Communications and Administration Officer

Job Vacancy

Chiltern Arts is seeking an enthusiastic and efficient communications and administration officer to join our small, busy team as the charity enters its sixth year and we plan our 2023 season. The ideal candidate for this role will be a team player with strong administrative and time management skills who is passionate about bringing the arts to a wider community, and keen to be part of a young organisation at an exciting point in its development. We are keen for team members to take the initiative in all aspects of the job. Spreading the word about what we do is at the heart of this role, and we welcome new and fresh ideas for marketing to our local audiences.

Knowledge or experience of classical music and / or working within event teams is preferred but not essential, as is experience with small-scale but effective marketing. Some experience with ticketing and reporting systems would be beneficial, as would general familiarity with IT systems such as Word, Excel, Google Sheets, Google Docs and Mailchimp. 

We welcome applications from all backgrounds.

About Chiltern Arts

Founded in 2017, Chiltern Arts exists to ensure that communities across the Chilterns have access to world class music on their doorstep, without the need to travel into London, Oxford or other urban centres. Artists featured in Chiltern Arts programmes have included such internationally-renowned names as Dame Evelyn Glennie, Roderick Williams, Tenebrae, the Academy of Ancient Music, Nicola Benedetti, Stephen Osborne, Tasmin Little, Sean Shibe, Mahan Esfahani, Jeneba Kanneh-Mason, the City of London Sinfonia and the Brodsky Quartet. Regular venues include those in Henley-on-Thames, Marlow, Great Missenden, Amersham, the Risboroughs, Wendover, Berkhamsted and Hughenden Valley.

Each year, we also host a Young Artist Platform, Take Note, which focusses on championing young professional ensembles, and has worked with some exceptionally talented groups including Echo Vocal Ensemble, A4 Brass, the Salomé String Quartet and Connaught Brass. A collaboration initiated in 2022 sees Chiltern Arts working with the Worshipful Company of Musicians to programme the Take Note events. 

One of Chiltern Arts’ express aims is to create new work, and since our inaugural festival in 2018 we have commissioned new music, new translations and new arrangements every year, all receiving world premieres in the Chilterns. 

Over the years, Chiltern Arts has established itself as a key contributor to the rich cultural tapestry of the area. We are looking forward to welcoming a new team member as we continue on our journey.

Commitment

An average of approximately 15 hours per week. Busier periods are likely to fall in the weeks preceding an event, with quieter periods in the summer months. 

Attendance at all Chiltern Arts events is essential – 2/3 days in February/March and 8/9 days in May. 2023 dates (tbc): 2nd–4th March, 12th–20th May. 

Outside event dates, working hours are flexible, and team members work from home.

Team members are welcome to take on other work outside Chiltern Arts commitments.

As a small, flexible organisation, we have the advantage of being able to design roles to suit individuals, and are very keen to discuss with candidates how we can help them realise their potential in the role, or shape the role around existing commitments. 

Key Tasks

Marketing and Publicity

  • Maintaining good relationships with local publications and ensuring coverage when relevant
  • Managing the publicity budget alongside the Creative Director, and securing adverts and articles in appropriate locations
  • Ensuring deadlines for copy and content are met
  • Managing the postal and email mailing lists to ensure that all contacts are recorded and no-one slips through the cracks: keeping in touch with these individuals is an essential part of our communications.
  • Ensuring the PR / Social Media representatives have materials as needed, and that online and print campaigns work to the same schedule
  • Ensuring online listings across local / national what’s on pages are up to date with Chiltern Arts events

Administration

  • General assistance to Creative Director as required
  • Assisting in schedule and deadline management
  • Keeping organisational policies up to date
  • Managing and renewing annual and event-specific insurance
  • Managing event licences as needed
  • Tracking donations received across all platforms and maintaining records 
  • Managing the membership database and facilitating annual renewals
  • Making annual Gift Aid claims
  • Preparing reports for the Board of Trustees on donations, membership and Gift Aid

Events / Box Office

  • Shared management of Box Office duties, including
    • managing phone orders as needed
    • reporting sales figures to trustees regularly in lead-up to and after events
    • managing ticket sales on the day at events
    • collecting and managing Box Office data
  • Presence required at all Chiltern Arts events, including set-up and get-outs

Outreach

  • Liaising with schools regarding opportunities for their students
  • Managing competition entries and communication, including young artist platform applications, poetry competitions and art competitions.

Job Type

Contractor, 15-hours per week. Contract to be reviewed annually.

Remuneration

£8,600 per annum plus £400 towards travel expenses.

Other notes

This role reports to the Creative Director.

Access to a car and a full driving licence are essential. 

Timescale

Closing date for applications: 15th July

Interviews: 8th August

We are aware August can be a busy time, particularly for those with young children. Please tell us if this date is not possible for you.

To apply, please send a CV and covering letter to naomi.taylor@chilternarts.com

Come and join the team!