Duty Manager

JOB OUTLINE:

Responsible to: Operations Manager

Rate: £12.44 per hour (to be reviewed, Apr 2025)

Core hours: The candidate will work a minimum of one day a week (7.5hrs a week), with additional coverage for occasional evening events, annual leave, and staff sickness as needed. Extra shifts may also be available during the busier summer months. This role is offered on a zero-hour contract.

Deadline for applications 09.00, MON 24 MAR 2025

Interviews: 2 & 3 APR 2025

JOB SUMMARY:

As part of a small, dedicated team, you will play a key role in ensuring the smooth operation of all front-of-house activities at Newlyn Art Gallery and The Exchange. This includes managing the shop, ticketing, exhibitions, events, and volunteer programme.

As Duty Manager, you will be the public face of the organisation, delivering exceptional customer service and staying informed about current exhibitions and upcoming events. A strong focus of the role will be retail and merchandising, supporting the management of stock, ordering, and display across both gallery shops, as well as contributing to the online shop and marketing efforts.

MAIN DUTIES & RESPONSIBILITIES:

You will be acting Duty Manager when another manager is unavailable. Upholding Newlyn Art Gallery & The Exchange’s mission statement, the Duty Manager will ensure exceptional customer service is delivered by all staff and volunteers. Responsibilities include security of the building and artworks, and security of cash on the premises, management of risks and any technical faults that may occur during working hours. The duty manager will oversee the maintenance and overall safety procedures of the premises during the times they are working, and oversee the day-to-day management of staff and volunteers. This role comes with a high level of responsibility, and it is essential that any issues that occur whilst acting as Duty Manager are communicated to the Operations Manager.

Tasks include:

Daily opening of the building, ensuring exhibitions and displays are turned on and ready for the public.
Ensuring that the public areas are fit for public use and clean.
To ensure that all visitors feel welcome at both sites and that high standards of customer care are maintained.
To act as an advocate for the gallery and its services, in particular, to actual and potential audiences.
Acting Fire Steward and First Aider.
To take all reasonable steps to ensure the safety and security of staff, contractors and the public.
To demonstrate a positive attitude to your own professional development and that of the staff, paid and unpaid, that you manage.
Overseeing retail and merchandising and supporting the ordering, stocktake, online shop and marketing.
Answering the phones onsite and taking messages for other staff.
Enforcing gallery and exhibition policy and risk assessments.
Making sure you have an awareness of our accessibility policy.

We are looking for someone who:

Has previous management experience in a retail environment (E)
Is people-focused and enjoys working in a practical and hands-on way (E)
Has excellent attention to detail and great organisational skills (E)
Has good communication skills (E)
Has good administrative skills and a working knowledge of Microsoft Office, Excel, EPOS Systems and Stockholding Systems (E)
Can work independently, with support where required. (E)
Can inspire and motivate a team of people (E)
Has a positive attitude to the work of Newlyn Art Gallery & The Exchange and is enthusiastic about the ability of the arts to inspire, delight and bring about positive change. (D)
Has experience managing a team of volunteers (D)
Has a passion for contemporary art (D)

E – Essential – We expect all applicants to demonstrate these to make it to the interview shortlist

D – Desirable – Demonstrating these would significantly strengthen your application

NB: Newlyn Art Gallery Ltd is an equal opportunities employer and provider of services. The gallery has a duty to promote race equality and all employees must be aware of that duty and work to the gallery’s equality standards.

To apply for this job, please complete the application form and EO form, linked below, and return them to [email protected] by 09.00, MON 24 MAR 2025.

JOB-APPLICATION-FORM

EQUAL OPPS FORM

Interviews will take place on 2 & 3 APR 2025. If you are selected for interview, we will contact you on Wed 26 Mar with a time for your interview.Please ensure that you provide a contact number so that we may reach you.

If you have any questions about the role, please email [email protected]

MAIN DUTIES:

Daily Management Responsibilities

Duty Manager – the key point of contact for the building
Ensuring that the exhibition, galleries and other public areas are appropriately staffed and fit for public use
Front-of-house coordination and recruitment, training and retention of the team of volunteers and cover supervisors, and for the coordination of a customer-centred approach across the wider organisation
Management of all keyholders, ensuring that all keyholder responsibilities are carried out, including opening and closing, and ensuring the building is secure at all times, and that any cover supervisors understand the responsibility of their role.
Delivery of the gallery Events & Hires programme, including planning, briefing and management. This will include proactive outreach to secure new events and hires

Volunteer & Staff Supervision

To oversee the front-of-house voluntary assistant roles, and ensure their responsibilities are understood
To keep the rota up-to-date and report monthly hours to the finance team for payroll
Maintain excellent levels of communication between front-of-house team and the wider Gallery team

Trade

Responsible for ensuring commercial income budgetary targets are met
Build and maintain effective working relationships with customers, partners, suppliers, and staff
Responsible for cash handling, float management, and till reconciliation daily
Responsible for EPOS system including stock control and till accuracy
Training and supporting staff with till operations
Efficient management of Event & Hire invoicing with the Finance Team

Events & Hires

Responsible for the smooth running of the gallery events and hires, plus overseeing the staff during events, this will include duty managers, volunteers, bar staff, and external catering staff
Hosting late-night openings and ensuring the security of the building
Budgeting associated with commercial hires and gallery events
Expanding our commercial hires and events across the organisation
Writing Risk Assessments and dealing with all elements of Health & Safety requirements for gallery events and hires
Writing Hire Agreements and external administration for gallery events and hires

Health, Safety & Security

To take all reasonable steps to ensure the safety and security of staff, contractors and the public whilst at The Exchange or whilst attending off-site events initiated by the gallery
To put in place risk assessments and risk management policies, and ensure all staff are aware of them and their own responsibilities within them
To be the designated first aider when onsite – training will be provided
To be responsible for the security of the building, the cash, and the artworks
To report any damage or theft of artwork to the Gallery Director or Deputy Director and ensure formal reporting processes are followed

Visitor Experience & Visitor Data

Ensure data collection is carried out and collated for review, visitor Gift Aid data is collected, and audience surveys are completed
To liaise with the Participation and Learning Programmer on the coordination of group visits to The Exchange

MAIN DUTIES:

We are looking for someone who:

Deadline

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