Worcestershire Arts Partnership Blog

Thursday, 28 July 2016

A new part time job opportunity has become available at the Art in Minds Foundation!

Freelance Position Available

Job title
Office Manager (Self-Employed) – Sessional (Approximately 12 hours/ 3 half days per week)  £10 p/h
Reports to
Claire Hilton – Project Manager/Creative Director



Our Organisation
Art in Minds Foundation is a charity working with adults who have ongoing or past experience of mental ill-health within Worcestershire. We support our members' creative and artistic progression by facilitating a weekly art space and volunteer supervised art group as well as sending out newsletters, training volunteers and exhibiting our members work. We also run support days running up to exhibition time as well as arts workshops in varied media. We originated as part of Shrub Hill Workshop vocational NHS service, from an initiative encouraging exhibitions of clients work to promote a positive understanding of mental illness whilst increasing confidence and creative skill within individual’s artistic practice. 
Job purpose
To take on the day to day running’s of the organization when required (full training provided).
To aid the sustainability and progression of the organisation and enable more consistent delivery and public awareness.
Post will be based in our city center office and play a pivotal role in delivering and coordinating our activities throughout the year. This post funding dependent. 
Duties and responsibilities
To work alongside our Project Manager/Creative Director to:
Main Requirements:
To manage and implement the vision of AIMs, upholding and adhering to the AIMs constitution.
With the support of Trustees and by delegating to volunteers:
Create and implement operational policies and procedures.

Advertising and hiring Volunteers

Manage and oversee studio practice group along with volunteers/art students who are gaining work      
experience in the Arts and Health field.

Promote the role of volunteering and work together with the Volunteer Co-ordinator to ensure that the  
volunteers are adequately trained and supported in the role allocated to them.

Give general support to the members and volunteers with advice and guidance.  Seek new benefits for   
members at all opportunities (discounts at local arts stores etc) 
Monitor Outcomes
Develop and maintain the Management Information System

Monitor client progress, update the database with member contact details in line with data protection.

Oversee and manage feedback at the end of each project undertaken by the organisation, evaluate to review and where necessary, adapt future projects.  

Respond to enquires that come from the website, social media, e-mail and telephone for issues such as interest in our art groups, member art work, volunteer support and new exhibiting opportunities. 

Supervise volunteer in a confidential and regular manner, reporting any major concerns to our Project Manager in line with our policies and procedures.


Update monthly budget sheets and update the Profit and Loss spreadsheet.

Purchase invoices (includes voluntary donations, sponsorship and funding) keeping  accurate records for trustee and treasurer assessment.

Take art group subscriptions and action receipts.

Sale invoices (includes administering sales of member art work).

Assist in preparing and submitting accounts to the accountant and/or independent assessor (yearly).
Assist with monthly newsletter as required.

Provide updates at the monthly members meeting.  

Keep promotional and information leaflets / flyers up to date.
Policies and Insurance
Ensure that all our policies are relevant and up to date and adhered to by staff and volunteers all times. Keep our SAA insurance (including public liability) up to date, adding new members as and when they register.
There is no minimum qualification necessary for this post although previous managerial experience is essential as are good communication skills and previous experience of community/project working is preferred. It would be ideal if the individual had an understanding of mental health services or mental health issues although this is not compulsory.
The applicant should be hard working, open-minded, enthusiastic and able to present themselves in a professional manner whilst being approachable to our members. It would be preferable if you were able to attend our open members meetings on the 4th Friday of every month, to provide a ‘friendly face’ to our members whom you will be working alongside. Previous experience of working within multidisciplinary teams would also be preferable.
The successful applicant will be required to be self-employed and will therefore be responsible to pay for their own DBS check (if they do not already hold one less than 6 months old that qualifies them working with vulnerable adults), insurance, National Insurance and Tax.
Working conditions
The role requires flexible working hours at times (especially during the exhibition) and will be working in a variety of locations such as:
             City Centre Office
    Hired locations such as Art Rooms and other Community locations
Please feel free to pass this information on to anybody you feel may be interested or suitable. To apply please send your CV and a covering letter stating why you would like to be involved in this project to our address below or via email. Closing date for applications: 20th Aug 2016. We are keen to get somebody in post as soon as possible to commence training with our Project Manager Interview w/b Monday 22nd Aug.  Proposed start date w/b Aug 29th.


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