Programme & Operations Coordinator

To support the operational infrastructure of Hearth's public and community programme, ensuring activity is well planned, resourced, communicated, and delivered smoothly across multiple sites and within the wider TAP operational calendar., Programme Coordination & Planning

• Support programme schedules, bookings, and logistics across Hearth activity, public programme events, and wider cross-site delivery
• Coordinate planning processes for events, regular programme delivery, and seasonal activity across multiple venues including The Hearth, Auckland Palace, Auckland Gardens, and partner spaces
• Assist with the organisation and sequencing of activity across the wider TAP operational calendar, working with internal teams and external partners
• Ensure delegated areas of activity are appropriately planned, prepared, and resourced in advance
• Support practical delivery planning including venue readiness, equipment, supplier coordination, and operational preparation
Operations & Systems
• Maintain systems, records, files, and documentation to support smooth programme delivery and clear internal communication
• Support purchase orders, requisitions, supplier coordination, invoice tracking, and associated programme administration
• Assist with contracts, freelancer paperwork, insurance checks, and compliance requirements including public liability documentation where required
• Support risk assessments, event plans, compliance processes, and operational planning requirements, ensuring documentation is accurate and up to date
• Coordinate resources, materials, ticketing information, CRM records, and delivery logistics required for activity
• Ensure GDPR-compliant handling of participant information, bookings, and programme records
• Communication & Partner Coordination
• Coordinate communication with partners, freelancers, suppliers, and participants to support effective programme delivery
• Prepare and share clear internal briefings, contextual information, and operational updates for teams across TAP
• Support the coordination of promotional information including copy, event listings, deadlines, and liaison with marketing teams to ensure activity is ticket-ready and promotable
• Act as a key point of contact for delegated areas of operational coordination
Monitoring & Evaluation Support
• Assist with monitoring, reporting, and evaluation processes across programme activity
• Maintain accurate records of activity, attendance, participation, and delivery outcomes
• Support data collection, documentation, and feedback capture as required
• Delivery Support
• Provide on-the-ground operational support during live delivery as required, including event set-up, pack-down, and practical troubleshooting
• Ensure plans are effectively translated into practice during live activity
• Work collaboratively with delivery staff, freelancers, and partners to support smooth, safe, and responsive operations
• Support physical event delivery where required, including manual handling of equipment and materials.
Working Pattern & Flexibility Working days will follow a flexible three-day pattern aligned to Hearth's delivery schedule. This will include a mix of fixed sessions and variable days depending on programme and event requirements. Flexibility is required, including regular evening and weekend working, planned in advance, particularly during Beacon events, seasonal programming, and public event delivery. Reporting Lines and Team Structure As a member of the Programming/HEARTH team, you will be working as part of a small team managed by the Head of Public Programming to support the operational infrastructure of Hearth's public and community programme. Internal and External Relationships
• Working collaboratively with colleagues across departments to achieve TAP's organisational objectives
• Maintain excellent relationships with the large team of volunteers and colleagues
  
  Highly organised with strong administrative, coordination, and planning skills
• Confidence using core administrative systems, particularly Microsoft Word and Excel, with willingness and ability to learn other platforms such as CRM, ticketing, finance, and internal programme management systems as required.
• Comfortable managing systems, processes, logistics, and delegated operational responsibility
• Detail-focused, reliable, and able to maintain momentum across multiple moving priorities
• Able to work across both planning and live delivery contexts in a fast-paced and responsive environment
• Strong communication, copywriting, and coordination skill
• Proactive, practical, and able to problem-solve effectively
• Comfortable working across multiple sites and supporting live delivery
• Full UK driving licence
• Interest in arts, culture, heritage, or community engagement