Job Advert
Projects Coordinator (Maternity Cover)
Deadline for applications: Monday 10th March 2025, 5pm
Reports to: Artist Development Producer
Location: The Glasshouse International Centre for Music
Working hours: 36 hours
Salary: £25,036 SCP24
Duration: Fixed term maternity cover, this role will reduce from 36 hours per week to 21.6 hours per week in 6 months (September
2025)
About The Glasshouse International Centre for Music
We’re a place where you can hear rock legends or pop icons on the same night as folk trios or opera singers. Where new musicians
are nurtured and showcased on the same stages as platinum- selling performers. And where youth choirs and tambourine- shaking
toddlers practice in the same spaces as our acclaimed orchestra Royal Northern Sinfonia.
Whether you’re front of house, waiting in the wings or keeping things running behind the scenes you will be part of a team that
means 2 million people enjoy top – notch gigs, concerts and classes in our own venue at Gateshead Quays, out in communities across
the North East and through live- streamed performances and digital lessons.
About you
Are you self-motivated, happy working in a team environment and flexible enough to adapt to a changing environment? If this sounds
like you, read on to find out how you can hit the ground running.
We are looking for someone who is organised, a great communicator, loves a spreadsheet and has a passion for music!
The Projects Coordinator will work closely with the Contemporary Music team across Artist Development, produced work and Music
Cities programme - this makes up a portfolio of work that will range in scale and scope from meetings, workshops and seminars to
live shows, creative projects and commissions. The job requirements outlined here will relate to this portfolio unless otherwise
specified.
It would be great if you had experience in:
* Experience of working with artists, industry or creative professionals and/or music businesses.
Skills and knowledge of:
* Excellent organisational and administrative skills, including:
* Planning, scheduling and contracting.
* Inbox management.
* File and folder management.
* Excellent written and oral communication skills.
* Good numeracy.
* Skills and confidence in communicating with people from a wide range of backgrounds.
* Knowledge of and passion across varying music styles.
* Ability to multi-task and manage your own workload, working on your own initiative and as part of a team.
* An understanding and commitment to diversity and inclusion.
* Able to remain calm and clear-thinking under pressure
* Good level of IT skills including Microsoft Word, Excel, PowerPoint
* Knowledge and experience of safeguarding.
* Positive and proactive attitude and willingness to learn.
It also helps if you have:
* Experience of working in a music or arts organisation.
* Experience of organising live shows or artist development activity.
* Experience of using Artifax, Tessitura and Exchequer software systems.
* Experience of coordinating projects with multiple stakeholders.
You’ll be responsible for:
Partnership
Support the team in building and maintaining partnerships with organisations, artists and businesses - share information on
opportunities with these groups and individuals.
Evaluation and monitoring
Gather and prepare information for teams at The Glasshouse (e.g. External Relations or Fundraising).
Work with colleagues to find ways to monitor the progress and performance of programme strands within the portfolio.
Programme Operations
Look after recruitment and registration for events and activities, respond to all enquiries.
Support the management and scheduling of events and activities
Liaise with partners and colleagues to ensure smooth delivery of events and activities.
Manage systems and processes for effective programme coordination including contracting, booking rooms and setting up events using
relevant software.
Collate, book, review and update all relevant resources, spaces and requirements in central systems (e.g. Artifax).
Maintain all admin for the portfolio, make sure copies of contracts are signed, returned and filed.
Support and assist artists, businesses or individuals engaged through the portfolio.
Schedule meetings for the producer team and with partners and artists as required
Finance
Monitor and report on working budgets.
Support efficient financial administration, including raising invoices and purchase orders; ordering and collecting petty cash;
purchasing and tracking spend and maintaining records.
Work with the finance team to make sure all payments set out in contracts are processed on time.
Be responsible for petty cash and sending relevant documentation to the finance team.
Prepare and process all financial settlement information, invoices and any additional payments (e.g. additional non-technical
staffing, hotel costs).
