JOB DESCRIPTION: COMMUNITY MANAGER

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1 JOB DESCRIPTION: COMMUNITY MANAGER Northland Craft Trust / Quarry Arts Centre Background The Quarry Arts Centre is a community facility dedicated to the pursuit, development and display of creative practice. The Quarry Arts Centre has been serving the local community for more than three decades by positively promoting growth in the arts; providing professional artists with studio space; running creative workshops; housing a shop, gallery and cafe; as well as being an inviting venue for local community events. Visitors will find a friendly and welcoming atmosphere as they wander in the idyllic surroundings. They are invited to meet the artists at work in their studios; see the current exhibition at the Yvonne Rust Gallery; and relax in the beautiful grounds surrounded by sculpture and outdoor art. The Quarry Arts Centre occupies the site of a former quarry where towering bush-clad cliffs embrace a village-like collection of diverse architecture. Open to visitors every day, the Quarry Arts Centre is easily accessed by a 10 minute stroll from central Whangarei and has ample on-site car parking. The Quarry Art Centre is directed by the Northland Craft Trust, a registered charitable entity of Whangarei since Mission Nurturing the Creative Spirit of Northland Whakatupua Te Puna Waihanga O Te Tai Tokerau Vision The Quarry Arts Centre is a community facility dedicated to the pursuit, development and display of creative practice. Core Values Integrity Sustainability Welcoming Creative Continuity Job Summary and purpose Management of activities at the Quarry Art Center under the direction of the Northland Craft Trust Board of Trustees; continually striving to improve the operations, policies and facilities at the Quarry Arts Centre this role is suited to a positive, creative thinking person with effective management skills. Financial stability is paramount with a strong emphasis of this role on securing funding and generating revenue to operate and expand the functions of the Art Centre towards the ultimate goal of being a self supporting organization. The manager must have proven communication, time-management and administrative skills to work with in this multifaceted environment; directing staff and volunteers, developing relationships with supporters and stakeholders, overseeing daily operations, managing accounts and administration, as well as developing and implementing the trust s Strategic, Business and Capital Development Plans. The Art Centre is a unique site and the community manager must ensure that it is functioning, safe and catering to the needs of the community in its current state while also looking for opportunities to develop and grow. The role would suit someone with proven management and administration skills, who enjoys working with public and has a keen interest in the arts.

2 Experience Proven administration experience. Experience directing and working as part of a team. Proven customer service and promotional skills. Experience working in a multi-tasking environment. Experience working in the charity or arts sectors is an advantage. Hours of work Usually comprised of 37.5 hrs per week. Monday to Friday 8.30am pm Hours may have to be adjusted as necessary to encompass any supervision of activities within the Quarry Arts Key Relationships Responsible to: Board of Trustees of the Northland Craft Trust. Direct: Arts Coordinator, Workshop and Events Coordinator, Café operator. Stake holders, tutors and customers. Other contractors, groundsmen and volunteers. Competencies Must be able to demonstrate behaviors consistent with the following competencies: Administration Proven ability to work simultaneously on a range of projects and manage time efficiently. Preparing documents, policy and maintain accurate records. Ensure brand consistency across all media. Preparing and updating budgets and cashflow forecasts. Financial management skills Great time management skills Customer service Oversee and direct professional front-line / reception service from team. Excellent people skills. Excellent communication skills. Develop ongoing relationships with stake holders, artists and customers. Communicate information clearly and accurately (verbal and written). Recognize and respond to opportunities to proactively by developing sound processes. Routinely reassess activities and seek feedback to enhance services and delivery mechanisms. Teamwork Provide positive support and assistance to staff to ensure delivery of team goals. Actively direct the team and its work processes, systems and operations. Work with Board of Trustees to set goals, positive direction and development of the Art Supporting Organisational Values Act fairly and with integrity in dealings with customers, stakeholders and staff. Represent the Northland Craft trust and Quarry Art Centre with a positive professional manner. Be helpful and welcoming to stakeholders, clients and customers. Encourage creativity within the Quarry s operations also externally endorsing the Northland Craft Trust mission statement. Look for opportunities to encourage sustainability and continuity in all operations and projects. Remain flexible and open to opportunities asses the viability of new ideas. Technical competencies Experience and confidence using Outlook, Word and Excel is essential. Familiarity with social media, updating website content and online promotion is an advantage. Design skills and experience working with design programs preferred but not essential. Familiarity with internet banking.

