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JOB DESCRIPTION – Museum Manager

To apply see foot of page

1. Basic details of the post

Job title:   Museum Manager, Norfolk and Suffolk Aviation Museum Limited

Salary:      £21,500 to £25,000 p.a.

Holiday entitlement: Statutory - 20 days with an additional allowance for public holidays. You will be required to work some public holidays during the year at peak periods, for which time in lieu will be awarded. (Long periods of annual leave are unlikely to be approved during the peak summer months of July and August.)

Hours:      Full time (37 hours per week)

Working 5 days in 7 on a rostered basis depending on operational requirements.

2 weekends per month worked on average over an annual period. Occasional out-of-hours work on evenings may be requested, but time-off will be offered in lieu.

The post-holder will report to the Museum Directors and Trustees. Line manager will be the museum chairman.

2. Responsibilities of the post

The Museum Manager is responsible for the day-to-day operation of the museum as a visitor attraction, ensuring that funds required to support the museum’s current operation, charitable objectives and future plans, are generated, and to provide support to the Museum Directors in key areas of operational activity.

The postholder will have particular responsibility in the areas of site operations including health and safety, security and emergency procedures, and oversee commercial activities including oversight of the museum shop and NAAFI (café). The postholder will support the Trustees in caring for the museum collections, input to the strategic management and development, and ensuring that the museum maintains full Museum Accreditation to the current standard, and that an exhibitions programme is in place, both permanent and temporary, supporting Trustees and volunteers as required.

The postholder will be flexible, reliable, compassionate and dedicated to the cause of successfully operating the museum as a sustainable attraction and maintain the reputation of the museum as a nationally respected volunteer-run independent museum.

3. Main responsibilities:

Strategic management and development

• To support and assist the Museum Directors in the strategic management and development of the museum and to act as the representative of the Museum Directors, as required, in relation to operational issues.
• To contribute to Committee meetings and, in consultation with the Museum Directors, to lead, coordinate and supervise key aspects of museum management and administration, including the development and monitoring of the museum’s business plan and departmental work plans, maintaining museum accreditation policies and procedures, coordinating the museum volunteers and workforce, marketing the museum.
• To support the annual budget setting process in liaison with the museum Treasurer and Directors, and to monitor the budgets for all areas of direct responsibility, including the museum shop and any ring-fenced grant funds.
• To oversee and contribute to the development and maintenance of museum-wide systems and procedures including databases, the recording of visitor/user statistics and the review and analysis of visitor feedback.
• In consultation with the Museum Directors, to help ensure a joined-up approach, with effective relationships across the museum, close collaboration and team-working, working with all volunteers and members to ensure the co-ordinated and effective operation of the museum.
• To monitor progress with respect to a 5 year forward plan, finance plan and business plan in consultation with the Museum Directors and other key stakeholders such as the HLF, SHARE Museums East and Arts Council England. To create and maintain other key plans and policies as required in line with UK law, the charity commission and the Museums Accreditation scheme.

Commercial Services

• Manage the commercial activities within the museum including responsibility for the museum gift shop, NAAFI and hireable spaces.
• To plan, develop and implement, in close consultation with the Treasurer and Directors and key volunteers, a commercial strategy and other initiatives, in order to maximise the potential of the museum’s existing commercial activities, including admissions (individuals and group visits), the museum shop, venue hire, sponsorship and other income generating activities.
• To act proactively and creatively to identify and deliver new income streams, consistent with the brand values and ethos of the museum.
• To create budgets with the Treasurer to support the commercial activities, and agree systems and procedures to monitor progress and increase profitability and activity where possible. To report any budget shortfalls to the Management Committee as soon as practicable.
• To work closely with the volunteers, members and Museum Directors, contributing to audience development strategies and the promotion of the museum, its products and services with the aim of enhancing the positive profile of the museum and maximising both visitor attendance and income generation. This may include effective marketing, press releases, representing the museum on local and national committees, and monitoring national and local trends in the museum and tourism sectors.
• To present reports on progress against KPI targets to the Museum Directors and Trustees as required. Usually at bi-monthly intervals.

