Cultural Learning and Participation Administrator

Eloquent Dance is a multi-award-winning dance company and community organisation who have been acknowledged for their excellence by achieving the Queen’s Award For Voluntary Services In June 2022. We are looking for an Administrator for Cultural Learning and Participation, who will be at the heart of our front of house at Eloquent, ensuring the smooth delivery of events, classes, and seminars within our arts centre setting.

The Administrator for Cultural Learning and Participation will be at the heart of our front of house at Eloquent, ensuring the smooth delivery of events, classes, and seminars within our arts centre setting. The role involves managing administrative duties, communication, and logistics while acting as a central liaison for students, parents, teachers, and community
stakeholders.

Key responsibilities include enrolment and onboarding, taking and logging
payments, customer service, and the coordination of performances and events. The postholder
will also support feedback collection, marketing, and data management to help improve and
grow the organisation’s programmes and offerings.

Key Responsibilities
Communication

• Act as the primary point of contact between the organisation, students, and parents or guardians.

• Provide regular updates, newsletters, and key information to parents and students regarding schedules, events, policies, and opportunities to join classes or teams.

• Respond promptly to inquiries, concerns, and feedback from parents, guardians, and students through phone, email, and in person.

• Ensure effective daily communication between the administration team through clear handover notes.

• Maintain regular communication with pupils and parents, gathering feedback on their experiences and identifying areas for improvement.

• Ensure teachers adhere to schedules, supporting accurate timekeeping and lesson delivery.

• Assist in communicating studio news, upcoming events, and opportunities with parents and students.

Enrolment and Onboarding

• Conduct enrolment sessions for new students and families, familiarising them with the organisation’s culture, policies, and expectations.

• Assist with registration and onboarding processes, including paperwork, documentation, and fee collection.

• Manage participant onboarding to internal class programs, ensuring all details are logged and processed accurately.

Customer Service

• Greet students, parents, and visitors upon arrival, making them feel welcome and addressing any queries.

• Provide hot drinks for parents and visitors during programme sessions and events.

• Process class payments, issue receipts, and ensure all financial transactions are logged accurately.

• Ensure customers are educated about the organisation’s programs, services, and events.

Event Coordination

• Support the planning and execution of performances, theatre shows, competitions, and other events involving students.

• Assist with the organisation of school events, including scheduling classes, rehearsals, and meetings with teachers and parents.

• Coordinate parent involvement in events, including volunteer opportunities and fundraising efforts.

• Plan and organise logistics for events, including performers, venues, and other resources.

Feedback Collection and Policy Enforcement

• Collect feedback from parents, students, and stakeholders to inform program improvements and growth.

• Ensure students and parents understand and adhere to company policies, including attendance, dress code, and conduct, enforcing them consistently and fairly.

Marketing and Promotion

• Assist in promoting programs and events through various marketing activities

• Support efforts to attract new students and increase enrollment in programs.

Administrative Duties

• Maintain accurate records of student enrollment, attendance, and contact information.

• Manage scheduling of classes, rehearsals, and parent-teacher conferences.

• Handle incoming calls, messages, and emails, connecting inquiries to relevant staff members when required.

• Provide high-quality administrative support, including preparing meeting documents, attending meetings, and following up on action items.

• Maintain operational and office management systems to ensure streamlined and efficient processes.

Financial Duties

• Manage invoices and billing, ensuring class payments are up to date with outstanding balances.

• Take receipt of payments, issue invoices and receipts, and log transactions accurately.

• Prepare financial documentation, assist with funder reporting, and support internal budgeting processes.

Data Management

• Lead the establishment of robust data management protocols to track attendance, participation, and performance-related data.

• Oversee internal monitoring and evaluation frameworks for impact measurement and funder reporting.

Working Hours – As we are a dance company – you need to have a flexible approach to your 30 hours – Here is an example work week:

Hours: 30+ Flexible working hours

Example working week:

Monday – 12.00 – 21.00

Tuesday – WFH – 4 hours

Wednesday – 12.00 – 21.00

Thursday – OFF

Friday – OFF

Saturday – 10.00 – 18.00