form.