Volunteer Management

• To be responsible for recruiting, training and managing the volunteers, working in consultation with the Museum Directors. This will include approving and/or issuing all documentation including DBS checks where relevant, and any changes to guidance relating to volunteer requirements; ensuring that policies and the Volunteer Handbook are updated, as required, and that appropriate records are maintained for volunteer rotas.
• To assist in optimising the deployment of volunteers and the overall effectiveness and success of the museum, while maintaining a positive work environment and team spirit.
• To have responsibility for the welfare of the museum volunteers in liaison with the Directors and Trustees.

Operations

• To ensure the effective operational management of the museum in support of its overall objectives, and to oversee contracted security and cleaning companies, where appropriate contracted building maintenance teams, and a teams of volunteers. To negotiate renewal of the contracts and ensure that the museum is receiving best value for its money.
• To oversee the safe and efficient day-to-day running of the museum, including the implementation of the museum’s Health and Safety policy and management of the Risk Register, the maintenance of the site and infrastructure, including

  • Long term maintenance and reactive maintenance plans and the security and safety of the building, visitors, staff, volunteers and contractors.

• To ensure that a high standard of visitor service and excellence in customer care are delivered consistently across all areas of museum activity.
• To ensure appropriate systems for evaluation and customer feedback are in place and that volunteers track, monitor and respond to feedback. To report to the Management Committee on feedback and, in conjunction with relevant stakeholders, to develop plans to address any issues.
• To oversee negotiations and relationships with relevant contractors and suppliers. To ensure building maintenance contracts and statutory tests and services occur as required.
• To ensure the required statutory checks are undertaken at the appropriate intervals and remedy any issues or report recommendations to the board as required.
• To induct new staff and volunteers in statutory training and undertake annual refresher training as required.
• To have primary responsibility for key-holding for the site, including 24 hour response as required in the event of a disaster.
• To maintain and monitor the museum disaster recovery plan and business continuity plan, implementing them as required and reviewing them regularly.
• To have overall delegated responsibility for health and safety, fire, risk assessments, first aid and other statutory duties required to safely operate the building. To make recommendations to the Management Committee with regard to training needs, report issues and implement any necessary checks or remedies to ensure that the museum is protected and operating to best practice procedures.

General

• To undertake appropriate training as available and determined in conjunction with the Museum Directors.
• To carry out any other reasonable duties as requested by the Museum Directors.
• To maintain high levels of discretion and confidentiality at all times, including compliance with  the museum disclosure policy, safeguarding policy, equality policy, data protection act or any other legislation legally required to adequately operate the museum building, company or charities. To update these policies as required and review them on a regular basis.

4. Person specification

Essential:

• Have own means of transport to and from museum as it is not on any public transport routes.
• A proven track record in building or visitor operations management in the tourism or heritage sector or an equivalent environment.
• A proven track record of management in retail or other commercial activity with specific buying, profit and loss responsibility.
• An understanding of collections management and curatorial best practice guidelines.
• An understanding of events and exhibition planning, coordination and design.
• Previous demonstrable experience of managing and developing a sizeable team of volunteers and contractors.
• A health and safety qualification or practical experience of managing and assessing risks.
• A First Aid qualification or willingness to undertake necessary training to achieve one.
• A proven track record in income generation, with the capacity and drive to deliver fresh opportunities.
• Highly organised, reliable and flexible approach to work.
• Willingness to work weekends and bank holidays and not take prolonged annual leave during peak tourist months when the museum is at its busiest.
• Approachable, inspirational and supportive, with the ability to communicate effectively with people in all areas of the museum especially the volunteers.
• Integrity, diplomacy and professional skills to work effectively on cross-team initiatives and to consult as appropriate.
• Skills in MS Office, database and email etc.
• Proven ability to think and act strategically and to develop and implement practical and effective policies and procedures.
• Very strong communication skills, verbally, electronically and in writing.
• Excellent team-working skills and an understanding of the importance of the museum volunteers in the continued successful operation of the museum.
• Administrative and recording skills.

Desirable:

• Ideally the candidate will have an interest in aviation and related areas.
• An understanding of the requirements of the Museums Accreditation Scheme and experience in delivering a return to the Accreditation panel.
• Proven experience of writing, managing and monitoring strategic plans, grants and reports.
• Strong supplier/contractor management and negotiation skills.
• Experience of managing the delivery of HLF and other organisations grant applications.
• Budget management experience – previously managed budgets in the region of £100,000 or more.
• Qualifications in food hygiene.
• Knowledge and understanding of GDPR and other data protection requirements.

To apply

Please click the link below and attach your CV and covering letter of up to one page

Job application