The Royal Academy of Arts (RA) is one of the UK’s foremost arts institutions. We are best known for our programme of world-class exhibitions including Ai Weiwei, Abstract Expressionism and Painting the Modern Garden: Monet to Matisse. It is a particularly exciting time in our history. An ambitious ‘Masterplan’ by David Chipperfield RA has recently been completed, redeveloping our 2.5-acre campus in Mayfair in time for our 250th anniversary in 2018. We are an innovative, forward-looking and commercially astute organisation that receives no government operating subsidy.
The Royal Academy Schools is located at the heart of the Royal Academy of Arts on Piccadilly and is the longest running independent art school in the UK with up to 50 students enrolled in a three-year Postgraduate Programme in Fine Art. The RA Schools’ postgraduate programme is studio-based and inclusive of all contemporary art media. The programme includes a breadth of lectures, artist talks, group critiques and tutorials given by leading contemporary artists, Royal Academicians, critics, writers and theorists.
About this position
We are looking for an accomplished, adaptable and collaborative team player to provide comprehensive administrative support of the RA Schools postgraduate programme. In this role you will join a community of internationally renowned artists, and art students at the early stages in their careers. You will work closely not only with our faculty, many of whom are established artists themselves, but with each of our students individually. As such genuine interest and enthusiasm for supporting the work of emerging artists is essential.
We are currently looking for an exceptional administrator to support the work of the Royal Academy Schools. You will have existing office administrative experience and an advanced knowledge of GSuite for Education (Google Apps / Docs) and MS Office, or an aptitude for software and systems. It is essential that you have first class written and communication skills.
Friendly, diplomatic, articulate, confident, and well presented, you will possess exceptional communication skills enabling you to quickly build strong working relationships both with internal colleagues, freelancers and important visitors. This is a dynamic and varied role with a high volume of complex and deadline driven tasks, you will need to be able to work at pace and with a high level of accuracy. You will need to be innovative, proactive and forward thinking in your approach, with a real aptitude for prioritising your work.
A genuine interest and knowledge of the visual arts, and enthusiasm for the work and objectives of the Royal Academy of Arts is an advantage.
Job Title: RA Schools Programme Administrator
Department: Royal Academy Schools
Reports to: Programme + Alumni Engagement Manager
Situated in central London, the Royal Academy Schools offers an unparalleled opportunity for students to develop their work over a three year postgraduate programme. As the oldest art school in Britain, the RA Schools may be steeped in history but remains at the forefront of contemporary art, spearheading a new generation of international artists.
Core to the delivery of the RA Schools Postgraduate Programme, the Programme Administrator provides administrative support relating to the delivery of academic content, including Premiums: Interim Projects, and RA Schools Show exhibitions, and is the main liaison to external contributors, such as lecturers and visiting artists. The Programme Administrator is also responsible for the processing of invoices, and the monthly payroll.
In relation to the below activities, work closely with Academic Staff to: compile suggestions from Academic Staff and students; liaise with contributors to confirm bookings; request and circulate bios; book rooms; collate requirements for and setup AV; welcome contributors; compile freelancer information; ensure work agreements are signed; process invoices.
Spring term cross year programme
Professional Practice seminars
Maintain RA Schools Academic Timetable in Google Calendar. Add and maintain events; monitor appointments; ensure spaces are available for academic activities.
Maintain RA Schools notice boards and digital notice boards; coordinate sign up sheets; keep students and staff informed of upcoming activities.
Coordinate the annual international study visit: research prospective locations; book accommodation; flights; group tickets to museums and galleries; produce itinerary for students and staff; coordinate study visit meeting with students prior to trip.
In relation to Premiums and the RA Schools Show exhibitions, work closely with Academic Staff to coordinate and deliver:
Contribute to the coordination and preparation of data in relation to invitations to the opening reception.
Collate images from students to be proposed for the lead marketing creative.
List of works: compile artwork information from students; liaise with Design to produce the List of Works document, and map; coordinate printing.
Wall labels: compile artwork information from students; draft labels; coordinate printing.
Signage: collate and draft copy; liaise with Design for design; printing; installation.
Coordinate installation photography: book photographer; distribute images to students, Marketing, and other stakeholders.
Student Risk Assessment paperwork relating to: install / deinstall; artwork whilst on view.
Scheduling and marketing of public tours coordinated by Learning department.
Scheduling and marketing of staff tour.
Schedule life drawing classes for staff and alumni; book rooms; confirm models; liaise with tutor.
