Project Coordinator, Liverpool Biennial

Reports to: Head of Programme

Responsible for: Interns and Volunteers

Department: Programme

Salary: £22,954 – £24,184

Contract: Part-time (2.5 days per week), Fixed Term (until 31 October 2023) Please note that Full-time hours (37.5 hours per week) will be required w/c 24.07.23 and w/c 31.07.23, to be claimed as TOIL as agreed with Line Manager

Location: Part-time office working at Liverpool Biennial office, 55 New Bird Street,

Liverpool, L1 0BW, with opportunity for occasional home working, depending on prior agreement of line manager.

Deadline: 16^th April 2023, midnight

Interviews: Thursday 27^th April 2023

About the role

This role is a part-time, fixed term role which will help sculpt, organise and deliver the Liverpool Biennial x British Council Biennial Connects programme. They’ll be responsible for the first group visit to Liverpool Biennial 2023, working closely with Biennial and British Council colleagues to facilitate a fruitful and impactful programme, alongside delivering one edition of our digital research journal Stages, and laying the groundwork for a year-round digital programme and evaluation.

Main Duties

Project Coordination

• Manage, coordinate and lead on aspects of the project, from planning through to delivery and evaluation
• Draft and produce an intensive, week-long programme of events and experiences for the Curator cohort which centres around the theme of LB2023
• Within the above, organise UK travel, catering, schedules, tours and tickets for 2x national trips for the cohort to visit other arts venues within the North of England during their time in UK
• Arrange all Curator accommodation and hospitality for in-person UK visit in August 2023
• Create bespoke schedules and welcome packs for visiting Curators and guests, ensuring access and/or dietary needs are considered and prioritised
• Book, contract and brief all venues and contributors (speakers, facilitators, performers etc.)
• Be the main point of contact for participants to answer any questions or needs, including being lead liaison during in-person visit to Liverpool
• Manage recruitment process of 15 Curators, including, liaising with marketing teams to promote the call out, and reviewing applications
• Research arts institutions, peers and prospective partners in priority countries to find opportunities to connect and expand reach of the programme
• Organise accessibility provision for the programme, ensuring it is prioritised throughout every step including (but not limited to) recruitment and interviews, travel and scheduling, and trips or events
• Be main point of contact with British Council team, ensuring they receive regular updates and are consulted on any necessary decision making or changes
• Work with Programme Team to ensure links with wider Biennial programmes and participants, where appropriate
• Supporting the Marketing Team by drafting, collating and copy-editing project information for open call, announcements, website, and Guide
• Research and remain knowledgeable on possible travel disruptions

Digital Programme

• Lead on delivery of one quarterly digital event, sustaining engagement and interest with participating curators, which includes a variety of cohort-led and networking/coaching sessions
• Support Programme Team in drafting future digital programme, including suggesting themes, events and contributors
• Lead on delivery of an edition of our online research journal, Stages, compiling and editing the participant-led research focuses, alongside invited texts and liaising with the designer

Finance and Administration

• Manage and maintain project budget, including working with Head of Programme to ensure all project costs are best value for money, that budget logs are kept up to date and POs and invoices are processed quickly
• Be responsible for monthly reconciliation of the project budget including monthly forecasting and credit card reconciliation, liaising with Finance Team to answer any queries
• Convene, attend and record meetings as required
• Liaise with all Biennial departments to secure a smooth flow of information
• Draft and update project schedules and planning documents to help ensure deadlines are realistically set, clearly communicated and the project is delivered in good time
• Support evaluation of the project through leading on the recruitment of an independent evaluator and compiling relevant quantitative and qualitative data

Miscellaneous

• Attend training and professional development opportunities as required
• Work within the context of Liverpool Biennial’s Equality and Diversity policy, Code of Conduct Sustainability policy and other policies in delivery of internal and external service and treatment of employees alongside all other Company policies and the Staff Handbook
• Work occasional evenings and weekends as necessary, taking this as Time Off in Lieu (to be agreed in advance with the Head of Programme).
• Any other duties which may be from time to time allocated, commensurate with the nature and responsibility level of the post
• Working with Head of Programme to ensure all contractual obligations to British Council are upheld, with appropriate crediting of the partnership included across all public-facing activity

Further details can be found in the job information pack below:

https://www.biennial.com/files/pdfs/9571/project-coordinator-job-information-pack.pdf