March Temporary Events / Visitor Assistant. Dear Applicant

Transcription

1 Temporary Events / Visitor Assistant March 2016 Dear Applicant Thank you for your interest in the position of Temporary Events / Visitor Assistant at Modern Art Oxford. You will find all the following information you need in this pack to assist you in making your application: Cover letter (this letter) Job description and person specification Equal opportunities monitoring form Availability form Please ensure you send the following items in one addressed to Hayley.Raines@modernartoxford.org.uk or posted to the address below to arrive no later than 15 th April Applications received after this time will not be considered. Interview date will be the 21 st April Your application must include: A covering letter no longer than two sides of A4 stating why you have the appropriate skills and experience for this role. Please cover all points in the person specification A CV no longer than two sides of A4 detailing your relevant education qualifications and professional experience. Please also include the contact details of two referees. References will only be requested after an offer of employment is made Completed equal opportunities and availability forms Best wishes, Helen Shilton

2 Head of Operations & Visitor Services OVERVIEW OF THE ORGANISATION Modern Art Oxford is a leading UK contemporary art space with an international reputation for inspirational and innovative programmes. The gallery is located in central Oxford and provides free entry for all. Founded in 1966, Modern Art Oxford is one of the UK s most exciting and influential contemporary art spaces with an international reputation for ambitious and innovative projects. The gallery is open to all and all our exhibitions and events are completely free of charge, unless stated. We aim to make contemporary art accessible and engaging to the widest audience through presentation and participation. The programme celebrates the relevance of contemporary visual culture to society today. Our agenda is shaped by a belief in dialogue between contemporary art and ideas, and seek to create new relationships between artists and audiences at the beginning of the 21st century.

3 JOB DESCRIPTION: TEMPORARY PART TIME EVENTS / VISITOR ASSISTANT Line Manager Head of Operations and Visitor Services Manager (HOVS) Events / Visitor Assistants report to the Duty Manager on a daily basis Hours Shifts as required by mutual agreement Temporary part-time Events / Visitor Assistants must be available to work weekends and some evenings The post-holder is required to submit a monthly timesheet for hours worked This a temporary position from May until 31.December 2016 Rate 7.20 per hour Role TEMPORARY PART TIME EVENTS / VISITOR ASSISTANT Events / Visitor Assistants provide a friendly, safe and well-informed service to Modern Art Oxford (MAO) visitors and support the gallery s events programme.

4 Responsibilities The core duties can be split into three main areas: 1 Visitor information and customer service Welcome visitors to the exhibitions and explain the information available, the layout of the show, MAO facilities etc Assist visitors with information by actively engaging in discussion about the current exhibitions. To suggest other sources of information where required, for example our resources, talks and events Ensure that children are encouraged to enjoy the exhibitions but that they are kept in-hand and do not spoil other visitors experience or damage the work on show Direct and manage large groups according to the guidelines for each exhibition and be able to give a brief introduction of the exhibition to groups of visitors Be aware of visitors with access and disability issues and how we can help them Give short introductory tours to visitors Attend training sessions and gallery tours by the curator prior to the opening of each show as arranged. To read printed material supplied in order to become familiar with the current exhibitions, future exhibitions and the history of MAO in support of the training sessions Conduct ipad visitor surveys and conduct daily counts of visitors Encourage visitor feedback via comments cards and surveys, alerting the Duty Manger of any complaints. Deal with all visitor feedback in a calm and professional manner Promote all areas of the gallery: shop, café, events programme, Friends membership and encourage visitors to donate to the gallery 2 Health and safety, safety of artwork Read the risk assessment for each exhibition and ensure that the control measures in place in respect to Events / Visitor Assistants are adhered to at all times To follow the Events / Visitor Assistant instructions for each exhibition this includes following strict rules that are in place for insurance purposes eg some areas must not be left unattended at any time. Ensure that, as appropriate, visitors do not touch works of art or act in any way that might cause damage to them

5 Become familiar with the appearance and condition of the works and report any change in condition or malfunction of equipment, to the Duty Manager as quickly as possible Assist Duty Manager in turning on / off of exhibitions Help ensure that the galleries are ready for visitors at opening times that all information holders are well stocked and that equipment is functioning. Alert the Duty Manager of any problems Ensure that visitors respect any requirements for each exhibition with regard to filming and photography, and that food and drinks are not consumed in the galleries Make sure the galleries are kept clean and tidy throughout the day Monitor environmental conditions in the galleries and report any changes to Duty Manager and assist with management of equipment such as humidifiers Report to the HOVS / Duty Manager any issues of concern with respect to health and safety or security of staff, visitors and the building Assist the Duty Manager as directed in the event of an evacuation of the building 3 Events and other Work closely with the Duty Manager to assist with the set-up, running, and take-down of events including setting out furniture, preparing and invigilating spaces, and cleaning areas ready to reopen to the public Alongside the Duty Manager, develop a familiarity and understanding of the gallery s AV equipment and its use to help install and troubleshoot. Regular equipment includes projectors and PC / Mac computers for presentations, and small PA systems and microphones for music events Adapt quickly to the different requirements of the gallery s programme; this includes public talks, film screenings and music gigs, as well as external hires including corporate events, private parties and networking evenings Give out tickets, monitor guest-lists and room capacities with the Duty Manager and update booking form and visitor figures spread sheets when required Greet audiences, operate coat rack service and ensuring event spaces are presentable at all times Cover for Shop and Information Desk when required Undertake any other duties as may be reasonably requested

6 PERSON SPECIFICATION Essential Experience of delivering excellent customer service to a wide range of customers and visitors in different situations Experience of working with the public in front-line service Confidant verbal communication skills Friendly and confident talking to a wide variety of visitors An interest in contemporary art and the programme at Modern Art Oxford Experience of working as part of a team but also able to be alone for periods of time whilst invigilating the galleries Self-motivated and the ability to maintain enthusiasm and patience during a wide variety of exhibitions Proactive and willing to adapt to changing roles with each exhibition. Enthusiasm for art. Desirable Trained, or willing to be trained, as a first aider Experience of using audio & visual equipment for events. Equipment Experience working on public events Hours of work Uniform Rate Holiday Pension Probation As and when required with shifts as by mutual agreement. Must be available to work weekends and evenings Events / Visitor Assistants are expected to dress smartly with a MAO t-shirt and/or fleece (provided). No jeans or trainers Paid monthly for hours worked at 7.20 per hour Holiday entitlement (in hours) will be accrued at hours holiday for each hour worked and will be paid monthly Modern Art Oxford will operate an auto-enrolment Pension Scheme from 1 st November 2015 further details available on appointment There will be a one-month probationary period for this position during which time the notice period will be one week on either

7 side. Thereafter, the period of notice is one month in writing on either side.