Job Description: Operations & Administration Manager
Reports to: Chief Executive Officer
Location: Talent House, 3 Sugar House Lane, London E15 2QS
Contract: Full-time
Salary: £42,000 – £48,000 (depending on experience)
Introduction
UD is a Black-led National Youth Music Organisation based in Stratford, Newham, with a 25-year track record of talent development and community building rooted in Black music culture.
Co-founded in 2000 by the current CEO alongside a group of hip-hop musicians, UD’s mission is to educate, empower and create life opportunities for young people inspired by the sounds, words and rhythms of Black music. We address racial and socio-economic inequality by nurturing talent, building skills and creating pathways into the music industry for underrepresented communities. To date, UD has supported over 50,000 young people, the majority of whom are Black and from disadvantaged backgrounds.
UD’s vision is to become a leading talent development centre for Black music, recognised for its social and cultural impact and for the value it adds to a more diverse and inclusive music industry.
Main purpose of the role
The Operations & Administration Manager will take ownership of core operational, administrative and reporting systems for a small mission-driven charity to enable high-quality delivery across the organisation’s programmes and activities.
This is a senior role in terms of capability and responsibility, requiring a high level of organisational and operational competence and working within agreed processes and frameworks.
Key responsibilities
- Operational systems and administration (organisation-wide)
- Lead on the development and maintenance of core operational and administrative systems across the organisation.
- Act as the organisational anchor or ‘glue’ for calendars, project plans, documentation and record-keeping.
- Ensure consistency, accuracy and follow-up across organisational processes, deadlines and reporting requirements.
- Maintain accurate organisational records, contracts and documentation.
- Finance, funding and reporting support
- Coordinate and lead on funder reporting, monitoring returns and evidence collation across multiple grants, working with the CEO as required.
- Maintain and oversee systems for tracking income, expenditure and reporting deadlines, liaising with external finance support as appropriate.
- Prepare and coordinate documentation and data for audits, funder reviews and monitoring visits.
- Oversee invoice processing, expense claims and contractor payments in line with agreed financial procedures and controls.
- Project administration and delivery support
- Apply organisational systems to the administration of projects, ensuring records, schedules and evaluation data are accurately maintained.
- Provide administrative and logistical support for project delivery activity including events, workshops and performances.
- Liaise with freelancers, partners and venues on administrative and operational matters to support agreed delivery plans.
- Governance and compliance support
- Coordinate and prepare board papers and governance documentation, working with the CEO.
- Maintain and keep up to date organisational policies, registers and compliance records.
- Support and monitor implementation of agreed governance and operational procedures.
- Lead on the administration of data protection, safeguarding and health and safety processes, liaising with external advisers as required.
Role scope and working relationships
- Role scope
- The Operations & Administration Manager is responsible for the effective coordination of day-to-day operations, including building operations and studio usage, ensuring activities run smoothly, reliably and in line with agreed policies, procedures and compliance requirements.
- The role includes line management and coordination of operational staff and freelancers involved in facilities, front-of-house and technical delivery, supporting positive and well-managed user experiences for artists, participants, hirers and audiences.
- The post-holder is responsible for financial administration within the scope of the role, working within agreed budgets and procedures.
- Decision-making authority sits within agreed operational processes, procedures and budgets.
- Working relationships
- The role reports directly to the Chief Executive Officer and works closely with her to support effective operational delivery across the organisation.
- The post-holder works day-to-day with operational staff, freelancers, contractors, suppliers, artists, partners and hirers as required to support smooth and effective operations.
- Interaction with trustees is normally via the CEO, except where specific operational matters are delegated.
Location and working pattern
This role is primarily office-based at UD’s Talent House in Stratford, reflecting its operational and facilities responsibilities. Some flexibility may be available by agreement.
Person specification
The role will suit someone who enjoys building and running strong operational systems rather than leading programmes or organisational strategy.
- Essential experience and knowledge
- Significant experience in an operations, administration or project administration role within the charity, arts/cultural, education or public sector.
- Demonstrable experience of leading on administrative systems, processes and record-keeping in a small or medium-sized organisation.
- Experience of funder or stakeholder reporting, including data collection, monitoring returns and evidence collation.
- Experience of supporting or administering multiple projects or workstreams concurrently.
- Practical understanding of operational compliance (e.g. data protection, safeguarding, health and safety) and how this is administered in practice.
- Experience of working with freelancers, contractors or sessional staff, including operational coordination and line management where appropriate.
- Essential skills and capabilities
- High level of organisational and operational competence, with the ability to create order, consistency and follow-through.
- Strong administrative judgement and attention to detail, particularly in relation to data accuracy and reporting deadlines.
- Ability to work independently and proactively within agreed processes and frameworks.
- Confidence managing operational priorities across competing deadlines.
- Clear, calm and professional communication skills, both written and verbal.
- Ability to work constructively with a wide range of stakeholders, including staff, freelancers, partners and external advisers.
- Desirable experience
- Experience working in an arts or cultural organisation (across any artform, not limited to music).
- Experience supporting board or trustee processes, including preparation of papers or governance documentation.
- Experience liaising with external accountants, auditors or funders.
- Experience working in a small organisation with limited internal infrastructure.
- Personal attributes
- Reliable, methodical and highly organised.
- Comfortable taking ownership of systems and processes without seeking positional authority.
- Pragmatic and solutions-focused, with a “can-do” approach within clearly defined responsibilities.
- Calm under pressure and able to maintain perspective in a busy environment.
- Values clarity, fairness and professionalism.
Our values in practice
At UD, we are committed to working in ways that support our mission, our communities, and each other. We expect all team members to contribute in ways that are:
- Purpose-led. We understand how our individual roles contribute to UD’s aims and to positive outcomes for young people and communities, and we prioritise work that is mission-critical and adds value.
- Open, evidence-informed and accountable. We communicate clearly and transparently, and we use data and evidence accurately to inform our work, demonstrate impact and meet our accountability to funders and communities.
- Grounded in integrity and professionalism. We work to high standards of delivery, time management and quality, and we do what we say we will do.
- Respectful and collaborative. We value the skills, experience and perspectives of others, support colleagues appropriately, and work within clear roles and responsibilities, while contributing flexibly to shared priorities when required.
- Resilient, responsible and adaptable. We recognise the realities of working in a small organisation and are flexible and solution-focused, balancing our responsibilities to beneficiaries with care for staff wellbeing.
All staff are expected to:
- Adhere to UD’s policies on Equality, Diversity and Inclusion, safeguarding, data protection, confidentiality and health and safety
- Contribute to a safe, inclusive working environment and raise concerns appropriately
- Commit to their own continuing professional development
The Operations & Administration Manager will be expected to model these values in their day-to-day work and interactions.
Equality, Diversity & Inclusion
UD Music Foundation is an equal opportunities employer and is committed to equity, diversity and inclusion. We particularly welcome applications from candidates who are underrepresented in the arts and cultural sector, including people from Black and Global Majority backgrounds, disabled people, and those from lower socio-economic backgrounds.
We are committed to making our recruitment processes as accessible as possible and are happy to discuss access requirements or reasonable adjustments to support candidates through the recruitment process.
How to Apply
Please email your application to jobs@udmusic.org with the subject line ‘Senior Operations & Administration Manager’ with:
- a CV (maximum 2 pages), and
- a short covering statement (maximum 2 pages) explaining your interest in the role and how your experience relates to the key responsibilities and requirements of the role.
The deadline for applications is Monday 2 March 2026 at 12 noon.