Process invoices from suppliers and freelancers via iPOS system: collate and process authorised new supplier and freelance declaration forms; maintain detailed records on all expenditure and income; ensure stakeholders are informed about payments.
Coordinate the monthly payroll for casual staff; collating and coding pay claims; requesting authorisation; filing; sending to Payroll Manager; register new employees; maintain employee records.
Maintain integrity of the database consisting of students, staff, sponsors, donors, suppliers, graduates, guest lists in liaison with the Resource & Database Team, Development, Legal, Public Engagement.
Attend RA Schools meetings, compile and prepare papers, take and distribute minutes to members, ensure action points are circulated to assigned RA Schools staff.
Review, modernise and improve office systems and processes to ensure maximum efficiency and enhanced communication.
Maintain effective relationships across the organisation.
Ensure all members of team and external contractors comply with health & safety policies, procedures and regulations and take appropriate and reasonable care for the safety of colleagues and visitors to the Academy.
Undertake any other duty that may reasonably be allocated by the Programme + Alumni Engagement Manager or other senior member of staff.
Educated to degree level (or equivalent).
Excellent computer skills. Advanced working knowledge of MS Excel, Word and Outlook 2010.
The ability to learn the fundamental functions of systems and software with ease.
Experience of administration, ideally in an office based environment.
Experience of minute taking.
Experience of coordinating meetings, events, booking venues, etc.
Highly literate with excellent copywriting, presentation and oral communication skills.
The ability to meet tight deadlines.
Confident and professional when dealing with senior staff, alumni, external parties and high level donors.
Friendly, approachable and professional with excellent interpersonal skills to develop effective working relationships with senior RA staff, students, external contacts, high level donors etc.
A flexible and proactive approach to work; a willingness to be involved, be part of a close team, assisting in all areas of the RA Schools if necessary, an openness to voice and initiate new ideas, problem solve, prepared to see tasks through to completion.
A genuine interest in arts and culture. A commitment to the aims and objectives of the RA Schools and the Royal Academy of Arts.
Personal experience of higher education in the Visual Arts.
Experience of compiling regular communications material.
A working knowledge of The Raiser’s Edge database software
Experience in use of G Suite or Education or Google Drive, Docs and Gmail.
Get the latest ARTSODA vacancies, straight in your inbox
Don't miss another opportunity, simply fill in your details below and we'll email you when new vacancies comes in.
Privacy and cookies policy
1.1 We are committed to safeguarding the privacy of our website visitors; in this policy we explain how we will treat your personal information.
2. Collecting personal information
2.1 We may collect, store and use the following kinds of personal information:
(a) Information about your computer and about your visits to and use of this website including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths
(b) Information that you provide to us when registering with our website including your email address and other personal details
(c) Information that you provide when you provide when applying or expressing interest in an advertised vacancies or completing your profile on our website including your name, profile pictures, gender, date of birth, address details, interests and employment details
(d) Information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters including your name and email address
(e) Information that you provide to us when using the services on our website, or that is generated in the course of the use of those services including the timing, frequency and pattern of service use
(f) Information contained in or relating to any communication that you send to us or send through our website including the communication content and metadata associated with the communication
(g) Any other personal information that you choose to send to us; and provide details of other personal information collected.
2.2 Before you disclose to us the personal information of another person, you must obtain that person's consent to both the disclosure and the processing of that personal information in accordance with this policy.
3. Using personal information
3.1 Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website.
3.2 We may use your personal information to:
(a) Administer our website and business
(b) Personalise our website for you
(c) Enable your use of the services available on our website including the ability to express interest in or apply for listed vacancies and only where required and with your express consent will transfer your personal details and any attachments to the appropriate recruiter.
(d) Send you email notifications that you have specifically requested
(e) Send you our email newsletter, if you have requested it. You can inform us at any time if you no longer require the newsletter
(f) Send you marketing communications relating to our business, where you have specifically agreed to this, by email or similar technology you can inform us at any time if you no longer require marketing communications
(g) Provide third parties with statistical information about our users but those third parties will not be able to identify any individual user from that information
(h) Deal with enquiries and complaints made by or about you relating to our website
(i) Keep our website secure and prevent fraud
(j) Other uses
3.3 If you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the licence you grant to us.
3.4 We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party's direct marketing.
4. Disclosing personal information
4.1 We may disclose your personal information to any of our employees, officers, insurers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy.
4.2 We may disclose your personal information to any member of our group of companies this means our subsidiaries, our ultimate holding company and all its subsidiaries insofar as reasonably necessary for the purposes set out in this policy.
