Call for City Reflections Yr 2
Community and Archive Project Coordinator
| Role: | Community and Archive Project Coordinator |
| Location: | A mix of remote working and office in Southampton |
| Fee: | £250 per day inclusive of VAT (estimated 10 days) |
| Status: | Freelance contract with Southampton Forward |
| Reporting to: | Senior Executive Producer & Community Engagement Manager |
| Contract duration: | June – September 2025 |
Background
City Reflections will re-animate the city with spectacular light projections/mapping across the city creating a digital light art trail that celebrates our city’s heritage, art and people. We will light up our city’s buildings and heritage sites with large scale projections, chosen by the community, from Southampton City Council’s world class collections.
Collection items selected in collaboration with the SCAG team, conservators and local community groups. The producer will work with key community stakeholders through SF’s working groups reach to identify community groups to take part in this project. SCC Culture team will oversee the digitisation of the collection. SCC involvement as above for projection planning and installation.
The role
We are seeking an experienced project coordinator to work with the community and the SCC Archive team and Southampton Forward to deliver the archive aspects of the project.
The main outputs of this contract are to:
- Overseeing admin including scheduling and booking meeting rooms, keeping track of outgoings and assisting the Community Engagement Manager.
- Copyright and Licensing Management; ensuring that the artworks, and collections are compliant with copyright laws.
- Escorting Community Curators to Archive and taking notes of items and storage locations etc
- Contracts and Agreements, relating to the artworks and liaising with artists.
- Assisting with the digitalisation of the archives; working closely with curators, photographer and producers.
- Organise and catalogue digital files, ensuring all photos are labelled correctly.
- Support Southampton Forward Evaluation
You will be a hands-on Project Coordinator who loves managing events and projects with experience.
| Role/project requirements: |
| Project Management Responsible for logistics relating to artwork, archives and community. Provide support to all participants. Manage Admin and any outgoings Provide an evaluation report for Southampton Forward. |
| Additional responsibilities – client relationship Working with the client, Southampton Forward on all aspects of the project including: Liaising between SCC, Southampton Forward, Artists and Community. |
| Remuneration and working arrangements. The contractor will be responsible for their own pay, tax, National Insurance and pension contribution. The contractor will be expected to provide their own IT equipment to enable them to fulfil the requirements of the contract, including access to a computer/laptop, the internet and phone. |
Who are we looking for?
| We are looking with someone with the desired following skills and experience, available to start at the start of June 2024 |
| Demonstrable experience of production/project coordination/ project development Working with diverse communities. Strong admin skills including Excel, Word, PowerPoint, CRM Ability to work with artists. Able to work with multiple external partners. Skills in evaluation Knowledge of Southampton desirable |
How can I apply?
To apply for this opportunity please send us a copy of your CV and a covering letter of no more than 4 sides of A4 outlining your suitability for this role and experience. Please include the contact details of two references.
You may want to include examples from previous projects that you have been involved with, making it clear what your role was on those projects. You may also wish to include links to websites or YouTube videos within your examples.
You can submit this to us in writing or you can submit a video entry to info@southamptonforward.org.uk by May 28th 2025 If you wish to submit a video entry please send your file in MP4 format using a free file transfer service such as WeTransfer.
If you would like to speak to one of the team before applying please email info@southamptonforward.org.uk and we will get back to you as quickly as possible to arrange.
Interviews will be held either in person or online.
Key dates:
| May 28th 2025 | Application closing date |
| w/c 2nd June | Interview Date |
| June 2025 | Contract awarded/project starts/Induction Week |
Founding City Partners
