Programme Assistant (Abertay Intern)
Salary: £23,464 This post is supported by Abertay University as a founding partner of V&A Dundee.
Contract type: Full time, 12 months
Reporting to: Learning Producer - Communities
Department: Programme - Learning
Who are we?
V&A Dundee is Scotland’s design museum – on a mission to inspire and empower through design.
At V&A Dundee, we champion exhibition making, engaging audiences in design through explorations of themes, collections, archives, and designers. Exhibitions sit within the Programme team, which is defined in broad terms, comprising ticketed exhibitions, a free offer of changing exhibitions and displays, Scottish Design Galleries, Learning, UNESCO City of Design, a creative public programme of talks and events, V&A Dundee’s Design Research programme which includes the Design + Innovation team. A distinct strand of our programme is delivered through the renowned collections of V&A and includes the Scottish Design Galleries as well as an outstanding exhibitions programme. The V&A Dundee programme is delivered by a site-based programme team, in collaboration with teams across the museum including Audiences and Media, Philanthropy and Partnerships, Visitor Experience and Operations.
The Programme at V&A Dundee is delivered by a dynamic and enthusiastic team, passionate about creating engaging, meaningful, challenging, and enjoyable programmes and experiences for our visitors. We are looking for a Programme Assistant to provide operational and administrative support to the Learning team. The role will work across the organisation to support holistic and cross-organisational working to ensure the smooth delivery of the museum’s learning and civic programme.
This is a key role within a small and busy team and will support the Learning team to develop and deliver dynamic programmes for all our audiences. This includes - but is not limited to - arranging tours of the museum and exhibitions, booking design workshops, liaising with freelance staff, organising team meetings, taking notes, following up on actions, and attending cross departmental meetings as and when necessary.
To work cross-departmentally to support the smooth running of the Learning team and to assist with the administration and preparation of all elements of V&A Dundee’s Learning and Engagement Programme.
Organise meetings, circulate agendas, take minutes in coordination with programme leads
Support the Head of Learning with diary management and scheduling team meetings
Attend weekly Operational diary meetings, identify potential clashes within the programme and book out museum spaces on the internal calendar as required
Deal with routine enquiries to the learning team, manage tour booking form, making sure relevant colleagues are informed and drafting responses if required
Support the team with programme delivery, including updating and monitoring the organisational activity planner, and other cross-organisational processes to ensure all content is in place and on schedule.
When required, work with the team on regular reporting for key partners and funders.
Assist with maintaining budgets for the learning programmes and projects meticulously and in a timely fashion
Assist the team with event planning administration across all audiences and delivery of events, in museum and online - including drafting event plans, schedules, updating organisational calendars and booking access provisions (BSL interpreters)
Assist with compiling, checking, and inputting information for the regular What’s On programme
Assist with event documentation, gathering feedback and data input re – participant numbers/key performance indicators
Facilitate effective communication with Learning team colleagues to uphold seamless information exchange throughout the Programme department
Other
Promote equality and diversity in all aspects of your work by developing and maintaining positive working relationships, ensuring that colleagues are treated fairly and with respect/dignity and actively contributing to developments that support the museum’s strategy for widening access, inclusion, and diversity
Be committed to health and safety and ensure familiarity with all the Museum's health and safety policies and procedures
Ensure familiarity with Safeguarding policy and procedures
Be security conscious, ensure familiarity and co-operation with all museum security procedures
Some weekend and evening work will be required on an ad hoc basis to support the public programme, this can be reclaimed via our Time Off in Lieu policy
Carry out any other ad-hoc duties under the direction of department leads
Graduate of the University of Abertay
Excellent communication and accuracy in written communication
Ability to manage priorities and work to deadlines
Academic study/work experience/professional experience relevant to this role
An ability to work confidentially, handling sensitive information
Good team player who will work well in a creative environment
Excellent organisation skills and impeccable attention to detail
Ability to work as part of a team and independently, remaining calm under pressure
Ability to contribute to and promote an inclusive, respectful culture within a team
Deadline for applications: no later than 11.59, 2 August 2024, interviews will take place on 21 August 2024.
This is a full-time position, working 37.5 hours per week working in a hybrid flexible environment with a mixture of home working and working from our museum in Dundee. We offer a generous package including 38 days holiday, pension scheme, company sick pay, entry to V&A Dundee paid exhibitions and many more discounts and benefits.
We offer a generous package including 38 days holiday, pension scheme, company sick pay, entry to V&A Dundee paid exhibitions and many more discounts and benefits.
We are an equal opportunity employer and encourage applications from everyone and do not discriminate on the basis of race, religion, gender, sexual orientation, age, marital status, disability or any other protected characteristics.
V&A Dundee is aware that working more flexibly is a central element of attracting and retaining disabled people in the labour market. We encourage you to apply if you define yourself as disabled under the Equality Act 2010 (including deaf or neurodivergent).
If you require any adjustments during the recruitment process, such as receiving the interview questions in advance or documents in an alternative format, please let us know via the email below.
If you have any issues with your application, please email: hr@vandadundee.org