Arts Programme Assistant

Closing date:

Newcastle Hospitals Charity

The Arts Programme Assistant role is an exciting opportunity to support a growing Arts Team and Arts Programme within Newcastle Hospitals Charity. The multidisciplinary Arts Programme is based in one of the largest teaching NHS Trusts in the Country, and this role contributes to applying creativity to enhance the hospital environment and experience and deepen engagement with local communities.

You will be a motivated self-starter with a passion for creative community engagement and for health and wellbeing. You will support the Arts Programme Manager and growing Arts Team, in delivery of the Arts Programme across the Trust. The programme provides arts and cultural activities for staff, patients and families to enhance the hospital environment; promote health and wellbeing and to engage with the wider community.

Main responsibilities

  • Work as part of the Charity team, play a key role in delivering the ambitious Charity strategy, and be a key link between the hospital charity, NHS staff member, the local community and the local cultural community
  • Promote and encourage support for the NHS internally, in the local community and the local cultural community, providing energy and enthusiasm to inspire others
  • To give wide-ranging administrative and delivery support to the Arts Programme, guided by the Arts Programme Manager
  • First point of contact for Trust staff and general enquiries (internal and external) with regards to the Charity’s Arts Programme
  • Responding to enquiries and/or passing these on to another member of staff where necessary
  • Coordination with Trust Staff on Arts Programme delivery and engagement
  • Assist in managing the Art Programme Manager’s diary
  • Setting up software for meetings (e.g., Zoom, MS Teams, Eventbrite) and attending as appropriate
  • Taking notes or minutes at meetings where appropriate
  • Assisting with written copy for the Arts Programme, supporting coordination of image collection and capture
  • Represent the Charity and the Trust in internal and public face forums and events and deliver confident speeches and presentations
  • Work closely with the Charity communications team in helping to publicise and promote the Arts Programme
  • Supporting with presentation materials such as PowerPoint presentations
  • Supporting in-person events or meetings
  • Supporting data collection for evaluation (e.g., surveys, feedback forms, attendee numbers)
  • Updating arts programme activity log, and Charity team planning documents
  • Support with administration of logistics of exhibition displays and commissions such as loan agreements, artist agreements, condition reporting, artwork transportation
  • Assisting with travel arrangements, for freelancers and arts team members
  • Support with procurement processes, e.g., ordering and invoicing
  • Work closely with Charity finance team to ensure accurate record keeping and reporting in relation to charity arts activities
  • Keeping informed of current Arts and Health (Creative Health) practice by undertaking research
  • Support programme research for the future arts programme.
  • Undertake other administrative duties as required

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

Person specification

Qualifications and education

Essential criterion
Educated to A Level or equivalent diploma

Knowledge and experience

Essential criteria

  • Demonstrable experience of the arts and/or arts in community settings
  • Experience of working with data entry and accurate record keeping
  • Awareness of best practice for working with artists and arts commissioning
  • Specific experience in moving and caring for artworks

Desirable criteria


  • Knowledge of NHS Charities
  • Experience of arts in healthcare settings
  • Project Management
  • Familiarity with NHS Charity fundraising, healthcare or cultural sector arts production and or commissioning
  • Have knowledge of Arts best practice, regulation and procedures
  • Knowledge of regulatory and legislative guidance to ensure all arts activities are compliant (e.g., health and safety; gambling regulations)


Skills and abilities


Essential criteria


  • Excellent organisation and communication skills
  • Well-developed IT skills/proficient in the use of Microsoft Office and Outlook
  • Ability to develop arts projects and maintain basic budgets
  • Diplomacy, negotiating skills/abilities, well developed social skills
  • Able to work without direct supervision


Budget £25,147 - £27,596 p.a. (FT)

Deadline 8 February 2024

Royal Victoria Infirmary Newcastle upon Tyne NE1 4LP

Please visit the job page for further information and to apply.

For an informal conversation prior to applying, please contact Katie Hickman (Arts Programme Manager) by e-mail or phone.

Interviews will be held on Thursday 7 March 2024.

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