Operations Officer (Fixed-Term Contract, 9 Months) – Irish Cultural Centre Hammersmith

Position: Operations Officer
Contract: Fixed-Term, 9 Months (with possibility for extension to 12 months)
Location: Irish Cultural Centre, Hammersmith, London W6 9DT
Salary: £28,000 PA
Application Deadline: Thursday 05 September 2024
Start Date: September 2024 (or as soon as possible)

The Irish Cultural Centre Hammersmith is seeking a fixed term Operations Officer for 9 months (with possibility for extension). The candidate will help to play a key role in our continued success and growth. As we approach our 30th anniversary, the Irish Cultural Centre in Hammersmith is embarking on a transformative journey with a host of new and exciting projects on the horizon. This is a thrilling time to become part of our team, contributing to the vibrant cultural life of our community while helping to shape the future of the Centre. If you have strong Operations experience, are passionate about Irish arts and culture, the Irish community, and making a difference, we would love to hear from you!

Job Responsibilities

Duty Manager Activities 

The Operations Officer will create a positive work environment by supervising the staff and activities of the Centre each day. 

• Act as a key holder for the building, ensure open and close procedures are followed to a high standard. 

Day-to-Day Operations

Guaranteeing a high standard in maintenance and our public-facing profile across the venue for private hires, arts & culture, community & education programmes. 

• Assist in ensuring the Centre is stocked up with stationary, printing supplies, necessary equipment; liaising with the Events & Operations staff to monitor inventory of the bar & shop,  ensuring adequate stock and supply. 
• Ensure simultaneous private hires, community programmes and events run smoothly. 
• Brief all staff and volunteers on each day's schedule. 
• Ensure a high standard of event set up, including setting up event technology.  

Health & Safety

• Oversee and manage the day-to-day operations of the Centre, guaranteeing a high standard in maintenance and public-facing profile across the venue.
• Ensure health and safety procedures are up to date in line with government guidelines.
• Assist staff in training where necessary. 
• Take weekly reports of the condition of rooms and equipment. 
• Organise repairs where necessary. 
• Work closely with our building contractor to ensure maintenance is carried out quarterly and reporting to the Centre Director on this process. 

Customer Service 

At the ICC, all visitors should have a meaningful and memorable experience, feeling welcome as they enter our Centre.

• Assist visitors with enquiries regarding ticketing, our programme and services. 
• Ensure all of our guests are informed and responded to via phone and email. 
• Remain warm and welcoming while always trying to solve customer disputes. 
• Signpost customers to the correct team, sometimes including external organisations. 

Artist Liaison 

• Ensure the operational timeline of events, artists & technicians are all informed & clear.
• Issue artists with itineraries including a detailed account of their event schedule. 
• Ensure all travel, accommodation and subsistence is kept within our funding budgets, always being aware of choosing the most cost effective option. Collect relevant artist expenses and reimbursements from Culture Ireland.

Environmental Strategy

The ICC has a target of net zero by 2030, with early provisions in place. The Operations Officer will help assist in the implementation of the strategy across the wider team. 

• Assist the Centre Director on developing the environmental strategy to help develop a greener Centre. 
• The Operations Officer will monitor the progress of the schedule for reaching this target, ensuring all staff are following procedures to reduce our carbon footprint. 
• Researching & reporting. Evaluating behaviour change within the team. 

Library Development 

The ICC’s Library will launch soon. 

• Lead on the development & smooth running of the opening of the Irish Cultural Centre’s Library in September 2024 with the Community Programme Officer.
• Work with the Librarian to ensure the library has sufficient resources to operate successfully. 
• Assist in the training of library volunteers on our library management system. 

Quality Assurance & Reporting 

• Report to the Centre Director on the effectiveness of Centre operations, offering suggestions for improvement where appropriate. 

Private Hire 

The ICC has a thriving private hire sector which is a vital flow of income in our charitable activities. 

• Handling booking enquiries via email and phone and organising on-site client meetings & visits. 
• Ensure clients' needs are met.
• Liaising and coordinating with on-site teams, including operational staff technicians, to ensure the event is a success.
• Working closely with the room bookings officer to maintain the smooth running of all private hires; assisting with scheduling and ensuring sufficient staff are on site. 

Operational Staff & Volunteer Management

• Organise staff training on a seasonal basis that is essential to the team delivering services safely and efficiently. 
• Regularly check in with volunteers and operational staff to ensure they are aware of the schedule of events and are sure what is required and have the support they need. 
• Onboarding new operational staff, new volunteers and managing their recruitment.

 

Job Requirements/ Personal Specification 

• Having a positive and solution-oriented approach.
• Ability to work independently managing workload and delegate tasks appropriately.
• A keen eye for detail across a wide and varied range of tasks and projects.
• Excellent prioritisation skills whilst managing multiple coinciding deadlines & projects.
• Flexible and adaptable to the changing needs of the charity.
• Strong communicator. 
• Experience of working with office suites, Microsoft Office (Excel, Word) and Google's G-Suite.
• An interest in Irish Arts, Culture & Community. 
• Experience of managing people and motivating staff, working flexibly within a team environment, as well as a positive attitude towards managing change.

 

Personal Criteria 

Essential

• A strong work ethic with a ‘can do’ attitude.
• Outstanding interpersonal skills with an ability to solve problems. 
• Flexibility to work some evenings & weekends, as per event schedules. 
• Proficient use and knowledge of G-suite.

Desirable 

• Experience in arts & culture or community-driven organisations.
• An affinity with Irish Culture.
• Experience of positive procurement procedures & developing more efficient and cost-effective ways of working. 
• Experience of Health & Safety & Fire marshal duties. 

 

How to Apply:

To be considered, please send both your CV AND a personalised covering letter, outlining your suitability for this specific role at The Irish Cultural Centre (in line with the job description) to [email protected], with Operations Officer in the title, by 12pm on Thursday 05 September 2024. Interviews will be held the following week.

As an equal opportunities employer, we welcome applications from individuals of all backgrounds and experiences. We are dedicated to creating a work environment where everyone feels valued, respected, and supported, regardless of race, gender, age, disability, religion, or sexual orientation.

 

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Volunteers

The Irish Cultural Centre is very lucky to have many wonderful and dedicated volunteers, who help with most aspects of our work. Without their tireless support, the ICC simply wouldn't be able to survive. We would like to take this opportunity to thank them for their time, energy, and moral support. If you would like to become a volunteer at the ICC, we would be delighted to hear from you. If you think you might have a spare couple of hours each week then please contact us at [email protected]