Imperial Health Charity Arts Administrator Job Pack T: 020 3857 9840 E: info@imperialcharity.org.uk www.imperialcharity.org.uk @ImperialCharity @charityimperial Imperial Health Charity is a registered charity, no. 1166084 CHARING CROSS • HAMMERSMITH • QUEEN CHARLOTTE’S & CHELSEA • ST MARY’S • WESTERN EYE The role Key information About the role Hours: Full time (35 hours per week) Thank you for taking an interest in applying for this role at Imperial Health Charity. Duration: Permanent Salary: Band 7, Level 1 - £30,339 *The starting salary for this role is £30,339, with the potential to progress based on annually reviewed performance. Notice period: Six weeks Probation period: Six months Place of work: Charity Office, 5 Merchant Square, London, W2 1AY* Reports to: Assistant Curator *We have adopted a hybrid working approach, which includes a mix of office and home working on different days of the week. It is our intention to create a working environment that enables greater flexibility for everyone and at the same time maximises opportunities for collaboration. As part of this approach, the required time working in the office for this role will be no less than two days, which provides some flexibility to work from home. Imperial Health Charity’s arts team brings art and creative practice into the Imperial College NHS Trust’s five hospitals, enhancing the healthcare environment for patients, staff and visitors. The team manages a robust engagement programme comprising creative workshops, artist residencies and community events. It is also responsible for an Arts Council- accredited collection of over 3,000 objects focusing on modern and contemporary British artists. We work with both emerging and established artists on several commissions and temporary exhibitions each year. We’re looking for a thoughtful, creative and enthusiastic Arts Administrator to join our team. As the Arts Administrator you will be an important part of the team, working across the curatorial and engagement programmes to provide essential support in all aspects of our work. You will assist in the day-to-day running of the Staff Arts Club, providing support in areas of communications and event management, as well as manage our general enquiries inbox ensuring emails related to project proposals, events and artwork donations are answered promptly. You will work closely with the Curator and Assistant Curator to help deliver the visual arts programme, contributing to database management, cataloguing and carrying out essential collections care tasks. You will also provide targeted support for key projects including the ongoing inventory of the collection and, where required, support art installations across our sites. This role is well suited for someone at the start of their career with an interest in arts management of both visual and performing arts. Safeguarding At Imperial Health Charity we are committed to the safeguarding and protection of children and adults at risk in our work. We will do everything possible to ensure that only those who are suitable to work with these vulnerable groups are recruited to work for us. This post is subject to a range of vetting checks, including a criminal records disclosure. IMPERIAL HEALTH CHARITY - ARTS ADMINISTRATOR Main duties 1. Provide essential administrative support for the Arts team to ensure the smooth running of its programmes: In this role you will: • Be primarily responsible for responding to emails in the Arts team mailbox; redirecting, signposting, and updating colleagues as necessary/required. Ensure that enquiries related to donation offers, project proposals, staff events and attendance, receive prompt responses. • Co-ordinate the Staff Arts Club (our free provision of arts activities for hospital staff) through the preparation and delivery of regular newsletters, contributing to the booking and running of events, managing guest lists and maintaining relationship with our partner galleries. • Oversee the running of the Royal Albert Hall ticket ballot, both ensuring that events are uploaded and electronic tickets are distributed to participants, within a sensible timeframe. • Support with projects related to the ongoing evaluation of the arts programmes; this includes attending workshops to carry out surveys, gathering and transcribing feedback from exhibitions and events, and collaborating with the Impact & Evaluation Manager to share information/results as appropriate. • Contribute to the team’s communication strategy, both in print and digital media; this includes preparing and sharing stories on social media platforms, working with the Communications team to generate news articles, and also updating curatorial and engagements projects and exhibitions on the website. • Support the running of the quarterly Arts Advisory Group meeting; this includes looking after attendance lists, booking meeting rooms and minute-taking. • Where required, support the team in the preparation and delivery of events and workshops, including creative workshops for patients and staff. Also assisting with the transport of event and workshop materials between sites. IMPERIAL HEALTH CHARITY - ARTS ADMINISTRATOR 2. Assist the Curator and Assistant Curator in the day-to-day running of the curatorial programme. In this role you will: • Assist in processing information on MuseumPlus, our collection management system, ensuring object, location and acquisition information is uploaded promptly and accurately and, where necessary, communicating with artists and galleries to locate missing information. • Contribute to core collections care policies: carry out regular environmental monitoring as well as scheduled condition checks of valuable and vulnerable artworks. • Maintain communications with external contractors including framers, technicians and couriers to ensure timely delivery of programme activities. • Provide support for the temporary exhibition programme, including preparation of loan agreements, object lists, condition reports and interpretive materials. • Support the acquisition of new artworks through artist research in accordance with the Collection Development Policy. • Research, preparation, proofreading and delivery of a variety of written texts including labels and panel texts, ensuring all material is formatted in line with charity branding. • Where necessary, attend hospital sites to support installation of new artworks and exhibitions, or to move artworks to and from storage. • Support the preparation and delivery of art tours to small groups of staff, volunteers or colleagues. 