A quick catch up

So I thought I’d catch you up on what has been happening over the past few weeks since my last post. I’ve been rather busy to say the least; there has been a lot of administrative tasks to complete, one of my main admin tasks is to keep on top of the finances for our project. This additionally entails file management with paperwork, invoices, new supplier forms, spreadsheets, gantt charts and tracking payments. When we work with partner organizations (if we are using their services), they will invoice us. Sometimes, we are working with new organizations and in that case they have to fill out a new supplier form so that we have their details on the system and we can then pay them. I also liaise with the finance team so that the new supplier forms are processed and that the invoices are paid on time. I keep a copy of the documents, emails and invoices to ensure that we have a back log of all the information.

Case studies are another job that keeps me busy, these are generally used for meetings with the senior management team or the board to keep them updated on the projects and activities which have taken place within the libraries that we have hosted and/or taken part in. They can also be used for PR and marketing purposes and also to report back to our fundraisers to show them what their funding money is helping us to accomplish.

For the past few months I have also been completing an event’s audit which I have finally finished; this event’s audit may have been a struggle and a pain, however, it was definitely worth the while. The audit will be used to look at how many different partner organizations have used the rooms within our library; who are our main users; how many times the rooms have been empty and so on. This piece of work will give us a wide perspective on everything we need to know.

Well I best get back to work.

See you soon


Welcome to my blog

So I thought I’d create a blog to give you an insight into my Apprenticeship and what I do as an Arts and Events Administrator. I’ve been an Apprentice working for Explore York for 5 months now and it has been an amazing experience so far. Ever since I have started there has always been something to do; whether that includes administration, supporting my colleagues with planning and putting together events, from event’s with children to author events and more.

When I first started my apprenticeship I was thrown in at the deep end; to me this was an important part of my apprenticeship and it meant that I learnt a lot of information of the way the organisation works and I got to know a lot of the staff all at once. I may have been thrown in at the deep end but I think that’s the best way to go.

So, I said I have helped out with different events and this covers a wide range of people at the same time:

  • On the second day into my apprenticeship I took part in an pop up animation studio for the Summer Reading Challenge – I was working with 10 children between the ages of 9 and 12. This gave me a big insight into some of the workshops they do and the way they like to work with other organisations to build up partnerships.
  • Then there’s The Summer Reading Challenge (SRC) – this is a national event which allows children between the ages of 4 to 11. The Reading Agency decide what the theme will be each yeah and work with Libraries all over the UK to entice more children to read during the summer holidays..
  • The Big City Read (BCR) is also a big event; this event works to try and allow more adults to read. For this event the Library orders 5000 books to give away to the public for free; there are then a range of different events which that adults can attend which are linked into the themes of the book chosen.
  • I have also helped to organise and set up 2 different art exhibitions in the main York Library; the first is called the “Tiger Moths and Memories” where over 1000 Tiger Moth’s were created in different workshops by a range of different people which created a beautiful exhibitions on the walls of the café. The current exhibition is called “Sports: A level playing field”; there is an art installation created by Ross Georgeson to express how those with a disability can take part in different sports no matter what their circumstances are.

There are many other events that I have helped to organise such as:

  • Pockets of Light  – Illuminating York Festival
  • Pop up Cinema – Celebrating the  pop up animation studio for the Summer Reading Challenge
  • The staff conference

There are also many event’s coming up over the next year which I will be helping to organise such as:

  • YARN
  • Pop up animation studio
  • Muse Hack
  • Arts in Residence
  • Layers upon Layers

And so many more.

I best say bye for now, but keep a look out for my next update.