Overall Purpose of the role The Arts Council's Advocacy and Communication and public policy teams are a busy and friendly. We try and live our values - we care, we have ambition, we learn. We're looking for someone with excellent planning and organising skills to support the Executive Director and help team directors to co-ordinate delivery of the communication plan. You will also maintain processes to help the Executive Director monitor their public policy work. You will provide support in two ways: · Provide planning support for the ED, including closely working with the two Directors of the Advocacy and Communication team, director of diversity and other colleagues as required. · Provide Executive Support to the Executive Director for Public Policy and Communication, ensuring cover and working alongside a part-time PA. The time spent on these contributions might change week to week, but you will usually spend three days a week providing planning support, and two days a week providing executive support for the Executive Director. Main day to day responsibilities 1. Planning support You will support the ED and two Communication Directors' work planning including proactively managing your own projects to do this. This work includes: Working with the ED and Communication Directors to build and manage a process to track progress of the team's communication plan Manage reporting and information flow from the Comms team to other parts of the business, such as the wider operational planning team Deliver time-specific projects as required, such as booking training, or conducting audits to support better planning processes What this looks like in practice: Develop and manage planning and reporting processes using appropriate tools including AI applications and other relevant project management tools, liaising with Comms Management Team to deliver strategic and operational updates to other colleagues - from weekly planners, to quarterly reporting. Joining the operational meeting between Directors, preparing an agenda, noting actions and making recommendations to support work planning. Ensuring our Planning tools are up to date, and reflect all of the work we are producing as a team. You will do this on an ad-hoc basis, and in meetings where required. 2. Executive support The Executive Director has a part time Personal Assistant (three days a week). This post will collaborate closely with the Personal Assistant, and provide Executive Support to the Executive Director for two days a week. The main duties include: Understand the Executive Director's objectives and ensuring their workload and diary are planned both short and long term to meet them. Effectively manage the Exec Director's inbox and diary - prioritising tasks, setting meetings, travel and accommodation as required. Work with Executive Assistants for other members of our Executive Board (EB) to ensure efficient workflow between EB members. Support stakeholder relationship management where needed, such as communicating with Executive Board, CEO, Chair and external leaders if required, on behalf of the Exec Director. What this looks like in practice: Act as an initial point of contact. You'll effectively manage the Executive Director's diary and inbox, and you will negotiate the best time for meetings that work for all stakeholders. Manage requests and projects of and on behalf of the Executive Director, liaising with internal and external stakeholders - whether planning events or ensuring meeting locations are confirmed and travel times work well. In both parts of the role, you will · Collaborate effectively with other teams and stakeholders, building relationships to ensure the Executive Director's priorities, and the wider work of the Advocacy and Communication and public policy teams, are understood by colleagues - from planning and operations colleagues, through to other Directors and senior teams. · Deliver time-specific projects, whether undertaking a communications planning audit for the Comms Management Team, or working with the Executive Director to lend planning support to their Public Policy remit, which includes collaborating with a number of other Directors in the organisation. · Combine your ability to plan and prioritise with a flexibility & curiosity to offer improvements and recommendations to colleagues to establish more efficient processes and ways of working, including AI innovation and other relevant digital tools. · Contribute to our commitment to diversity and its implications for us as an organisation, and for the arts and culture sector that we support, promoting a diversity perspective in all aspects of the role. You will contribute to a positive working culture in the organisation by taking a proactive approach to learning, responding to change, inclusive practice, and environmental responsibility. · You will reflect the Nolan Principles of Public Life and the Arts Council's values with a commitment to equality, diversity, and inclusion. Key relationships You will report to the Executive Director, Public Policy and Communication You will also work closely with the following: Two Communication Directors, working under the Exec Director The PA to the Executive Director and the communication team assistant The wider Advocacy and Communication Management Team You will also develop relationships with colleagues in the Arts Council's Operations and Planning teams, who are responsible for the smooth running of the whole organisation. What do I need to bring to the role? Essential (Skills, Knowledge and Behaviours) A high level of personal organisation with the ability to prioritise and juggle multiple priorities and exercise effective judgement when managing complex tasks, in pressurised environments where there are sometimes tight deadlines. Excellent planning skills, and experience of planning complex projects, or the work of a team, in order to meet deadlines, and have impact. Senior level administrative experience, providing executive assistant support to manage a busy diary of a board level colleague or equivalent on which there are many conflicting demands, as well as experience of organising management meetings, and recording and following up on actions. A self-starting, self-supporting and self-motivating approach, able to work proactively and anticipate needs, not just responding to direction, with both the Executive Director, and the other members of the Comms Management Team. A wide breadth of perspective, externally, politically and internally. You will have the ability to make prompt, balanced judgements and decisions where appropriate, and taking into account wider issues and priorities across the organisation, understanding the core of issues and considering the impact of situations. Ability to influence and challenge others, including those in more senior roles with varying accountabilities, to deliver against the expected standard of work and deadlines. Excellent interpersonal and communication skills - both speaking and in writing - and the ability to communicate in a confident and engaging manner. You will have the ability to vary communication style across a wide audience, internally and externally. You will also have the ability to confidently liaise with senior figures from across the arts and culture and business sectors, within local government and other government bodies. Strong problem-solving skills, identifying opportunities for improvement across the organisation. Experience of giving direction, guidance and support to colleagues on behalf of senior members of the Team, including to those in more senior roles. Ability to maintain the highest standards of confidentiality and attention to detail and will be able to work with limited supervision, checking in with the Executive Director and Comms Directors as needed. You will demonstrate a high level of discretion, representing the Exec Director and Comms Directors in a professional manner internally and externally. A good understanding of the Arts Council's duty as a public body under current diversity legislation, the current diversity agenda and its relationship to the arts. Desirable (Skills, Knowledge and Behaviours) Interest in and knowledge of arts and public policy Arts Council England. Location : Manchester, United Kingdom