4.3 We may disclose your personal information:
(a) To the extent that we are required to do so by law;
(b) In connection with any ongoing or prospective legal proceedings;
(c) In order to establish, exercise or defend our legal rights including providing information to others for the purposes of fraud prevention
(d) To any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.
4.4 Except as provided in this policy, we will not provide your personal information to third parties.
5. International data transfers
5.1 Information that we collect may be stored and processed in and transferred between any of the countries in which we operate in order to enable us to use the information in accordance with this policy.
5.2 Information that we collect may be transferred to the following countries which do not have data protection laws equivalent to those in force in the European Economic Area: the United States of America.
5.3 Personal information that you publish on our website or submit for transfer to recruiters may be available, via the internet, around the world. We cannot prevent the use or misuse of such information by others.
5.4 You expressly agree to the transfers of personal information described in this Section 5.
6. Retaining personal information
6.1 This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.
6.2 Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
6.3 Notwithstanding the other provisions of this Section 6, we will retain documents (including electronic documents) containing personal data:
(a) To the extent that we are required to do so by law;
(b) If we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and
(c) In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
7. Security of personal information
7.1 We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
7.2 We will store all the personal information you provide on our secure password- and firewall-protected servers.
7.3 All electronic financial transactions entered into through our website will be protected by standard and proven encryption technology protocols.
7.4 You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
7.5 You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password except when you log in to our website.
8.1 We may update this policy from time to time by publishing a new version on our website.
8.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
8.3 We may notify you of changes to this policy by email
9. Your rights
9.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
(a) The supply of appropriate evidence of your identity for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address.
9.2 We may withhold personal information that you request to the extent permitted by law.
9.3 You may instruct us at any time not to process your personal information for marketing purposes.
9.4 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
10. Third party websites
10.1 Our website includes hyperlinks to, and details of, third party websites.
10.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties.
11. Updating information
11.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.
12. About cookies
12.1 A cookie is a file containing an identifier, a string of letters and numbers that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
12.2 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
12.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
12.4 Cookies can be used by web servers to identify and track users as they navigate different pages on a website and identify users returning to a website.
13. Our cookies
13.1 We use both session and persistent cookies on our website.
The names of the cookies that we use on our website and the purposes for which they are used are set out below.
14. Analytics cookies
14.1 We use Google Analytics Universal to analyse the use of our website.
14.2 Our analytics service provider generates statistical and other information about website use by means of cookies.
14.3 The information generated relating to our website is used to create reports about the use of our website.
15. Blocking cookies
16.1 Most browsers allow you to refuse to accept cookies; for example:
(a) In Internet Explorer you can block cookies using the cookie handling override settings available by clicking "Tools", "Internet Options", "Privacy" and then "Advanced";
(b) In Firefox you can block all cookies by clicking "Tools", "Options", "Privacy", selecting "Use custom settings for history" from the drop-down menu, and un-ticking "Accept cookies from sites"; and
(c) In Chrome, you can block all cookies by accessing the "Customise and control" menu, and clicking "Settings", "Show advanced settings" and "Content settings", and then selecting "Block sites from setting any data" under the "Cookies" heading.
16.2 Blocking all cookies will have a negative impact upon the usability of many websites.
16.3 If you block cookies, you will not be able to use all the features on our website.
17. Deleting cookies
17.1 You can delete cookies already stored on your computer; for example:
(a) In Internet Explorer, you must manually delete cookie files you can find instructions for doing so at http://windows.microsoft.com/en-gb/internet-explorer/delete-manage-cookies#ie=ie-11;
(b) In Firefox you can delete cookies by clicking "Tools", "Options" and "Privacy", then selecting "Use custom settings for history" from the drop-down menu, clicking "Show Cookies", and then clicking "Remove All Cookies"; and
(c) In Chrome, you can delete all cookies by accessing the "Customise and control" menu, and clicking "Settings", "Show advanced settings" and "Clear browsing data", and then selecting "Cookies and other site and plug-in data" before clicking "Clear browsing data".
17.2 Deleting cookies will have a negative impact on the usability of many websites.
18. Data protection registration
18.1 We are registered as a data controller with the UK Information Commissioner's Office.
19. Our details
19.1 This website is owned and operated by Artsoda Media Ltd., a company registered in England charity (number 10897417). Our trading address is 15 Stratton St., Mayfair, London, W1J 8LQ, UK. If you have any other questions about this policy, you can write to us at our head office or email email@example.com or call us on +442030360031.