1. PURPOSE AND RESPONSIBILITIES

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1 Job Profile Job Title: Gallery Operations Manager Grade: Scale 6 Group/family: Arts Service Directorate: Education, Children s and Cultural Services Team: Gallery Operations Team Reports to Head of Arts CONTEXT The London Borough of Richmond upon Thames is divided into 5 directorates. This role sits within the Arts Service which is part of the Education, Children s and Cultural Services Directorate and is based at Orleans House Gallery in Twickenham. The post-holder leads the Gallery Operations Team and reports to the Head of Arts. The Gallery Operations Manager is responsible for finance administration for the Arts Service and Orleans House Gallery and is responsible for the day to day running of the service and care of the Grade 1 listed Octagon Room and gallery site. Richmond Council is continually reviewing its structures and ways of working in order to provide the best services possible for residents, in the most efficient way. As a result the key tasks in any job may be varied and the post holder will be expected to take on such variations consistent with the level of responsibility of the post. 1. PURPOSE AND RESPONSIBILITIES The Gallery Operations Manager is responsible for the finance administration of the Arts Service, business development including income through shop sales, marketing the service and caring for the gallery building and site including Grade 1 Octagon Room. The post-holder will be a key holder for Orleans House Gallery and will be responsible for opening up the building each morning during weekdays. The post works closely with the Arts team to deliver an excellent service, liaises with the gallery cafe and supports the Front of House team in their day-to-day work. Job content is listed below, in order of importance: 1. Manage the financial and operational business of the Arts Service including, electronic pdq, online box office, petty cash, banking, income collection via invoice raising and processing, finance filing, timesheets, exhibition and shop sales, budget monitoring and reporting. Calculate, create and manage exhibition price list using formulated excel spreadsheets.

2 2. Work with the Arts team to effectively market the service through regular listings in Council, local and national publications and websites; maintain, update and develop Arts Service website and social media presence, monthly e-newsletter, support production of the annual Arts Brochure. 3. To support the Front of House team and championing customer service for the Arts Service, facilitating Staff and Front of House meetings and supporting the management of the gallery shop, keeping track of profit and loss. 4. Work closely with the Weddings and Functions Co-ordinator to ensure the smooth management of all events and functions at the gallery including setting up furniture and AV equipment as required. 5. Liaise closely with Karmarama Café, taking responsibility for rent collection and regular communication with the café regarding building, marketing and other matters as required. 6. Take responsibility for ICT at the gallery, including managing IT/AV equipment, customer databases and ICT projects which meet the needs of the Arts Service.. 7. To be responsible for the day-to-day operation of the buildings and site; be a key-holder ensuring the safekeeping of works on display, general public and site.; line manage the cleaning contracts, arranging for special cleaning as required. Undertake routine building inspections, raise works orders and liaise with other staff to undertake other maintenance tasks in-house. Undertake regular fire alarm tests and ensure that the building is secure, clean and tidy in line with Health and Safety policy. 8. Collate, maintain and present accurate visitor and education figures, liaising with Arts Service staff and other council depts.; manage the collation and analysis of gallery and event evaluation and feedback forms. 9. Manage the contract cleaner and delegate tasks as required to other staff within the Arts Service including the Gallery Exhibitions and Collections Assistant and other staff as appropriate. 10. Any other duties which are in line with the grade and general level of responsibility of the post. 11. To undertake all duties with employees, partner providers and customers fairly, without unlawful discrimination and with due regard to the Council s Equality and Diversity in Employment, Service Delivery Policy and Health and Safety policies. These are the key responsibilities as currently defined. Although there is an attempt to list them in priority order, priorities are subject to change and post holders should not place permanent emphasis on the location of the task within this job description.

3 2. MANAGEMENT RESPONSIBILITIES The Gallery Operations Manager supervises the contract cleaner and delegates tasks to other staff within the Arts Team including Front of House team, as required. 3. In the performance of all your duties, and in particular in the support and management of staff, to implement all Council policies and procedures necessary to meet customer care needs and to reflect the Council s vision and values. 4. Additional details The post holder is required to work 36 hours per week as well as occasional extra days, weekends and evenings as required. The post holder is required to be a responsible key holder for Orleans House Gallery site. Specific details above are given to provide additional clarity on the responsibilities of this particular job, but does not count towards the evaluation. In addition key objectives, performance indicators and targets for the next 12 months are regularly set as part of the appraisal process. 4. Organisation Chart **Edit so FoH is linked to Operations Team rather than Exhibitions. Head of Arts Operations Team Exhibitions and Customer Services Team Arts Team Education Team Arts and Heritage Development coordinator Gallery Operations Manager & Weddings and Lettings Coordinator PT Curator of Exhibitions and Collections Arts Events and Development Coordinator Arts Education Manager Contract Cleaner and wedding assistants Front of House Manager p/t includes wkends Exhibitions and Collections Assistant FT Freelance framer PT Curatorial interns PT Freelance Literature Programmer & interns Arts Events Assistant Full time - freelance Youth Programme Coordinator p/t Gallery Activities Coordinator p/t Schools Coordinator p/t Freelancer Coordinators Interns and volunteers Orleans Gardens volunteers p/t FOH Gallery Volunteers p/t Senior Gallery Assistant x2 p/t Gallery Assistants x2 p/t

4 . 5. VALUES AND BEHAVIOUR Values and Behaviours We take responsibility If difficult issues arise, I don t put them to one side or blame others, but resolve them. If I spot something going wrong I do something about it, even if it isn t my job I am a role model for the council s behaviours and lead by example. We find better ways: I think about my work to get it right first time Assessed by: I find ways to develop my skills and knowledge. Application We focus on our customers: I treat customers in the way they would want to be treated. I organise my work around my customers, not vice versa. People make the difference: I use the most effective means of communication in order to resolve problems. I treat everyone fairly, with respect and value differences. I work in a collaborative way with everyone in my team, Application

5 across the Council and outside in order to get things done. 7. EXPERIENCE, QUALIFICATION, TRAINING OR OTHER REQUIREMENTS Please note that a maximum of 10 criteria should be used in Section 7, distributed under the specific headings as appropriate. Experience Minimum 2 years experience in an administrative role. Assessed by: Application, interview & test Experience of delivering a high standard of customer care and working with a wide range of people within the community, providing accurate information about the services and activities. Application Previous experience of managing a public building. Qualification/Training Maths, English, ICT skills including competence in MS office suite (Word, Excel, Access). Application and test Finance Administration qualification Photo editing software knowledge (Photoshop etc). Application and test Application and test Other requirements Clear and Effective communication Application, interview & test

6 Accuracy and high numeracy skills Ability to be vigilant with regards to security Understanding and awareness of buildings maintenance Flexibility Application, interview & test Evaluation dated: This job profile is provided for guidance only. It will be updated and amended in accordance with the changing needs of the Council and the requirements of the role.

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