JOB PROFILE. Commercial Office Manager Warner Textile Archive Braintree District Museum Trust Limited

Transcription

1 JOB PROFILE Commercial Office Manager Warner Textile Archive Braintree District Museum Trust Limited REPORTS TO: Archivist & Commercial Manager SUPERVISES: SALARY: CONTRACT: LOCATION: Volunteers & Interns 8.91 per hour; part-time, 30 hours per week 6 month fixed term Warner Textile Archive, Silks Way, Braintree, CM7 3GB JOB PURPOSE: 1. Support the routine running of the office, answer the telephone, arrange meetings, take bookings and manage enquiries. 2. To contribute towards maximising commercial income within budget. 3. To support the marketing and promotion of the Archive with the delivery of the monthly newsletter, on-line presence and social media. 4. To assist with the management of volunteers. PRINCIPAL ACCOUNTABILITIES: Office Management 1. Provide efficient office management including timely responses and follow-up to telephone, and personal enquiries. 2. To co-ordinate and support internal and external commercial Archive meetings. 3. To ensure relevant monthly management and performance information is collated and issued. 4. Liaise with the Finance Officer and Archive & Commercial Manager to provide all relevant commercial financial information and orders are processed in an accurate and timely manner. 5. To ensure high standards of customer care are provided for all users. 1

2 Commercial Development 6. To support the client liaison and contract management towards maximising income and controlling expenditure from Warner Textile Archive commercial licensing; commissions and wholesale product development. 7. To support the development of commercial projects as directed by the Archivist and Commercial Manager. Marketing & Publicity 8. Accurately up-date the website; use all appropriate social media techniques and produce publications to market and promote all activities of the Archive. 9. Advise and support the Archivist and Commercial Manager of any opportunities to market and develop the commercial services on-line and using other methods as appropriate. Staffing 10. To supervise volunteers supporting the work undertaken with this role and within the guidelines contained in the Volunteer Policy. 11. To assist with cover for the Archive Shop during all opening hours and visits, as required. 12. To support the delivery of Archive events, talks and workshops. Security, Maintenance, Health and Safety 13. To act as a key holder and Fire Marshall for the Archive building. 14. To co-ordinate the list of health and safety, maintenance and cleaning tasks within the Archive premises and liaise with the Archive, Museum & Town Hall Manager to ensure they are completed. 15. To ensure all contractors are signed in when on the premises. 16. To comply with all child safeguarding standards. Corporate 17. To ensure that in collaboration with colleagues the business opening hours of the Archive are met. 18. To apply and actively promote the principles of the Trust s Equal Opportunities Policy in all areas of employment and service delivery. 19. To assist with maintaining the relevant standards within the Arts Council Accreditation Scheme and other relevant quality standard schemes. 20. Any other associated duties detailed by the Archive, Museum & Town Hall Manager or their representative. 21. To advise the Archivist & Commercial Manager if, at any time, the above duties and 2

3 responsibilities can not be performed. 22. Any other duties as required to support the business, including maintaining business continuity 1. SKILLS, KNOWLEDGE AND EXPERIENCE: 1.1 Essential 1. Excellent and accurate IT skills including Microsoft Office and WordPress. 2. At least one years experience in a similar office management and marketing role. 3. Outstanding personal organisational and communication skills 4. Team worker, flexible and willing to take on new challenges 5. Experience of achieving customer satisfaction. 6. Ability to demonstrate personal performance development. 7. Flexible working, including some evenings and weekend hours. 8. Understand and demonstrate a willingness to promote positively the Trust s Equal Opportunities 1.2 Desirable 9. Adobe Photoshop; Microsoft Publisher and Mailchimp experience in generating marketing materials. 10. Full current driving licence 11. To demonstrate an awareness of commercial or manufacturing processes 12. Experience of working in the heritage sector. 2. COMPETENCIES 2.1 Demonstrate the effective use of the range of communication methods available: written, spoken, electronic, and use these methods in appropriate ways suitable to the context and situation. Communicate with staff and colleagues in a manner which is clear, fluent, accurate and concise. Listen well and seek clarification and understanding, avoiding jumping to conclusions or making assumptions. Ensure two way communication is in place for volunteers and interns, providing opportunities for them to receive and give feedback. Ensure that all communications adhere to organisational and legislative requirements such as data protection, DDA, etc. 2.2 Promote good performance, developing clear, structured and efficient ways of managing workload and delivering results. Staff should challenge themselves and others to perform well, and to adhere to the Trust s performance management systems. Ensure that all work done by you and your volunteers and interns is in line with 3

4 business and service plans and supports the overall aims and ambitions of the Trust. Encourage volunteers and interns to focus on performance. Provide opportunities for volunteers and interns to contribute to planning and improvement of services, as appropriate. Use a project management approach to the achievement of key objectives, targets and projects. Encourage the use of learning and development as a means of improving service and people performance. 2.3 Demonstrate the effective and efficient use of the full range of resources used in and by the Trust including time, finances, staffing, equipment, information, materials, buildings, etc. Ensure the efficient use of volunteer and intern time and skills, deploying them effectively. Ensure the efficient use of accommodation, materials and equipment, to maximise cost effectiveness and efficiencies, while maintaining standards of health and safety and risk management. Ensure that systems of good housekeeping are in place for the management of equipment, accommodation, data etc. for yourself and your volunteers and interns. Update yourself regularly on resource issues including budget expenditure Ensure that procurement plans are in place for relevant activity. 2.4 Understand the needs and requirements of their customers, to provide excellent customer service, and to involve customers in the improvement of services. Ensure that your volunteers and staff work to customer service standards. Seek out and listen to the needs and views of a wide range of customers. Ensure that the design and development of services have been shaped by customer needs and expectations. Ensure the delivery of services is mindful of the needs and requirements of the full range of customers and does not exclude any part of the customer base both internal and externally. Ensure that regular customer feedback is sought, analysed and acted upon. 2.5 Actively foster good working relationships with colleagues and customers in order to collectively achieve the Trust s direction and ambition. Co-operate and work well with team members, peers, senior managers and external partners in the pursuit of goals and objectives. Establish and maintain constructive and open relationships across the range of people you work with, achieving positive outcomes and sharing feedback with others. Establish a culture of team work and co-operation for your volunteers and interns. Encourage problem solving. 2.7 Effectively manage and develop volunteers and interns in order to achieve the Trust s objectives, improve performance and job satisfaction, and to develop the workforce of the future. Use a structured approach to agree clear objectives and monitor progress in a positive way. Provide appropriate development inputs for all volunteers and interns, and evaluate outcomes of learning activity. Make a personal commitment and contribution to volunteer and intern development e.g. coaching/mentoring. Take action to resolve performance issues speedily and effectively, and within 4

5 policy guidelines. Develop self-awareness of own management style and seek to develop flexibility in order to be able to work effectively with a range of work styles. Create a culture of empowerment in which volunteers and interns can excel, develop, and take ownership of their work and responsibilities. 5