Process monthly credit card coding and reconciliation.
Marketing and Communications
Develop content to support marketing and communications work.
Support colleagues to share programme information including call-outs, making sure that all content is accurate and up to date.
Events
Liaise with partners, artists and guest speakers in advance of events and activities, organising accommodation, travel, technical
requirements, catering, guest tickets, and responding to access needs as appropriate.
For conference events, compile invitation lists, invite delegates in collaboration with External Relations, chase up responses,
and order catering as required.
Assist in briefing guest speakers, and collate slides to help events run smoothly.
Act as internal point of contact for events, share relevant information with operational teams, attend operational meetings and
keep internal systems up to date.
Coordinate all show days, complete all necessary tasks (e.g. preparing dressing rooms, travel booking).
Act as ‘on the day’ event coordinator.
Book, brief and task-manage additional staff (e.g. artist liaisons etc.).
Health and Safety
Coordinate, collate and submit risk assessments.
Work with relevant teams to ensure appropriate safeguarding and pastoral care for any children, young people and/or adults at risk
as necessary.
But don’t worry if you’re not a perfect match for the job description and criteria, we’d love you to apply anyway. We are more
interested in your determination, positivity, and willingness to get stuck in.
Our commitment to your development
At The Glasshouse, we’re always learning. And we know that when it comes to training, everyone is different. So, you’ll work
closely with your manager to identify what your training journey will look like. If you have a specific interest or you would like
to develop your skills in a certain area, we want to hear about it.
This may be through gaining a qualification, on-the-job training or learning within your team, but whatever path you take, through
training and support, we’ll help you develop the skills and knowledge you need to thrive in your role.
Diversity, Equality, and Inclusion
At The Glasshouse, we encourage a working environment that’s welcoming, inclusive, and diverse. Different backgrounds, views and
experiences are valued so everyone can be themselves.
Our venue and programmes are for everyone, so we want to make sure this opportunity is available to everyone, no matter your
background or the challenges you’ve faced.
For example, we would love to hear from you if you:
Are D/deaf. Have a disability, learning difficulty or significant long -term health condition which affects your daily life
Describe yourself as neurodiverse (this might include dyslexia, dyspraxia, dyscalculia, ADHD, autistic spectrum, and others)
Grew up in a family receiving Universal Credit or state benefits
Have ever lived in council or social housing or been on the housing register
Have ever lived in sheltered accommodation or experienced homelessness
Experienced being in care at any point in your life
Have been a refugee or asylum seeker
Are from the African, South, East and South–East Asian, Middle East, Latinx or North African diaspora, or have experienced racism
These are some common examples of challenging circumstances but there may be others. Everyone is welcome to apply.
We do not discriminate because of race, colour, religion, gender or gender identity, sexual orientation or expression, age,
disability or any other protected characteristic as outlined in the Equality Act 2010.
Safeguarding children, young people and adults at risk
We are committed to safeguarding and promoting the welfare of children, young people and adults at risk and expect all of those
that work with us to share this commitment. We operate a robust safeguarding framework and continuous assessment and development
to support safer working practice across out workforce. Our roles are subject to a safer recruitment process which includes
relevant background checks and the disclosure of criminal records, sanctions, and investigations where appropriate.
Right to Work
We welcome applications from candidates already eligible to work in the UK or those that can apply for a visa granting permission
to work in the UK (e.g. dependent visas, ancestry etc.) that do not require sponsorship. You will be asked to share proof of this
prior to receiving any offer of employment.
Our application process
Closing date for applications: 10th March 2025, 5pm
Interview date: 18th March 2025
We understand that interviews can be a nerve-racking experience. We want you to feel comfortable so you can be yourself and shine,
so if you have any questions about the role or the application process, please contact Isabella, People Coordinator at
recruitment@theglasshouseicm.org [recruitment@theglasshouseicm.org]