CLASSES & COURSES TRAINEE

Traineeships at The Place offer those interested in starting a career in the arts outside of performance the skills they need to thrive in various different roles.

For further information about our Traineeship Programme, please see our full description and FAQs on our Traineeships page HERE.

The Classes & Courses Trainee assists the Classes & Courses team with the day-to-day administration of The Place’s Classes & Courses Programme.

Working closely with the Programme Manager, Assistant Manager (Children & Youth) and Adult Programme Officer, you will gain experience in the administration and coordination of recreational dance programmes for both adults and children.

You will have the opportunity to liaise with a wide range of participants, teachers, artists, and musicians, all of whom bring a wealth of enthusiasm and knowledge to our Classes & Courses programme. You will develop your customer service and administrative skills and expand your knowledge of marketing strategies for recreational dance.

The Classes & Courses (C&C) Trainee will assist in the administration of the Children and Youth Dance and Adult Dance Programmes. The successful candidate will work with the wider C&C Team to ensure the smooth delivery of these programmes.

BURSARY

The allowance for this role is £23,938 per annum.

No allowance changes are made until after successful completion of a probationary period.

CONTRACT TERMS

This is a 12-month fixed-term, full-time trainee contract equivalent to 40 hours per week. Your exact working hours will be agreed with your line manager. Some hybrid working for this role is available, though it is expected that the trainee will work from the office at least 4 days per week most weeks.

Whilst in the six-month probationary period the notice period will be two weeks. Once this period is successfully completed the post holder will be confirmed in the post and the notice period will be four weeks.

Please note this post is subject to an enhanced DBS Disclosure check.

ESSENTIAL CRITERIA

KNOWLEDGE

• Knowledge of the dance sector and/or dance education/organisations

SKILLS

• Excellent communication skills through a variety of means: written, telephone or in person.

• Ability to problem solve, work flexibly and multi-task even under pressure.

• Good IT skills with a basic understanding of using Microsoft Office.

• Strong attention to detail.

EXPERIENCE & QUALIFICATIONS

• Experience of working with a broad range of age groups.

ATTRIBUTES & PERSONAL CHARACTERISTICS

• Ability to work well in a team whilst also being proactive in working independently.

• Ability to give high levels of customer service at all times, even in busy or high-pressured situations.

• Flexible approach to working hours (able to work evenings and weekends where necessary).

DESIRABLE CRITERIA

KNOWLEDGE

• An understanding of recreational dance and the needs of participants, parents/carers, and teachers within a recreational dance context.

SKILLS

• Excellent interpersonal skills with a wide-range of people.

• An understanding of using database systems, such as Spektrix.

EXPERIENCE & QUALIFICATIONS

• Experience of working in a dance context.

ATTRIBUTES & PERSONAL CHARACTERISTICS

• An enthusiasm for dance and providing opportunity for all to access high quality dance classes.

PROGRAMME DELIVERY

• Provide a point of contact for all telephone, email and in-person enquiries relating to the Children and Youth Dance Programme, and Adult Dance Programme.

• Support the registration of classes, working closely with the Visitor Services team.

• Support the Classes & Courses team with performances and on delivery days.

• Act as the administrative host for online delivery including termly meetings with teachers, musicians and teaching assistants.

• Take Classes & Courses team meeting notes and update agendas with actions and any relevant information.

• Take minutes during meetings and distribute these to all meeting attendants.

CUSTOMER SERVICE

• Act as the point of contact for bookings and general enquiries relating to the programme via phone, email, and in person.

• Be present at the Reception desk during evenings and at weekends when Classes & Courses activities are running.

• Provide a warm welcome to participants and facilitate bookings and payments alongside the Visitor Services Team.

ADMINISTRATION

• Generate and maintain registers for Children & Youth and Adult programmes.

• Track attendance for Children & Youth programme and communicate closely with the Assistant Manager regrading consistent absences.

• Monitor attendances on the Adult programme.

