Business Systems Project Coordinator

BUSINESS SYSTEMS PROJECT COORDINATOR

n t r o d u c t i o n

Birmingham Hippodrome is on a mission to enrich the cultural life of the region. Our vision is to create a distinctive, world-class Birmingham cultural scene with the Hippodrome at its heart. We reach over one million people a year through on and off stage programmes of work, digital presence, and performances in Birmingham and beyond; providing that “goosebumps” feeling through memorable and extraordinary experiences.

We are an independent charity, run by a board of voluntary trustees with no regular revenue funding from public sources. We frequently invest in projects alongside Arts Council England and with Birmingham City Council. Generous support is received from the business community through sponsorship and other partnerships; from individuals through donations and memberships; and from grant-making trusts for special programming and infrastructure projects. As a major employer in the region, we play a leading role in the Southside Business Improvement District.

We are looking for people to join us on this journey at a pivotal time in our evolution; recognising our people and network of talented freelancers and volunteers are core to the growth and success of the organisation.

The future of Birmingham Hippodrome is you!

The role reports to the Head of Business Systems in the Business Systems Department. The salary for this role is £25-30 k (for full time, 37.5 hours a week) plus lots of staff perks!

We offer different ways to work flexibly, so please feel free to contact us as we are open to a discussion on part-time working. This role also benefits from hybrid working.

Our vision and mission state our purpose and who we want to be in the future.

Vision

A distinctive, world-class Birmingham cultural scene with the Hippodrome at its heart.

Mission

Providing that “goosebumps” feeling through memorable and extraordinary experiences.

Inspiring

We bring individuals, groups and communities together to share those wonderful ‘goosebumps’ moments: emotive, world-class, cultural experiences that ignite imaginations and inspire future generations.

Progressive

We are ambitious for ourselves, our partners and our city region We aim to be the best at what we do, always looking for new ways to advance, improve and evolve whilst being mindful of our rich and vibrant history.

Inclusive

We provide a safe and inclusive space for expression and creativity, priding ourselves on being collaborative and reflective of our city region. Inclusion is integral to everything that we do and is central to our decision-making.

People Focused

We care deeply for our staff, audiences, volunteers, partners, participants and artists and are dedicated to ensuring that any Hippodrome experience is a positive one Our people are the beating heart of Birmingham Hippodrome.

Sustainable

We take care with our actions, safeguarding the long-term sustainability of Birmingham Hippodrome through our work, environmental responsibilities and business practices

Our values are all about who we are, what we believe in and what sits at the very heart of a Hippodrome experience.

The Role

It is an exciting time to be joining the department with lots of interesting projects at various stages. Our departmental projects have an impact on our customers and our staff with a view to always enhance their experience. You will be working on projects such as:

The rollout and continuous improvement of a new ticketing website, working with our colleagues in the Business Systems, Information & Sales and Marketing departments.

Moving existing systems to cloud based infrastructure.

The continued rollout of Microsoft 365 and leveraging maximum functionality of the applications we have access to (SharePoint, Teams, Planner, Power Automate).

Re-evaluating our building utilisation software to ensure internal processes match up with software configuration.

The role requires strong written and verbal communication skills, a keen eye for detail and excellent organisation skills. You must be able to prioritise effectively with multiple projects that have similar demands, whilst reflecting our professional standards as we deal with several internal and external stakeholders.

Main responsibilities Implementation

To assist the Head of Business Systems in evaluating the viability of business systems and checking resource availability is accurate

Work with the Head of Business Systems to formulate requirements on large scale projects.

Independently work with department stakeholders to gather requirements on smaller projects to hand over to the Business Systems Manager, Business Systems Analyst and/or Third-Party suppliers.

Together with the Head of Business Systems, work to ensure projects follow PRINCE2 methodology.

On smaller projects, take more of a leading role to ensure projects are delivered on time and budget

Support

Be able to keep internal project plans up to date, altering information based on activity progress and third-party supplier alterations.

