• Reporting To: Director - Programming
  • Contract: Fixed term until March 2024 (with potential for renewal)
  • Hours: Full time, with occasional out-of-hours requirement
  • Closing Date: 23 November 2020

Purpose of the Role

The Programming Officer will work closely with all members of the Programming Team, especially with Japanese communication and liaison with stakeholders in Japan. They will help to devise, prepare and submit detailed and well written proposals for programmes to the Ministry of Foreign Affairs in Tokyo; manage their approval, scheduling, implementation and delivery; and ensure adequate data (qualitative and quantitative) is collated and reported in a clear and timely manner. They will also ensure that the Programming team functions efficiently and effectively by implementing and overseeing administrative process, including the preparation and organisation of information, documentation and other records. This will include providing full logistical support across the wide range of programming activities.

Accountabilities

  • Execution of duties in an effective manner
  • Efficient coordination of multiple events
  • Facilitation of a professional working environment
  • Maintenance of accurate records
  • Create programming proposals
  • Coordinate submission, approval and implementation process
  • Manage delivery teams
  • Report collated data

Relationships

Internal

  • All members of the Programming Team
  • Operational teams for Marketing & Communications, Corporate Development, Visitor Services / Operations

External

  • JHL Tokyo Liaison Office
  • Ministry of Foreign Affairs (Japan) and Embassy of Japan in London
  • Retail and Food & Beverage Partners
  • Other Suppliers and Contractors

Key Duties

The coordination (development and implementation) and reporting of all programming activities - commissions, projects, exhibitions and related public events - to include:


Programming Event Preparation and Production:

  • Regular email and video conference communication in Japanese liaising with event content holders.
  • Liaising with the JHL Tokyo Liaison Office and MoFA.
  • Advising event content holders in Japan in the process and planning of event content for Japan House.
  • Researching the viability of conceptual ideas proposed by the Director – Programming and the Programming Team.
  • Writing detailed, clear and accurate Event Proposal forms to MoFA.
  • Managing resource, administration and marketing relating to Programmes.
  • Supporting the install and de-install of all projects when necessary.
  • Ensuring other technical and logistical needs of programmes and venue requirements are met, including OH&S and risk management.
  • Sourcing products and services and completing vendor application forms.

Event Reporting:

  • Reporting on the qualitative and quantitative data collated.
  • Preparing written programme updates, and programme-related information as required.
  • Checking and validating all supporting documentation.

General Clerical:

  • Monitoring correspondence, respond to in-coming emails in both Japanese and English, dealing with appointments, requests for biographies, or images etc
  • Maintaining and recording communications, including between Japan and UK as required, and complete research on behalf of the Programming Team.
  • Preparing correspondence on behalf of the Director – Programming and Programming Team.
  • Conducting and record diary meetings with the Director – Programming and the Programming Officers responsible for events to discuss upcoming engagements, events and activities.
  • Filtering general information, queries, phone calls and invitations, taking forward such contact as appropriate.
  • Fully supporting the various needs of the Programming Team ensuring each is fully briefed on any engagements they are involved in through accurate communication, coordination and research.
  • Maintaining high standards of creativity and professionalism at all times.
  • A particular feature of the Japan House way of working is the project team. All members of staff are expected to collaborate, from time to time, in cross-functional teams to deliver specific projects and programmes of activity. The project teams are multi-disciplinary and bring together the skills and experience needed to deliver a wide range of shared initiatives and objectives. Teams may include experts from external companies or suppliers.
  • As an employee of Japan H.L. Limited, Under Section 7 of the Health and Safety at Work etc. Act 1974 you are responsible for your personal safety and that of all personnel under your authority, including others who may be affected by the Company’s activities. Additionally, you must also co-operate with the Company to enable it to discharge its own responsibilities successfully.

Professional Qualifications, Knowledge & Experience

Qualifications

  • Educated to degree level or equivalent qualification in a relevant field
  • Additional training / courses completed in associated areas advantageous

Knowledge

  • Knowledge of funding application process for artistic and / or community engagement programmes through grants etc, beneficial
  • High level of proficiency in full MS Office suite
  • Use of CRM and other software systems beneficial

Experience

  • At least 3 years’ professional experience in a similar role with responsibility for executive-level correspondence, administration and logistics management and programming
  • Exposure to sector (Museum, Arts, NFP, Visitor Attraction, Heritage Destination or Tourism Development) preferred
  • Previous experience in a project-office environment desirable
  • Experience of working in an inter-cultural environment
  • Experience of working with or in Japan would be an advantage

Capabilities

  • Japanese language written and spoken to native level
  • Excellent written and spoken English 
  • Ability to translate effectively between English and Japanese an advantage
  • Able to balance multiple projects and priorities
  • Capable of working alongside leading artists, designers and curators
  • Ability to work independently as well as collaboratively
  • A participative team player with an inclusive approach towards all colleagues
  • Excellent interpersonal and communication skills
  • Strong organizational and planning skills
  • Ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Able to influence people whilst maintaining tact and cultural sensitivity
  • Excellent time management skills
  • A creative mind with an ability to suggest improvements

Qualities

  • Skilled - expertise in professional, technical and specialist field
  • Willing - proactive desire to solve problems and engage with others
  • Customer-focused - integrated and communicative, focused on achieving shared goals
  • Delivery-oriented - ensuring both team and individual performance targets and objectives are met
  • Organized - consistent, systematic and methodical work ethic

Work Environment

  • Office environment, with some duties carried out in JHL public spaces
  • Standard office hours 9am to 6pm, five days per week
  • Occasional after-hours project-related tasks (evenings and weekends)

 

INTRODUCTION TO JAPAN HOUSE LONDON

Japan House is a global initiative led by the Japanese Ministry of Foreign Affairs (MoFA). There are three Japan Houses, located in Los Angeles, São Paulo and London. Japan House aims to provide a forum for creative and intellectual exchange between Japan and the rest of the world, by inviting guests from all backgrounds and with a variety of interests to explore, interact with, and immerse themselves in Japan’s rich and diverse culture.
Japan House London opened on 22 June 2018 and is the new cultural home of Japan in London. Presenting the very best of Japanese art, design, gastronomy, innovation, and technology. Japan House London provides unique, imaginative insights into contemporary Japan, its cultures and people. It is a living expression of culture in Japan, it is about Japan now, and provides an authentic experience for visitors.
Located on London’s Kensington High Street, the venue takes up three floors (3,000m2) in the stunning Grade II Heritage Listed Art Deco building that was once Derry & Toms department store. Offering an exhibition gallery, events space, a library, a Japanese restaurant and a social retail floor of thoughtfully curated Japanese products, providing accessibility to audiences driven by a consumer world. This is complemented by a diverse line-up of exhibitions, events, workshops, and seminars. A travel information hub is located on the ground floor and run by the Japan National Tourism Organization (JNTO) and the Japan Foundation have offices and meeting space on the ground and 1st floor.
Japan House London aims to provide a forum for creative and intellectual exchange between Japan and the UK, by inviting guests from all backgrounds and with a variety of interests to explore, interact with, and immerse themselves in Japan’s rich and diverse culture.
Since opening, Japan House London has presented seven Seasons: Futures of the Future; Biology of Metal, SUBTLE, Prototyping in Tokyo and Living Colours; This is Manga and Anno’s Journey. Over 600,000 visitors have visited Japan House London and over 200 events have taken place.

MISSION

Increase the awareness of all aspects of Japan and Japanese cultures and foster partnerships between the peoples of Japan and the UK and create future sustainability.