• Ensure up to date contact details are held for participants, parents/carers and artists including access and medical information.

• Disseminate relevant information to participants, parents/carers and artists for Adult and Children & Youth activity.

• Create and update termly contact detail documents for all teachers, teaching assistants and musicians delivering Chlldren & Youth and Adult programmes.

• Produce a weekly newsletter for artists (teachers, teaching assistants and musicians).

• Monitor Children & Youth and Adult inboxes and action any requests, including booking participants onto classes.

• Support Assistant Manager (Children & Youth) and Adult Programme Officer to prepare teacher, musician and teaching assistants Letter of Agreements (termly & bespoke activity), uploading onto Eversign platform, sending to all casual staff, monitoring and filing once signed. This also includes cover agreements.

• Assist in the finding of cover for teachers, musicians and teaching assistants in liaison with the Assistant Manager (Children & Youth) and Adult Programme Officer including updating termly cover log document.

• Support the Adult Programme Officer and Assistant Manager (Children & Youth) in the organisation of intensive holiday programmes, collating information packs, bookings and registration and supporting operations.

• Work with the Classes & Courses Team on evaluation and monitoring of Children & Youth and Adult programmes including collating on-sale statistics, supporting audience panels and distributing and logging termly survey responses.

• Use, and troubleshoot issues within, Spektrix (our ticketing software), remaining compliant with GDPR and data protection regulations at all times (full-training will be provided).

• Any other administrative tasks that may be reasonably requested by the Classes & Courses Team.

• Communicate important information to the reception team to support smooth-running of the programme.

• Work with the Classes & Courses Team to book studios for all programme activity within the booking's timeline and support troubleshooting with Visitor Services team.

MARKETING

• Work closely with the Assistant Manager (Children & Youth) and Adult Programme Officer to build classes on Spektrix ahead of each terms/activities booking cycle.

• Work closely with the Assistant Manager (Children & Youth) and Adult Programme Officer to gather marketing copy from artists in-keeping with the marketing timelines.

• Work closely with Marketing team to proof-read webpages before each activity general sale opens.

• Work with the Classes & Courses team to monitor sales and bookings, and liaise with the marketing team on new marketing initiatives including sending out promotional emails.

• Monitor the information on the website and feedback any amendments/corrections needed.

• Support Classes & Courses Team to deliver audience panel meetings including minuting and distributing information to all attendants.

• Monitor information on the Classes & Courses noticeboard and update where necessary.

PERFORMANCES & SHARINGS

• Support the Assistant Manager (Children & Youth) and Adult Programme Officer in the organisation of end of term sharings/performances and CPD/staff training days as required.

• Assist Rehearsal Directors with the off- and on-site performances of our youth and adult dance companies as appropriate.

• Organise appropriate travel arrangements for off-site activity if required.

SAFEGUARDING

• Report any safeguarding concerns to Assistant Manager (Children & Youth) and Programme Manager or a safeguarding officer in line with The Place’s safeguarding policies and procedures.

• Log and report to the Assistant Manager (Children & Youth) and Programme Manager any concerns highlighted by teachers, musicians or teaching assistants.

• Represent The Place and support alongside Classes & Course team, all performance companies during external visits and performances.

PROFESSIONAL DEVELOPMENT

• Work with the Assistant Manager (Children & Youth) and Adult Programme Officer to identify areas for your own Continuous Professional Development in line with the core responsibilities of this role and for personal advancement.

ADDITIONAL TASKS

• Assist in Health & Safety and evacuation procedures once trained.

• Attend termly meetings with hourly paid staff on the Classes & Courses Team.

• Attend other meetings when required.

• Provide cover for Reception when Classes & Courses activity is onsite/ when these fall within working hours.

The application closing date is 10 Mar 2025 at 11:59pm.

We anticipate that interviews will be conducted during the week commencing 24 Mar 2025 either in person at The Place or remotely via Microsoft Teams (or similar platform as necessary). Interview dates may be subject to change.