Job Description. Post Title: Deputy Director. Reporting to: The Director, The Hepworth Wakefield. Location: The Hepworth Wakefield

Transcription

1 Post Title: Deputy Director Job Description Reporting to: The Director, The Hepworth Wakefield Location: The Hepworth Wakefield Grade: 55,000 to 60,000 (dependent on experience)

2 OVERALL PURPOSE OF THE POST: To work with the Director to lead and manage the conception, development and implementation of strategy for The Hepworth Wakefield. You will work with the Director to initiate, develop and sustain collaborative regional, national and international relationships, enhancing The Hepworth Wakefield s profile and effectively promoting its aims and objectives The post has principal responsibility for ensuring the effective and entrepreneurial operation of The Hepworth Wakefield so that it can deliver its artistic, educational and commercial mission and functions against clear visitor and income generation targets. You will be responsible for directing the senior management of all governance arrangements, administration and finance, building facilities, visitor services, trading activities, communications, fundraising, personnel and IT. You will be responsible for strategic, corporate and business planning and have a lead role in devising and implementing effective performance and project management plans across the organisation. This post reports directly to the Director and directs a team comprising the Finance Officer, Estate Manager, Head of Communications, Visitor & Commercial Operations Manager, Development Manager (Trusts), Development Manager (Individual Giving) & our Catering Contractor. You will regularly deputise for the Director internally and externally and be a key member of the gallery s Senior Management Team responsible for delivering the gallery s mission against agreed performance targets and for contributing to strategic planning, organisational management, commercial income generation, fundraising, marketing and overall development of The Hepworth Wakefield. You are also responsible for ensuring that colleagues support The Hepworth Trust the gallery s charitable wing.

3 Requirements for the post. Qualifications Knowledge Essential An undergraduate degree or equivalent A strong, proven, understanding of the operating and strategic priorities of publicly funded arts organisations A thorough understanding of the key current policy issues and opportunities for arts organisations and not-for-profit organisations, including experience of reporting to public funders. Knowledge of, and success in, fundraising and effective and inventive commercial income generation in the arts sector Excellent working understanding of the legal and financial regulations relevant to an arts venue including VAT and tax, charity and company law, employment law, health and safety law. Desirable Business or Management qualification Accountancy qualification or Chartered Company Secretary OR equivalent professional experience (see under Experience)

4 An understanding and commitment to Equal Opportunities, cultural diversity, including an excellent knowledge of relevant legislation e.g. DDA An interest in the visual arts Competencies The ability to effectively lead, motivate and inspire large staff teams, to engender confidence among colleagues and external stakeholders Impeccable written and interpersonal communication skills The ability to liaise with a wide range of people at all levels Experience of major project management, including devising and maintaining budgets, planning and reporting to stakeholders The capacity to influence and negotiate with senior external partners, and effectively put the case for support for the gallery Experience of contracting services including tender processes, contracts, managing outsourced services and service specifications. Excellent technology skills including Microsoft Office, internet, databases and the Capital project experience Experience of managing retail and catering functions. Experience of providing services to other organisations under contract

5 Experience commercial use of social media Considerable work experience (likely to be at least 5 years) in a senior management role in the not-for-profit, cultural/creative, or public sectors Considerable experience of leading strategic and business planning. Experience of corporate planning. Experience in setting up and effectively using performance management systems Successful track record in developing income from diverse trading activity Significant financial management experience including control and planning experience in a complex organisation. Experience of managing a large building with a high number of external visitors and a range of facilities Extensive experience of managing staff including recruitment, training and development, equal opportunities and performance management. Experience of working in a senior management position in the arts, heritage or visitor attraction sectors. Experience of acting as a company secretary for a registered charity Experience of successfully running trading services and a facilities hire business. Experience of senior financial management in a not-for-profit organisation Experience of managing a gallery, museum or similar visitor attraction Experience of setting up and managing HR services

6 Responsibilities and accountabilities (What the job is expected to achieve) MAIN TASKS Strategic planning and management To develop, update and monitor implementation of the gallery s Business Plan, implementing accurate financial projections and activity plans with SMT colleagues. To lead with the Director the gallery s strategic planning process to ensure that the gallery is prepared to respond to changes in the external funding and commercial environment and the ongoing needs of our audience. To develop new commercial income streams maximising the value of the organisation s brand, building and other assets To work closely with WMDC Cultural Services in developing the gallery s activities and performance indicators/ deliverables in the context of the Council s Corporate Plan and Corporate Performance Framework. Directing the Head of Marketing and Communications to ensure effective promotion of the gallery across all platforms and that the gallery s market research and evaluation provides the measures required for corporate reporting and strategic planning. Directing the Development Team, with the Director, to develop and implement an effective and responsive fundraising strategy To deliver effective collaboration between gallery teams to ensure an audience-centred approach is embedded across the organisation. Finance and administration Directing the management of the gallery s IT, visitor services, communications, retail and catering, building and facilities management functions effectively and efficiently so that they underpin the successful delivery of the gallery s mission.

7 Develop and help set the organisation s annual budgets, agree expenditure with budget-holders, ensure effective financial monitoring and management systems are in place, develop appropriate financial controls and authorisation limits, Ensuring timely compliance with relevant financial guidelines and reporting frameworks to all stakeholders (e.g. Wakefield Council & Arts Council). Setting and controlling IT, admin, building, facility and visitor services management budgets, including production of budget reports, authorising expenditure; monitoring and reporting on expenditure and income and taking action to deal with variances identified Ensuring all procurement activity occurs according to corporate guidance, and authorising the process and decisions of all tender activity. Overseeing the servicing of The Hepworth Trust Board. Liaising with the Charity Commission, HM Customs and Excise, the Inland Revenue and Companies House as required and ensure that financial returns are fully completed Senior Management Responsibilities Regularly deputise for the Director for internal purposes, and externally. This includes providing cover for the Director when they are ill or on leave, acting as a designated lead contact on key relationships as requested by the Director, attending professional events and activities to represent The Hepworth. Taking lead responsibility for the organisation of regular SMT meetings and the effective operation of the Senior Management Team. Leading on devising strategies for The Hepworth Wakefield that respond creatively to opportunities and requests from artists, audiences, researchers, academics, funders, benefactors,

8 members, customers and stakeholders Play a leading role in the trading arm of the gallery and report regularly on progress to the Board Ensuring that annual audience and income targets are achieved. Act as a registered key holder, on 24 hour call out in case of emergency Staff and facilities management Be responsible for all HR matters in the organisation (including recruitment, induction, training, performance management etc.). Direct the management of the facilities, building and visitor services functions so that all users of services experience the highest possible quality of visit and that Line manage the Finance Officer, Retail Manager, Building Manager, Visitor Services Manager & Head of Communications Be responsible for a range of external business relationships including the catering contractors; other supplies and contractors (e.g. security or cleaners), and other professional advisers. Overseeing training and development activities to ensure we have the skill sets required for success Act as a champion for equal opportunities policies and organisational procedures and ensure these are embedded within the culture and systems of the organisation With the Head of Education, ensure an appropriate Protection of Children and Vulnerable Adults policy is put in place, implemented and monitored. Ensure that all Health and Safety regulations are met, that regular monitoring is in place.

9 Summary This job description outlines the principal responsibilities and duties of the post holder. It is not meant to be, nor is it, an exhaustive list of specific responsibilities and duties. This job description is provided to assist the post holder to know their principal duties. It may be amended however from time to time in consultation with you, by or on behalf of the Director without change to the level of responsibility appropriate to the grading of the post. The post holder will be expected to undertake any other duties requested by the Director and which arise out of changes of legislation, regulations, orders, rules and working practices, methods and procedures and reviews, as directed from time to time. Occasional weekend and evening work will be required for which time off in lieu will be offered.

10 Responsibilities for resources People Regularly deputises for the Director, internally and externally Responsible for the largest staff team within the gallery s structure comprising facilities, building and visitor services, communications, administration and finance, IT functions. Responsible for HR Direct Reports Head of Communications Finance Manager Estate Manager Visitor & Commercial Operations Manager Development Manager, Trusts, & Development Manager, Individual Giving Close working relationships The Director Hepworth Wakefield Senior Management Team members Major external stakeholders Trustees of The Hepworth Wakefield Trust Corporate Clients Budgets Sets the overall operating budget for the gallery. Is responsible for all financial systems and procedures. Physical Resources Responsible for the building and its facilities overall, including its trading facilities (shop, café, meetings and hire rooms). Responsible for Health and Safety across the organisation. Characteristics of the postholder: Strategic Analytic Highly Organised Highly entrepreneurial

11 Engaging Enthusiastic Highly diplomatic and persuasive Demonstrates grace under pressure Collaborative Proactive, pragmatic and can do Politically sensitive and aware You will be visitor and audience focused in all areas of your work. Date completed: 1/1/2014 (Simon Wallis)