HTB Operations Coordinator (Creative)

Role purposeThis is an exciting and varied role working with a busy Creative Department (Media, Worship, and Production). You will act as crucial operational support to the team, helping the Operations Manager to field department and project and coordinating financial, GDPR, legal, health and safety and insurance tasks to help ensure the department is compliant with operational and financial systems and processes.

Role

You’ll also help streamline workflows, support project planning and maintain clear documentation, making this a great opportunity for someone organised, proactive, and confident working across multiple teams and projects.Key deliverablesThe candidate must be able and willing to work occasional evenings and weekends to support creative operations at key events, Sunday services, and other ad hoc moments. This role supports the smooth running of the Creative Department (Worship, Media, and Production) through project coordination, operational support, and team collaboration. Listed below are the key elements that the role holder will be accountable for delivering:

Operational Support

• Contribute to the day-to-day running of the team with flexibility and a service-oriented attitude.
• Manage bookings for the Onslow Square Studio and other Creative Department-owned spaces.
• Organise meetings with key team members and ministries, capturing and sharing minutes and actions.
• Assist with equipment and item delivery across HTB sites and other locations.
• Provide professional and friendly support to the team and wider ministries.
  
  

Project Management

• Coordinate third-party and in-house creative projects, collaborating with Media, Production, and Worship leads to:
• Book and brief teams/freelancers, clearly communicating goals, timelines, and deliverables.
• Issue contracts and manage logistics including scheduling, setup, and resource allocation.
• Create and manage project timelines, tracking progress and adjusting plans as needed.
• Organise venue bookings, hospitality, catering, technical equipment, and other logistics.
• Handle creative assets (footage, graphics, audio), ensuring proper storage and version control.
• Oversee project delivery, ensuring outputs are on time, on budget, and meet quality standards.
• Facilitate communication between internal teams and external stakeholders.
• Produce project reports and lead post-project debriefs, gathering and documenting feedback.
  
  

Event Coordination

• Support Creative department logistics and planning for key off-site events (e.g. Focus, Leadership Conference), ensuring smooth collaboration across Worship, Production, and Media teams.
  
  

Volunteer Management

• Support the development and streamlining of volunteering across creative teams.
• Assist with onboarding, ensuring volunteers receive up-to-date policies and documentation.
• Maintain the volunteer database, ensuring accurate records and effective communication.
  
  

Compliance & Administration

• Coordinate Health & Safety, GDPR, legal, and insurance-related tasks.
• Ensure release forms, copyright clearances, licenses, and permissions are issued and logged.
• Process invoices, expenses, and financial tasks accurately and on time.
• Set up suppliers, issue contracts, and verify insurance and data protection documentation.
  
  

Systems & Efficiency

• Review and maintain departmental software, hardware, filing systems, and operational databases.
• Purchase equipment, stationery, and other goods and services.
• Identify and implement operational efficiencies across creative workflows and systems.
• Act as a key liaison with entities, responding to queries and fulfilling creative-related requests.Core behavioural competencies
• Works well with all fellow team members and seeks opportunities to support and serve them.
• Seeks to adopt a positive attitude to change, even when it is not fully understood.
• Always seeks to demonstrate high levels of commitment and flexibility.
• Regularly asks for feedback and looks for opportunities to learn from others and continually improve their work.
• Shows awareness and respect for different viewpoints. Keeps going, even when it is hard, but seeks appropriate help when necessary.Essential skills, experience & knowledgeThe following skills and experience form the minimum requirements for the role:
• Active member of HTB Church and willing to invest in getting to know different areas within the church and people/key contributors we work with.
• Proven 2 years’ experience coordinating projects or operations with a demonstrated ability to manage multiple responsibilities effectively.
• Strong understanding of event logistics and planning.
• Strong organisational skills with the ability to prioritise, multitask, and perform under pressure.
• Proactive and logical problem-solver with a positive, enthusiastic approach.
• Excellent written and oral communicator with the confidence to liaise with a range of people – within the department, HTB and across the HTB Group.
• Proficient in IT systems including MS Office, Excel, and Outlook.
• Strong numerical, administrative, and time management skills with high attention to detail.
• Ability to adapt quickly to changing situations in a fast-paced environment, often managing multiple projects simultaneously.Desirable skills, experience & knowledgeThe following skills and experience would be greatly beneficial:
• Experience working in a busy Creative Department, across different disciplines.
• Coordinating volunteer projects and engaging volunteers. Experience in a church or faith-based creative environment.
• Knowledge of worship, media, and production workflows.
• Understanding of media file formats with experience working with media archives, backing up and handling media files. 
• Familiarity with creative software (e.g. Adobe Creative Suite, ProPresenter, Planning Center).
• Understanding of safeguarding and risk assessment processes.