Keep project documentation up to date, assisting with Work Packages, Risk and Issue Registers, Project Initiation Documents and logs.

Organise regular project meetings amongst internal and external stakeholders.

Help maintain Planner/Kanban boards to track task progression and chase up task owners on their progress.

Take minutes within project meetings and keep these organised on a weekly basis. Build a working relationship with third-party suppliers.

Innovation

Perform research around possible solutions to problems that need solving within the department and report this back to the wider project team.

Overall

Have a broad overview of all project activity and work on your own initiative to keep pushing projects forward.

Comply with all statutory and Hippodrome requirements in the areas of compliance such as safeguarding, Data Compliance, health and safety. E-learning training (which must be completed during the first three months of employment) as well as internal courses are provided to ensure you have the relevant knowledge in these areas

Perform other reasonable duties as assigned by the Head of Business Systems or Business Systems Manager as required.

h e S p e c

Below is a specification list, detailing some of the key attributes we’re looking for in an ideal candidate. We would still like to hear from you, even if you do not meet all of the criteria as long as you feel you can positively contribute to our team. We are fully committed to supporting, encouraging and training our staff members to ensure their personal growth and future development.

Requirements

ESSENTIAL: The successful candidate will meet the majority of these requirements

DESIRABLE: The successful candidate should meet some of these requirements

Experience

Experience working within a project team or administrative role on IT based projects

Experience contributing to small scale, successful projects

Have looked after project documentation previously

Have actively suggested changes to improve product delivery and outcomes

Have run small projects independently and successfully delivered outcomes

Have been involved with the deployment of ticketing purchases or e-commerce pathways

Skills, knowledge and abilities

Excellent written and oral communications skills with experience of report writing and presenting feedback to peers

Have a working knowledge of PRINCE2 methodologies including the principles, themes, processes and tailoring

Good understanding of and high-level commitment to equality and diversity

Experienced with Microsoft 365 applications and are competent with Outlook, Word and PowerPoint

Familiar with Microsoft Planner or other planning-based systems, such as Trello

Excellent interpersonal, administration and organisational skills

Can use Microsoft Project to create gant charts, track baselines and resources

Competent user of Microsoft Teams with working knowledge to push the boundaries of the application

Have used the Tessitura ticketing application

h e S p e c

Requirements

ESSENTIAL: The successful candidate will meet the majority of these requirements

DESIRABLE: The successful candidate should meet some of these requirements

Skills, knowledge and abilities

Ability to quickly learn new systems to a high standard

Proven ability to problem solve

Deliver training on completed work to small audiences

Education Training and Qualifications

Personal attributes

Motivated self-starter able to work under pressure to deadlines

Able to confidently multi-task

Able to communicate confidently at all levels of an organisation

Is tolerant and open-minded considering diversity in their work

Must be reliable with the highest levels of personal and professional integrity

Hits deadlines for actions, can manage workload, delegate or seek help when appropriate

Ability and willingness to work unsociable hours, including evenings and weekends

Achieved or working towards PRINCE2 foundation certification

Possess an IT related degree

Have a desire to learn how to independently run projects

T h e P e r k s

We are really proud to be able to offer some of the best perks around! We offer a variety of benefits and rewards to our staff - you just need to complete your probationary period first.

Physical

Discounted Gym membership at PureGym and Anytime Fitness.

Critical Health Insurance - a sum equal to your annual salary provided in the event of a diagnosis of a critical health condition which prevents you from working.

Cycle to Work Scheme - we buy the bike and/or accessories at full retail price. The balance is then recovered from a reduction in your gross wage. Through salary sacrifice, you can expect to save a minimum of 25%

Eye care vouchers though Specsavers which includes an eye test and either a select range single vision spectacles when used for VDU use or a voucher amount towards a more expensive pair.

Free flu jab offered onsite to employees or claimed through expenses.

Corporate health care cash plan through BHSF. The plan offers cash benefits towards everyday health costs such as dentist treatment and out patient care. Employees offered access to this scheme at discounted rates via regular deductions from payroll.

Discounted private medical cover though AXA who provide fast track appointment services.

Financial

Annual organisation wide pay reviews.

Enhanced maternity/paternity/sick pay.

Life assurance - a sum equal to twice the employee’s salary is paid to a beneficiary nominated by the member of staff or next of kin.

Enhanced pension offer if you meet the eligibility criteria, after two years ’ service we will match pension contributions up to 6%.

Personal Development Fund to pay towards the cost of a course/activity that is not job related.

Electric Car Scheme - get a brand new electric car through work as a benefit, paid for through your gross monthly pay, saving on income tax and National Insurance.

Emergency Hardship Loan access to an advance in your salary to support in emergency situations.

Bus and train travel - we purchase the discounted annual travel pass on behalf of the employee then the cost is recouped over normally 12 months via a deduction through payroll.

Discounted car parking - half price parking at the Arcadian car park.

T h e P e r k s

Emotional

Flexible and hybrid working where the role allows and in agreement with your line manager, your work can be carried out in a way that meets both the needs of you and the organisation.

Mental Health First Aiders points of contact for an employee who is experiencing a mental health issue or emotional distress. This interaction could range from having an initial conversation through to supporting the person to get appropriate help.

Employee Representatives - these are colleagues who represent a specific department(s). They act on behalf of individuals and collectives of the workforce.

Employee Assistance Programme - an external confidential helpline that can be called for free 24/7 and can offer up to 6 sessions of structured telephone calls/face to face meetings.

Inclusion & Anti Racism and Wellbeing working groups made up of employees and volunteers from across the organisation, working on the day to day improvements that needs to take place, truly leading change at Birmingham Hippodrome by presenting new ideas, informing on training, policies and advocacy.

Social

5 weeks holiday plus 8 Bank Holidays, which increases by one day for each years ’ service, up to 6 weeks holiday plus 8 Bank Holidays.

Staff ticket offers and discounts - subsidised and/or free tickets to watch a show subject to availability and 50% discount on Hippodrome Programmes, alcohol, soft drinks, hot drinks, ice creams, confectionery and food items.

Green room - a communal space for you to enjoy breaks with your colleagues.

Hippodrome Headliners awards, recognition and celebration for the creative, inspiring, dedicated work of our people nominated by you.

Wellbeing events where you have the space to focus on your wellbeing and get involved in initiatives.

Organisation wide staff events where ideas and information is shared with a chance for a get together with the wider team.

Our people are the beating heart of Birmingham Hippodrome and we are committed to providing a safe and inclusive space for expression and creativity and are dedicated to ensuring that any Hippodrome experience is a positive one. Inclusion is integral to everything that we do and is central to our decision-making. We care deeply for our staff, audiences, volunteers and partners, priding ourselves on being collaborative and striving to better reflect our city region.

We are proud that we reside in one of the most diverse cities in the UK; we value the richness that has and will be brought to our organisation through engaging with and the employment of people of different backgrounds.

Birmingham Hippodrome is committed to ensuring that applicants and employees are treated equally irrespective of race, colour, nationality, ethnic origin, gender, sexual orientation, marital or parental status, age, disability, gender reassignment, political or religious belief, or socio-economic class.

The principles of equal opportunity also apply to the way in which our employees treat visitors, clients, customers and suppliers.

Birmingham Hippodrome is committed to a programme of continuous review and action to ensure that our policies remain effective.

Recognising under-representation in our workforce of Black, Asian and ethnically diverse people, and those with disabilities, we particularly welcome applicants from those backgrounds, identities and experiences.

a f e g u a r d i n g

At Birmingham Hippodrome we believe that everyone has the right to live in safety, free from abuse and neglect.

We have a responsibility to do the very best we can to keep children and adults safe, including those at risk as well as our own teams. We will do everything in our power to ensure children and adults who come into contact with Birmingham Hippodrome, in any capacity, are safeguarded; this includes all trustees, staff, volunteers, public and contractors, as well as members of the public.