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

We are looking for someone who:

• Has previous management experience, particularly in events management (E)
• Has good administrative skills and a working knowledge of Microsoft Office and the ability to learn EPOS / Stockholding Systems (E)
• Is able to inspire and motivate a team of people (E)
• Has excellent attention to detail and great organisational skills (E)
• Has good communication skills (E)
• Is able to work independently, with support where required (E)
• Is people-focused and enjoys working in a practical and hands-on way (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 retail and bar work /café experience (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