Role Profile

Creative Programme Assistant

Part 1. Role Requirements.

Job title Creative Programme Assistant

Hours 35
Term Permanent
Location 7 – 11 Britannia Street, London, WC1X 9JS
Reports to Creative Programme Manager
Responsible for Occasional interns and volunteers
Role purpose Assist in the delivery of the Creative Programme
and role
dimension
Key external  Musicians – students and professionals
contacts  Music industry and arts sector representatives
 Music funding bodies
 Music colleges
Key internal  Creative Director
contacts  Finance and Operations Team
 Health and Welfare team
 Staff teams across the organisation
 Creative Advisory Board
Financial  Assist in Creative Programme project management within agreed budgets
dimensions  Assessing funding applications for eligibility
 Recording and verifying grant commitments on ThankQ
 Processing grant payments to individuals and organisations
Key areas for  Decide how to manage workload and balance priorities across various strands of
decision making work.
 With the Senior Creative Programme Officer, decide how to deliver grant
schemes most effectively, including planning activity timescales.

Key Result Key Elements

Areas
Administer grant  Assist with the delivery of grant schemes and opportunities for musicians.
giving schemes  Assess funding applications for eligibility
 Manage and create online application forms for funding programmes
 Co-ordinate selection processes, including preparation of selection packs,
arranging meetings, providing an excellent standard of service to applicants
and panellists.
 Secretariat for the Creative Advisory Board including setting up and
coordinating meetings, circulating information, attending meetings and taking
minutes and processing actions
 Work closely with partner organisations, such as music colleges, arts
organisations, and individual musicians etc developing good personal
relationships to ensure effective delivery of schemes.
 Monitor expenditure and ensure grants are used for the agreed purpose and in
line with policy.
 Record and process all grant payments on CRM databases and provide
monthly updates to the Manager and Creative Director on spend.
 Assist with organising Creative Programme and fundraising events for Help
Musicians UK

7-11 Britannia Street, London WC1X 9JS | 020 7239 9100 | info@helpmusicians.org.uk | helpmusicians.org.uk
 Team Co-  To coordinate the team’s work plans and events calendar.
ordination  Devising and implementing a communication system to raise awareness events
and developments to the Creative Programme
 To organise meetings and event on behalf of the team.
Assist in providing  In collaboration with the other Assistant, be the first point of contact in the team
guidance, advice for enquiries, dealing promptly and effectively with general correspondence
and support to  Liaise with grant awardees, ensuring effective, regular two-way communication
musicians and ongoing, engaged relationships.
 Assist with delivery of advice and support opportunities for musicians, including
online resources, mentoring programmes, networking and professional
development events.
Assist with  Keep up to date with developments in the music industry, music education and
strategy arts sectors, including funding, talent development, health and wellbeing,
development and employment trends, and other structural changes.
partnership  Assist with day-to-day evaluation and monitoring processes
building
Advocacy and  Attend and support events presented by Help Musicians UK artists and partner
communications organisations, particularly where our funding has contributed to a project.
 Occasionally represent Help Musicians UK at music industry, music education
and arts sector events.
 Develop a network of contacts across all genres of music to help raise the
profile of the work of Help Musicians UK.

Operational  Use CRM databases effectively to record, manage, analyse and report on
effectiveness contacts and grants.
 Ensure the database is well-maintained and accurate.
 Support team meetings by preparing agendas and paperwork and taking
minutes.
 With the team, identify ways to improve the delivery of schemes and administer
activities more efficiently.
 Undertake projects and other specific tasks as required by the Manager or
Creative Director.

Effective team  Ensure clear communication within the team and across the charity
work and  Work co-operatively, collaboratively and thoughtfully across the organisation to
communication ensure a high quality service is provided
 Ensure work schedules are planned taking into account the needs of the
business
 Cover colleague workloads during staff absences
 Participate in team and organisational meetings

Active  Endeavour to raise the profile of Help Musicians UK at every opportunity

engagement with  Engage with Help Musicians UK’s activities and ensure up-to-date knowledge
Help Musicians and understanding of its work
UK’s work and
values
Training,  Undertake and identify relevant professional development activities and training
development and as agreed with the Manager or Creative Director
other support  Undertake other duties relevant to the post as agreed with the Manager or
Creative Director

7-11 Britannia Street, London WC1X 9JS | 020 7239 9100 | info@helpmusicians.org.uk | helpmusicians.org.uk
Part 2. Person Specification.
Essential  Educated to degree level or with equivalent experience
knowledge  Good knowledge of and passionate interest in music across a range of genres
 An understanding of the challenges faced by musicians in establishing a
professional career
 A good understanding of the current diversity agenda in arts and culture sectors.

Essential  Excellent written and spoken English

skills  Excellent administration skills gained in an office environment
 Excellent communication skills
 Excellent spreadsheet and word processing skills, with some experience of
databases
 Excellent planning and organisation skills

Essential  Team player with positive attitude

abilities  Ability to work under pressure, plan ahead and prioritise
 Ability to think creatively to find solutions
 High levels of self-motivation
 Ability and willingness to learn new skills
 Proactive and confident in providing a high quality customer service to all internal
and external contacts
 Ability to interpret financial information
 Rigorous attention to detail

Essential  Experience of office administration

experience  Experience of customer service oriented environment
 Experience of managing a high volume workload and achieving targets
 Experience of arts and cultural environment

Special  A willingness to occasionally work outside office hours and at weekends

conditions  Bound by the Help Musicians UK confidentiality agreement

7-11 Britannia Street, London WC1X 9JS | 020 7239 9100 | info@helpmusicians.org.uk | helpmusicians.org.uk