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Freelance Community Project Coordinator & Facilitator opportunity July 2021 – June 2023

We are looking for a dynamic, enthusiastic and experienced Community Project Co-ordinator to join our exciting community project.

Launching this year, after a successful bid to the Arts Council, Your Story, Your Collection will work collaboratively with underrepresented audiences to research and share previously untold stories of Rugby using Rugby Art Gallery and Museum’s Social History collections. 

This will build on a longstanding partnership with a local community centre and a new relationship with Rugby Black Lives Matter group.  Activities will include outreach sessions, collections digitisation, oral history recordings, collaborative displays, and visual art workshops.

Rugby Art Gallery and Museum offers a wide-ranging exhibitions programme of art, social history and archaeology, as well as an engaging education and outreach programme and are committed to enriching the lives of Rugby residents and visitors.

We are looking for someone who shares our commitment to representing the culture and history of residents in their local museum.  We particularly welcome submissions from Black, Asian and Minority Ethnic applicants as they are currently underrepresented.

The aims of the project:

  • Engage new participants and audiences for Rugby Art Gallery and Museum, creativity and culture.
  • Expand the stories and objects in the social history collection at Rugby Art Gallery and Museum.
  • Strengthen an existing community partnership.
  • Broaden public access to the social history collection and share more photographic archives.
  • Develop co-production skills in the team at Rugby Art Gallery and Museum.
  • Develop skills in the community and introduce Rugby Art Gallery and Museum as a place to work.
  • Add value to the social inclusion programme at the partner community centre and attract more local people into the town centre.
  • Develop artist in residence practice.

Planning activities include:

  • Pop up displays at the Benn Partnership Centre and other venues to create a new experience of the museum, to strengthen our position as a community hub.
  • Artist in residence programme to bring depth for the benefit of participants and audiences and development for artists.
  • Outreach &/or digital workshop programme including collections activity, reminiscence, arts activity and social events.
  • Volunteering and Community Action Research placements to nurture local talent and improve employment potential.
  • Significant collection development and digitising photographic collections utilising advice and training from specialists.
  • Oral history collecting and object acquisition for the social history collection.
  • Marketing across the whole project.
  • Documenting and sharing our learning, opening up new parts of the collection for digital access.

The coordinator role would include the following responsibilities:

  • Coordinate the organisation of the project to deliver the project outcomes including liaising with all partners, room bookings, activity organisation, project administration within the given project budget. Liaise with the Administration Officer regarding financial administration.
  • Work with existing participants at the Benn Partnership Centre, whilst encouraging new members to the group to build new audiences for the museum and the project.
  • Connect residents from a diverse range of backgrounds and consult with them on how they want their neighbourhood, background and culture represented at Rugby Art Gallery and Museum.
  • Work with the Marketing Officer to contribute to the marketing plan for the project.
  • Ensure the project is documented; establish and gather evaluation and coordinate the report for funders (with support from Senior Collection Officer).
  • Work with Arts Development Officer, Senior Learning and Outreach Officer and Benn Partnership Centre to ensure the successful delivery of the project’s outreach programme including facilitating group sessions, reminiscence, social events and engaging guest artist/speakers in response to consultation with participants (with support from the Arts Development Officer).
  • Work with the participants, Senior Collections Officer and Collections Assistant to deliver 3 pop displays at the Benn Partnership and one exhibition at RAGM.
  • Coordinate oral history recordings facilitated by the Senior Collections Officer.
  • Engage, develop and oversee volunteers to support areas of the project including, collections work, collaborative displays, audience engagement, training and events. Coordinate volunteer timetable. Support the Community Action Research placements.
  • Work with the Senior Collections Officer to deliver access to collections, digitisation, cataloguing and oral history acquisitions. 

The project coordinator/facilitator would be fully supported by the Rugby Art Gallery and Museum team to ensure a successful project, including establishing clear roles and responsibilities.

Person Specification:

We are looking for an individual who has the following essential qualities:

  • Enthusiasm for working with people and engaging them in conversations about their lives and history.
  • Enthusiasm for objects as a key to discovering histories and experiences.
  • Experience of working collaboratively with communities.
  • Strong communication and interpersonal skills, ability to enthuse others.
  • Strong project management skills, proactive and able to work under own initiative.
  • Able to work effectively as part of a small team.
  • Flexibility to work at different times as led by the community need of the project.
  • Effective time management.

The following experience would be beneficial but not essential:

  • Experience in a museum, art gallery, cultural organisational setting.
  • Experience of working with historical collections.
  • Experience of co-producing activity with communities.
  • Experience of collecting oral history.
  • Experience of community engagement through arts and creativity.
  • A degree in a subject related to the project. 


Up to £12,000 (inclusive of VAT & National Insurance) paid in instalments over the course of the project, estimated at around 50 full days (some project delivery will be in half days to be agreed with the successful candidate).

For delivery (Research, planning & coordinating the project spread over an 18-month to 2 year period, including 20 workshops with the community in Rugby, evaluation) and inclusive of travel and materials.

Separate budgets are available to support delivery of activities.

Project timetable guide:

June/July 2021 Recruitment, planning, timetabling sessions

August 2021 monthly engagement sessions begin

August 2021 collections work begins

October 2021 recruitment of artist in residence

September 2021 pop up exhibitions in community begin

October 2022 co-produced exhibition at Rugby Art Gallery and Museum

January – March 2023 Evaluation concluded (from ongoing data and feedback gathering). 

Submission details:

Please provide:

  • A detailed proposal outlining how you would fulfil the brief and achieve the outcomes.
  • Fee breakdown including daily rate and how you would spread your time.
  • A short CV.
  • Examples of previous relevant experience.
  • Two relevant references.

A shortlist will be selected by representatives of Rugby Art Gallery and Museum and the Benn Partnership Centre, who will be invited for interview.

Important dates:

  • Deadline for proposals is midnight on Wednesday 23 June 2021
  • Interviews (via Zoom) week commencing 28 June 2021
  • Project to begin July 2021 running for 18 months to 2 years.

For an informal chat and to submit your proposal please contact: