Blueprint: Film Ltd

Arts Administrator/Project Coordinator Apprenticeship - Advanced (Level 3)

Blueprint: Film Ltd (Employer)

Ginger Nut Media Limited (Training Provider)

Weekly wage £155.63
37.5 hours per week Working week is usually standard office times 9-5 or 10-6 with a 30 minute lunch break each day. However, you may sometimes be required to work evenings and weekends, usually when we have a project or event running. Shifts to be confirmed.
15 months (duration)
2 December 2020(start date)
Business Administrator (apprenticeship standard)
30 November 2020 (application closing date)
Register interest

Job Description

We are looking for an organised, resilient and dynamic person who can support and organise a range of projects, festivals and courses that we deliver throughout the year in both London and Kent.


You will be responsible to the Creative Director This role is an apprenticeship with the view to becoming a full-time position and we will train our successful candidate accordingly. We are a small team and you will be a big part of it, therefore we are looking for someone who really wants a career as an arts administrator/project coordinator.

The Arts Administrator/Project Coordinator will be working on all of the below projects and any additional projects that arise over time.

General Duties and Responsibilities

  • Work with the Creative Director to help design and coordinate our projects, festivals and events.
  • Design, organise and continually update suitable databases for projects, partners, participants, freelancers, monitoring etc.
  • Carry out the purchasing/hire of materials, equipment and services for all projects and courses
  • Contribute to the development of workshop materials for our projects (E.g. Arts Award documents and lesson plans)
  • Contribute to developing, writing and reviewing reports and evaluation documents and materials
  • Support in recruiting artists and other freelancers for projects • Recruit, organise and support volunteers including the development of learning plans where necessary
  • Recruit organise and support participants and other beneficiaries on projects
  • Contribute to the strategic development of the company, for example, seeking out potential opportunities and partners
  • Assist with the longevity of the company to include support with funding bid writing and helping to develop company plans and milestones
  • Contributing to our policies and procedures and support with updating these in line with government and other official guidelines and changes in national guidelines and policy
  • Contributing to copywriting and regular update of blogs, website and social media
  • From time to time, the project coordinator may be required to communicate with Funders

Monitoring and Evaluation

  • Contribute to the development of relevant monitoring strategies and responsible for developing documents and/or other monitoring materials
  • Ensuring freelancers provide robust monitoring feedback in order to maintain up to date participation records and monitoring/evaluation databases and gather information for funder needs as required
  • Oversee accreditation measures for our projects and support our freelancers on projects to meet targets for Arts Award achievement (training will be given for this)

Creative Ways into Work (Specific Duties)

  • Identifying new and maintaining relationships with employment partners
  • Seeking out potential training/employment opportunities for young people on our courses
  • Supporting every young person who completes our course into employment and/or further training/opportunities
  • Research and be aware of current and suitable progression routes for our beneficiaries in conjunction with our partners and any other appropriate services and/or organisations

Communication, Advocacy and Marketing

  • Communicate and support effectively across a small team
  • Support our marketing team on design and marketing strategies for project recruitment, screenings and other events
  • Contribute to social media as required
  • Champion our projects in all networking circles and within local communities
  • Develop and maintain relevant partnerships and networks for the promotion and smooth running of projects.
  • Aid the dissemination of best practice for all areas of work

Other General Responsibilities

  • Act in a professional manner at all times and uphold the Blueprint Film Foundation’s Code of Conduct
  • Follow and promote safety procedures at work and observe health and safety regulations
  • Attend training and networking events as required
  • Any other duties that may be required to ensure the effective running of our projects and the Company

Future Prospects

This role is an apprenticeship with the view to becoming a full time position and we will train our successful candidate accordingly. We are a small team and you will be a big part of it, therefore we are looking for someone who really wants a career as an arts administrator/project coordinator.

Reality Check

We are currently operating on a ‘work from home’ basis. We also have shared office space in Gravesham, Kent at The Space and will eventually have shared office space in central London too. Our successful candidate will be expected to work both from home, at our office spaces and other spaces and venues as required for project/event work.

The Apprenticeship National Minimum Wage guide (ANMW):

Skills Required

  • Knowledge of health and safety requirements at work
  • Good levels of literacy and proficient IT skills, ideally with experience of using Macs - pages, numbers, keynote and so on
  • Proficient numeracy/mathematical skills (at least level 2) and a willingness to learn budget management
  • Excellent team working skills
  • Excellent interpersonal, negotiation and presentation skills; one-to-one, small groups and large audiences

Qualities Required

  • Ability to take initiative, plan and organise workload to manage multiple tasks and meet deadlines
  • Understand and always adhere to Blueprint ethos and aims
  • Commitment to equality and diversity
  • Willingness to work flexibly to achieve project/company objectives
  • Commitment to own learning and professional development
  • The energy and enthusiasm to coordinate a range of projects, festivals and events
  • An understanding of the diverse communities we work with (largely Hackney, Tower Hamlets, Gravesham and Dartford) with a sensitivity to different needs and beliefs whilst also ensuring inclusivity in regards to development of projects

Qualifications Required

3 A-levels grade D and above or equivalents.

Training Provided

  • Business Administrator Standard - Level 3

Delivery of the standard itself is based around a number of competency and knowledge units, each consisting of introduction, training, personal study, completion and observation. We use Smart Screen which is an online hosted resource mapped to the apprenticeship.  We can also deliver the Business Administrator Diploma alongside the apprenticeship, where the learner is able to take on the additional learning, to give the learners an additional qualification.

The standard is delivered through a combination of monthly one to one sessions of around 2 -2.5 hours and, where this is a cohort, monthly knowledge sessions of an hour to introduce each knowledge module (8 sessions). 

  • IT – Multiple IT packages and systems. Examples include MS office or equivalent packages.  Databases/recording information/data analysis.
  • The Organisation – Organisational purpose, activities, aims, values, vision for the future.
  • Value of their skills – Organisational structure and how they fit.  Development of skills.
  • Stakeholders – Managing stakeholders/ internal and external customers, clients and/or suppliers.
  • Relevant Regulation – Laws and regulations relating to role including data protection, health and safety, compliance etc.
  • Policies – Organisational internal policies and key business policies relating to the sector.
  • Business Fundamentals – Business principles such as managing change, business finances and project management.
  • Processes – Making payments, processing customer data.  Improving business processes.
  • External Environmental Factors – Market forces, policy and regulatory changes, supply chain etc.

Each project covers aspects of knowledge, skills and behaviours and helps the learner build the experience and portfolios they need to successfully complete their apprenticeship.

Before gateway the collected documents are combined to create the learners’ portfolios and the learners also create a presentation for the EPA. By focussing in this way learners and tutors are able to ensure that all KSBs are fully tracked throughout the apprenticeship and that learners have a clear idea of their growth in knowledge and related progress.

EPA consists of a knowledge exam, a portfolio based interview and a project presentation.

Register interest