3. General duties • Maintain accurate records for stakeholders, including communication history, adhering to our data protection obligations and records management principles. • Take an active part in department and whole charity team meetings, contributing agenda items and undertaking assigned actions as required. • Take an active part in and collaborate with colleagues across the charity, bringing your own experience and perspective so that we harness the value of our shared contributions. • Participate in regular supervision, objective-setting/monitoring and actively engage in your own job-related development throughout the year. • Champion the charity’s Code of Behaviour and act as a role model, ensuring our key policies and procedures are adhered to at all times so as to protect the people we work with and our reputation. IMPERIAL HEALTH CHARITY - ARTS ADMINISTRATOR A job description does not constitute a ‘term and condition of employment’. It’s provided only as a guide to assist the employee in the performance of their job. The charity is a fast-moving organisation and therefore changes in duties may be necessary from time to time. The job description is not intended to be an inflexible or finite list of tasks and may be varied from time to time after consultation/discussion with the post holder. Personal development Your line manager will agree annual objectives and a personal development plan, which will include training as an essential element of the role. IMPERIAL HEALTH CHARITY - ARTS ADMINISTRATOR The person 1. Qualifications and education You will have: • Evidence of recent continuous professional development. • A high standard of literacy – to speak, present and write with clarity and precision. You may have: • A BA, MA or other relevant qualification in participatory arts, arts management, art history, curatorial practice or fine art. 2. Previous experience You will have: • Previous experience; paid or voluntary, in a museum, gallery, or other arts institution. • An understanding of how public-facing arts events are planned and delivered, possibly through contributing to exhibitions and displays, art fairs, or live performances including music and theatre. You may also have: • Experience of charities and/or health-related organisations. • Experience of working with a collection: handling, cataloguing and caring for objects or artworks. IMPERIAL HEALTH CHARITY - ARTS ADMINISTRATOR 3. Skills, knowledge and ability You will have: • A commitment to collaborative team work and inclusive working, ensuring equality and valuing diversity. • The ability to give and receive feedback objectively and sensitively, with a willingness to challenge constructively. • A track record of consistent accuracy and an eye for details. • The ability to manage a varied workload in a busy environment. • Evidence of working effectively, and maintaining good relationships, with external organisations. • The capacity to work both collaboratively and independently. • A strong working knowledge of commonly used software packages including the Microsoft Office suite: Word, Teams, Outlook etc. • Experience working with databases of some variety, possibly Excel, a CMS system or museum/ archive database. You may also have: • An understanding of how the NHS operates, and contemporary issues around healthcare access. • An interest in wider national conversations about the benefits of art and creative practice for our health. 4. Personal qualities You will have: • High standards of personal conduct, honesty and integrity to engage and inspire the trust and confidence of multiple stakeholders. • A customer-focused approach, seeking to make systems, processes and information accessible and user-friendly. • A clear-thinking, proactive and solutions-focused approach, with the ability to manage competing demands, make effective decisions, be flexible and think creatively to come up with solutions to problems. • The ability to establish good working relationships. • The ability to work under own initiative and operate a flexible approach. • A collaborative and inclusive approach, being prepared to work as part of a wider team in contributing specific expertise. • A commitment to perception of issues of equality and cultural diversity. IMPERIAL HEALTH CHARITY - ARTS ADMINISTRATOR 5. Other requirements You will have: • A commitment to the values and principles upon which the NHS operates. • The ability to work flexibly to meet the needs of the role. • The ability to travel between hospital sites in West London. • No envisaged barriers to obtaining DBS disclosure. 6. Use of Artificial Intelligence Please keep in mind when writing your answers to our application questions: • We are looking for you to demonstrate your knowledge, skills and prior (practical) experience in relation to the role requirements. We are also looking for you to demonstrate an understanding of Imperial Health Charity’s work and how you anticipate contributing to this within your role. • Applications perceived to be significantly supported by the Use of Artificial Intelligence (AI) such as ChatGPT to generate, cut and/or paste answers into your application without subsequent personalisation by the applicant are likely to be scored down during the shortlisting process. IMPERIAL HEALTH CHARITY - ARTS ADMINISTRATOR How to apply Visit our website to find out more about our current job opportunities. Further details about this role, including our online application form, can be found at: www.imperialcharity.org.uk/about-us/join-the-team The deadline for applications is 11:30pm on Sunday 28th September 2025. Interviews will be held across Wednesday 8th and Thursday 9th of October 2025. Please note: All job offers with Imperial Health Charity are subject to satisfactory pre-employment checks and references. The DBS check level required for this role is standard. Please ensure that one of the referees you provide is your most recent employer. Professional contact details should be provided for referees where possible (i.e. company/org emails and or HR departments). Imperial Health Charity reserves the right to close job adverts early if sufficient applications are received prior to the advertised closing date.