3 Competencies continued: General Explore avenues where the Northland Craft Trust could generate more income. Current driver s license Experience in working in a multi-tasking environment Good level of physical fitness (some lifting required) An awareness and passion for the arts Project Management experience Event Management experience Awareness of current legislation in Health and Safety and OSH regulations Commitment / Personal Accountability Honesty Professionalism Reliability Integrity Dedication to achieve results Willingness to accept responsibility

4 Key Result Areas Critical Tasks Performance Indicators Exercise the powers vested and perform the duties assigned by the board of trustees. Keep the board fully informed of the conduct and development of the business of the trust and all matters affecting the trust. Successful performance reviews completed annually by the board. Monthly management reports delivered accurately and on time. General Management and Direction Promote, develop and extend the trusts activities, interests and reputation (see strategic objectives) Develop partnerships and alliances with other arts organisations and sectors. Identify and negotiate new initiatives, business opportunities and contracts, within the vision of NCT and in accordance with the Strategic and Business Plans. Prepare plans and strategies for the approval of the board i.e. preparation and implementation of the annual Business Plan and update and extend the Strategic and Capital Development Plans. The Trusts business is recongnised and promoted widely. Liaise with and form lasting partnerships with other organizations in the arts, business and operational. Develop a Strategic Plan which reflects the evolution of the Trust. Identifying new opportunities and partnerships, whist aligning with the mission and vision of the trust. Acceptance of the reviewed annual Strategic, Business and Capital Development Plans by the NCT trustees. Management and liaise with quarry studio holders and long term residents. Bi monthly studio holder meetings, attend co-op shop and woodturners meetings as required. Open door policy for any issue which may arise Ensure all studio holders /residents have up to date lease agreements. Financial Management Funds Acquisition Event Management Prudent financial management of the Trusts financial affairs aiming to achieve financial sustainability. Preparation and administration of monthly financial reports and cashflow forecasts for the board Preparation of annual budget for the board s approval. Preparation of other financial reports as required Constantly identifying funding sources, writing funding proposals with supporting material and submitting proposals on time. Building relationships with key funders i.e. ASB Community Trust, WDC, Lotteries Oxford Sports Trust etc. Identify key annual Quarry Arts Centre events and aim to improve them each year i.e. Summer Do Art School and Festival of Light and Art. Collaborate with other organizations on regional arts and cultural events. Promote and oversee the organization of other events held at the Quarry Arts The trust achieves financial sustainability. Accurate monthly financial reports are delivered to the board Annual budgets are met. Separate event budgets and income/expenditure reports are monitored accurately and presented to the board as required. Funding applications are submitted on time as well as follow up progress reporting after funds have been spent. Regular contact with key funding bodies by way of progress reports, annuals reports, good news stories etc. The Summer Do art school and FOLA festival continue to grow towards financial sustainability and are recognised as major art events for the region. The trust is active in supporting arts and cultural events throughout the region. The site is regularly used for other successful community events,

5 Oversee the preparation and execution of an annual projects and event plan. Securing funding for events Annual projects and events in operation. Funding applications are submitted on time as well as follow up progress reporting after funds have been spent Advocacy, Marketing and Promotion Human Resources Widely market and promote the work of Northland Craft Trust and Quarry Arts Seek regular positive media articles and exposure. Seek and attend public speaking opportunities for promotion and exposure of facilities and operations. Responsible for staff recruitment and the management of staff and volunteers on a day to day basis. Prepare job descriptions and contracts for all staff and volunteers. Preparation and management of annual staff performance appraisals. Work with staff to set achievable KPI s The Trusts activities are recongnised and promoted widely. Increased local awareness and support as well as greater use of facilities at the Quarry Arts Increased local awareness and support as well as greater use of facilities at the Quarry Arts Trustee satisfaction with staffing, volunteer and contractors arrangements. Job descriptions and contracts are current and accurate. Annual performance appraisals are conducted satisfactorily. KPI s are accessed and annually. Managing contract staff as required. Evaluate contract staff performance. Team Contribution Contribute to the development of a strong team spirit between residents, studio holders & and stakeholders with the NCT Board and staff. Coordinate with the Craft Co-op shop or any other stakeholders to assist and facilitate their operations as directed. Encourage all members of the team to contribute where ever they can. Actively support & encourage co-operative ways of working & sharing of knowledge within the team. Demonstrate the desire & willingness to do what is required to get the job done. Positive relationships maintained within the team. Support and utilize volunteers wherever possible. Conduct Fortnightly Hazard walks around site, Volunteers feel like part of the team. Hazard register is a living document which is constantly reviewed and updated. Health and Safety Manage hazards and incidents on site. Identify then isolate or eliminate hazards. Health and Safety inductions for all new employees, studio holders and contractors. New hazards are discussed at regular meetings. Supervision and staff training. Incident reports are completed for all incidents. Major incidents are reported to OSH asap. All new studio holders, contractors and employees are inducted into the health and safety system in a timely manner. Ensure all adhere to the health and safety policy. Staff complete first aid training as required. Coordinate fire drills every 6 months Fire drills are conducted and recorded.