Learning & Engagement Office Coordinator

Reporting to the Head of Learning & Engagement, you will be an essential part of the L&E team, providing administrative support to ensure the smooth running of the L&E programme.

You will coordinate the day to day running of a busy office, processing financial and safeguarding paperwork, participation data (including the annual Arts Council England data return), and organising project resources in the office. The Office Coordinator is the main point of contact for enquiries by the general public, participants, and other departments at Glyndebourne. 

Key Tasks and Responsibilities

• Ensure an integrated and efficient L&E approach is achieved, with a consistent approach to planning and administrative processes. 
• Regularly review systems in line with organisational planning reviews. 
• Administrate all contracting and partnership agreements as required, ensuring templates are kept up to date in conversation with the project team and Head of Governance and Compliance
• Liaise with Building Services to ensure timely repairs and updates to the fabric of the office or IT about maintenance and essential equipment, and maintain stationery supplies.
• Ensure a consistent and effective approach to the use of Google Drive for L&E working documents. 
• Be the main point of contact for enquiries by the general public, participants and other departments at Glyndebourne.
• Manage the takepart@glyndebourne.com mailbox by forwarding and responding to emails as appropriate.
• Maintain the L&E content of the Glyndebourne website & intranet, ensuring project teams supply up to date and relevant information
• Produce and proof communications for internal and external audiences where appropriate
• Organise meetings as required and take minutes.
• Work with Glyndebourne’s Archivist to develop a consistent and efficient approach to the L&E archive both paper and digital. 

• Ensure an integrated and efficient approach to L&E financial systems and processes
• Maintain an overview of financial performance, providing financial reports as necessary, working closely with the Head of L&E
• Work with project managers to ensure project spend is well monitored and tracked effectively

• Day to day management of the L&E database using Tessitura, ensuring that data is regularly cleaned and tracked
• Close working with the L&E and Trusts & Partnerships manager and Audience Insight Manager to ensure accurate and timely data collection.
• Analyse and prepare relevant statistical reports where necessary to support quarterly returns to Arts Council England
• Support the gathering and analysis of data and evaluation for funding reports and analysis of the measurements of success

• Ensure a safe, inclusive and welcoming environment by adhering to all compliance requirements including Health & Safety; Safeguarding; Equality & Diversity; GDPR;
• Work with Project management teams and the Rights & Content Coordinator to ensure all media and permissions are secured and all records of photography and recordings are saved and securely stored.

• Play an active role across the L&E team 
• Act as an ambassador for Glyndebourne, positively promoting the programme internally and externally
• Share responsibility for housekeeping and standards within the department

Knowledge, Skills and Experience

• Demonstrably excellent administrative and organisational skills with a systematic approach to managing a busy office environment
• Excellent written and verbal communication skills with an enthusiasm for communicating with a range of different groups.
• Proven experience of data analysis, managing databases and information systems
• Team player and experience of working in a team.
• Ability to deal with a diverse workload, work under pressure, and manage multiple priorities, both short and long-term.
• Excellent IT skills (Google apps, Excel)
• Experience of proofing and/or editing.

• An interest in arts education.
• Commitment to widening diversity 
• Experience of working with young people and/or community groups.
• Understanding of best practice in Safeguarding; Health & Safety; Equality and Diversity; management of data in line with GDPR
• Ability to deal sensitively with a range of external and internal stakeholders in a confident and professional manner
• Accuracy and attention to detail
• Ability to take initiative as appropriate
• Ability to maintain discretion and confidentiality
• Experience of Tessitura or equivalent database system.

Special Requirements

An enhanced Disclosure will be requested in the event of a successful application in accordance with Glyndebourne’s Safeguarding Policy

Salary and Benefits

We can offer a salary of up to £27,300 per annum dependent on experience. 

The contractual hours of work are 35 per week however you may be required to work additional hours to meet the demands of the role. 

We offer 6.6 weeks holiday inclusive of bank holidays, per annum, pro rata. 

We can offer a beautiful working environment, and the chance to see world-class opera.  For those without their own transport we have a free minibus service to and from Lewes railway station. 

We also offer : 

• Free Pilates and Zumba classes, once a week
• Corporate Gym memberships
• An onsite Physiotherapist 
• Subsidised electric car charging
• Cycle to Work scheme
• Subsidised dining at our onsite restaurants
• Free tea and coffee
• Discount at the Glyndebourne shop
• Free on-site parking 
• Free minibus service to and from Lewes train station and Ringmer
• Discount at various highstreet retailers through the Glyndebourne benefits hub

How to Apply

Glyndebourne is an Equal Opportunities Employer and a Registered Charity. We promote equality, diversity and inclusion in our workplace and actively encourage applicants from all backgrounds to apply for vacancies, including ethnically diverse and disabled candidates, who are currently under-represented in our workforce.

To help us monitor the effectiveness of our commitment to diversity and inclusion and our supporting policies and procedures, we ask all job applicants to complete our anonymized and confidential Equal Opportunities monitoring form .

Please then apply by e-mail, sending your CV and covering letter to recruitment@glyndebourne.com Candidates must be able to provide evidence of their right to work in the UK.

The closing date for applications is Thursday 16  May 2024 with interviews to be held on Wednesday 22 May.

As a Disability Confident Employer, we guarantee to interview all disabled applicants who meet the essential criteria for our vacancies. If relevant to you, please inform us of this in your covering letter. If you have any questions in relation to this or if you would like this advert sent to you in a larger or dyslexia friendly font then please contact a member of the HR team at recruitment@glyndebourne.com.

 Glyndebourne commits to protecting your privacy. We will only use information about you in accordance with the Data Protection Act 2018 and other relevant legislation and regulations. Please see more information in our Company Privacy Notice on our website.