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Programme Assistant

Stroud

Hawkwood is a dynamic charity working at the intersection of creativity, education and the environment. We have a big vision with exciting plans for the future. We’re an organisation that does everything from hosting residencies for the UK’s most significant cultural organisations to curating future thinking courses to hosting the much-loved community farm on site.

We’re looking for someone to join the team to help deliver administrative duties in support of the Hawkwood Programme and delivery of Hawkwood social media covering courses, residencies, fellowship, venue hire and community programmes on site.

We encourage applications from under-represented groups, particularly people from Black, Asian, and Minority Ethnic communities, but also a broad age range and people living with disabilities.

JOB DESCRIPTION

JOB INFORMATION
JOB TITLE Programme Assistant
LOCATION Hawkwood Centre for Future Thinking On-site
WORKING HOURS 37.5 hours per week

POSITION IN THE ORGANISATION
REPORTS TO Programme Manager

RESPONSIBLE FOR

Supporting the administration of the Hawkwood programme to include liaising with tutors, upload of courses to the Hawkwood website, social media, course feedback, database updating and tutor support

WORKS IN CONJUNCTION WITH Programme Manager and Sales Strategy consultant
THE CONTEXT: -
Hawkwood is a charity that brings people together in support of creative endeavour, a flourishing community and sustainable environment. Hawkwood achieves its charitable purpose by providing: a place to create (artists in residence); a place for conversation (events, talks, films and other activities addressing the issues facing the planet); a place to grow (on-line and residential courses across the arts, music, well-being and transformative leadership); and a place to explore (providing an environment in which everyone can reconnect with nature). Based in Stroud, Gloucestershire, Hawkwood is based in a large, listed nineteenth century house situated in a 42 acre estate.

OVERALL, PURPOSE OF JOB
Deliver administrative duties in support of the Hawkwood Programme and delivery of Hawkwood social media covering courses, residencies, fellowship, venue hire and community programmes on site.

Job Description Hawkwood 2024
MAIN DUTIES AND RESPONSIBILITES

1. Duties (to include), with training and support from the Programme Manager:
o Support the Programme Manager in the administration of the Hawkwood course programme including tutor and customer liaison, contract administration, timetable management
o Upload all new courses & events onto website
o Capture feedback of participants
o Manage and update database to assist with the operational aspects of the courses.
2. Duties with support from the Sales Strategy Consultant
o Website – support in the upkeep of the website and upload courses
o Deliver a consistent and engaging digital and social media presence in support of our Hawkwood courses, residencies, venue hire and community work.
o Support with annual brochure production, led by Programme Manager and external designer.
3. Duties – in support of the bookings/reception team:
o Support Check-in process onsite and ensure tutors receive info pack.
o Ensure all invoicing and financial payments are completed.
4. Hawkwood’s profile and reputation
o Support existing strategic partnerships
o Establish and maintain a positive relationship with local communities through engagement with community groups, local media, and key individuals. 
5. Self development
o Be responsible for self-development by identifying learning needs and by proactively seeking self development opportunities.
6. Key dimensions
Programme:
o Number of courses on site and on-line (annual): 200
o Number of onsite venue hire bookings: 200
o Number of events on site and online (annual):40
o Number of visitors to the site (annual): 20,000 (incl. participants, venue hire, residents, local community). 
o Number of tutors, speakers etc to onsite and online: 250

7. Key relationships
o Local community groups, media and individual decision makers and influencers 
8. Compliance
o To comply with Hawkwood’s Health & Safety Policy and procedures.
9. General
o Work co-operatively with other staff.
o To comply with all Hawkwood’s policies and procedures in the Staff Handbook and follow the staff code of conduct.
o Maintain exemplary standards of professionalism, honesty, and respect at all times.
o Be responsible for the care and development of your working area.
o To attend meetings and supervision as required
o Undertake work related training as required by the post.
o May, from time to time be required to work additional hours as shall be reasonably necessary to discharge properly your duties and responsibilities outlined in this job description.
o To undertake any other duties appropriate to this level of post which will evolve as the job progresses until the job description is reviewed

STAFF AND VOLUNTEER CODE OF CONDUCT

Whilst working as a member of staff or a volunteer at Hawkwood the jobholder will:

o Act in accordance with their employment contract and job description and follow the policies and procedures in the staff handbook.
o Act in the best interests of Hawkwood at all times and act in a way that will enhance Hawkwood’s reputation and standing in the community.
o Be considerate, courteous and be respectful to the opinions, views, origins, and backgrounds of all other members of staff, volunteers, visitors, and trustees; and respond to others with an open mind.
o Keep themselves up to date with what is happening at Hawkwood and understand the educational programme and how their role impacts on Hawkwood’s success and reputation.
o Take a caring attitude to the grounds and the house and the use of all Hawkwood’s resources.
o Maintain confidentiality in respect to the information they have access to regarding other staff members, volunteers, visitors, and trustees.

Please send a CV and covering letter by email to Sarah (PA to CEO) by clicking on Apply Now or call her on the number to the right of this advert.

Closing date for applications: 12th of July

Salary: £26K

Hours Per Week: Full time position, 37.5 hours per week

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