Volunteer Coordinator & Studio Asssistant

Submitted by ModernArtOxford on July 24, 2024 - 14:18
Salary / Fee: 
£24,552 Per annum (Pro Rata £19,642)
Closing Date: 
Monday, 19 August, 2024

The role of the Volunteer Coordinator and Studio Assistant is to provide support for volunteering activity across the organisation and visitor engagement within the new Studio space and Ground Floor Gallery. Based on a community consultation, we recognised a huge need for more space for participation work with local communities. Upon MAO’s reopening in October 2024 following a major refurbishment, this new Ground Floor Gallery will be a permanent home for changing displays, programmed with and showcasing the creative activities of our local communities. The ever expanding programme of projects and workshops with local communities has also informed a new creative space - The Studio - a home to our regular projects Make Play and Young Creatives, as well as new workshops, short courses, evening classes and more. Inspired by our exhibitions, the Studio is a family-friendly, social environment curated to inspire learning for all ages by encouraging visitors to explore, experiment and play.

The role is 4 days a week and includes weekends and occasional evenings. A typical week would be Wed/Thursday - Sunday.

Responsibilites

Volunteer Coordination and Administration:

- Co-ordinate the recruitment, induction and training of new volunteers
- Ensure volunteers feel valued, motivated and informed, through training, newsletters, regular communication and events.
- Develop volunteer roles, with team members across the organisation. Work with the Head of Facilities & Visitor Experience and Duty Managers to ensure that volunteer supervisors have adequate training and information.
- To be the first point of contact for prospective and existing volunteers in respect of any queries relating to their volunteering, escalating issues to the HoFVE when appropriate to do so.
- Maintain volunteer rota, working with Duty Managers to ensure that gallery spaces and events have adequate number of team members when open to the public.
- Together with the HoFVE and Duty Managers, arrange training for the Visitor Experience Team (VE) and volunteers before each main exhibition and keep a record of all volunteer training.
- Have regular one to one meetings with volunteers, reviewing and assessing their training needs.
- Track progress against target KPI’s set out in the Arts Council England NPO funding Activity Plan and report on data quarterly to the HoFVE.
- Process volunteer expenses with the Finance Officer. Maintaining and monitoring the volunteering budget spreadsheet in respect of expenditure.
- Maintain our organisational profile with Oxford Community and Voluntary Action and local voluntary organisations.
- Respond to all online volunteer enquiries received from recruitment platforms within agreed timeframes and systematic follow-up of all enquiries to facilitate increased numbers of volunteer applications.
- Undertaking all administrative duties associated with processing of volunteer application forms, including informal telephone interviews/1 to 1 informal meetings and taking up references.
- Ensure Volunteer Platform: Better Impact is kept up to date with volunteering opportunities and the volunteer database.
Work with the HoFVE to ensure that MAO remains compliant with any changes in the use of volunteers and follows best practice wherever possible. Maintaining and updating the volunteer handbook.

Visitor Engagement and Experience

- Actively engage visitors in discussion about current programming, participatory elements and activity. Suggesting other sources of information where required, for example our resources, talks and events.

- Facilitate activities in our Studio every weekend, utilising the materials provided.
- Assist all visitors in accordance with MAO’s Equality, Diversity and Inclusion Policy, anticipating the needs wherever possible for every visitor.
- Ensure the Ground Floor Gallery and Studio are kept clean and tidy throughout the day.

- Encourage visitor feedback via comments cards and surveys, alerting the Duty Manager of any complaints. Deal with all visitor feedback in a calm and professional manner. 

- Adhere to all Health and Safety and building security practices. Assisting with and reading the risk assessment for each gallery space, activity and event; ensuring control measures are followed at all times.
- Support our Producers with delivery of workshops with a strong commitment to developing creative potential through contemporary visual art practice. To include 2 Saturday workshops per month, school holiday workshops, sessions with young people, children, and community partner organisations.
- To maintain accurate records on attendance and activities.
- To support producers and guest artists with the set up and pack down of workshops.
- Engage families with Activity Backpacks, maintain materials, and record usage data and feedback.

PERSON SPECIFICATION

Essential Skills

- Proven experience of working with volunteers and knowledge of good practice and legislation in working with volunteers.
- Excellent communication skills demonstrating emotional literacy and an ability to support the varied requirements of visitors and volunteers.
- Experience of working with the public and of providing excellent customer service, preferably gained in an arts, heritage or museum environment.
- An understanding of the principles of Equality, Diversity and Inclusion.
- Strong organisational skills
- A flexible, self-motivated, creative and enthusiastic approach with an ability to work independently
- A resourceful and responsive visitor-centred approach.
- Excellent communication and interpersonal skills.
- Experience of assisting or supporting workshops in art galleries and museums.
- Demonstrable experience of working with diverse materials and media.
- Demonstrable skills in using a range of software, including email, spreadsheets and databases.

Desirable Skills

- Experience of managing a team
- Training in First Aid
- Experience using Adobe Suite applications
- Experience of monitoring and evaluation
- Knowledge of safeguarding principles

To apply and read the full job description, please follow this link: https://hr.breathehr.com/v/volunteer-coo...

Multi Artform
Crafts and Applied Arts
Museums and Heritage
Visual Arts
Community Arts
Education (adult learning)
Education (young people and schools)
Families and early years
Accessible Events
Adults
Children and Families
Professional Training
Young People