THE UNIVERSITY OF NOTTINGHAM
Recruitment Role Profile Form

Job Title: Visual Arts Assistant (full-time)

School/Department: Nottingham Lakeside Arts

Hours of Work: 36.25 hours per week

Salary: £14,767 - £16,017 per annum, depending on qualifications and experience (salary may progress to £18,734 per annum subject to performance)

Job Family and Level: APM Level 1

Contract Status: Permanent

Location: Nottingham Lakeside Arts. Main venues: Djanogly Art Gallery; Angear Visitor Centre; Wallner Gallery; University of Nottingham Museum

Reporting to: Visual Arts Manager

Purpose of the Role: Responsible for the safety of exhibitions and displays, including building security, the supervision of Front-of-House Assistants and occasional gallery/museum invigilation. The post also includes exhibition installation; the handling of high-value and fragile works of art, craft and museum objects; craft and merchandise sales and related administration at the Gallery Shop. Visual Arts Assistants are frequently a first point of contact for visitors to Lakeside and must demonstrate the highest standards of customer care at all times, and an enthusiastic and knowledgeable approach to the programme of exhibitions and shop merchandise.

Main Responsibilities / % time per year
1. / Main Duties:
Visitor welcome and security
·  Greet all visitors to Lakeside, to include offering assistance as required, such as programme information, catalogues, exhibition guides, and learning resources.
·  Supervision of Front-of-House Assistants for the Galleries and Museum on a day-to-day basis during public opening hours and occasional evening bookings to ensure the safety of works on display, including daily briefings and procedural training. May include some invigilation.
·  Security of exhibition and display spaces, including daily opening and closing, and setting alarms; daily monitoring of environmental control recording equipment.
·  Contributing to the drawing up of Front-of-House rotas in liaison with Front-of-House Manager and Visual Arts Manager. Arranging cover for shift cancellations.
·  Shortlisting and training small team of Front-of-House staff in till and desk duties.
·  Handling enquiries by telephone, email, and in person at the Gallery welcome desk.
·  Recording visitor figures (daily), visitor feedback and incidents on weekly report; assisting in visitor surveys.
·  Gaining a rounded knowledge of exhibitions and displays, by reading catalogues and other relevant information, in order to provide well-informed answers to queries from visitors.
·  Updating signage and other Front of House information. / 40%
2. / Administration and retail
·  Administration of year-round craft and merchandise sales, including recording of stock and sales using EPOS computerised till; pricing; sourcing new book titles; liaison with makers/publishers/stockists; packaging and return of crafts and other merchandise.
·  Responsible for cashing till and payment card machine (daily); banking money (daily); assisting with any reconciliation.
·  Preparing month-end reconciliation of craft sales and calculating payments to makers including commission + VAT.
·  Complete monthly shop sale reports, spreadsheets and other reports through EPOS as required.
·  Handling sales, including: art works (principally University Summer Exhibition), crafts, catalogues and shop merchandise; replenishment of existing craft display and shelves; administration of Own Art credit scheme payments.
·  Assist with annual shop stocktake and University audit preparation (when required).
·  Provide general administrative support as required.
·  Use of the Tessitura box office system, including entering and updating customer records, placing bookings etc.
·  Assist with mailing out publicity, including preview invitations.
·  Contribute to Lakeside social media presence through Facebook, Twitter, Tumblr etc. / 40%
3. / Handling and exhibition of gallery and museum objects
·  Handling and packing/unpacking valuable and fragile artefacts including condition checking/reporting of some items.
·  Installation of exhibitions at Lakeside and occasional hanging of art works elsewhere in the University; installation and administration of annual events including Lustre and University Summer exhibition.
·  Participate in gallery/studio visits when necessary to ascertain installation requirements.
·  Maintenance of exhibitions including operating projectors, monitors etc. and occasional moving of Panelock Screen system, furniture and equipment (including heavy objects) as required by the programme.
·  Stock maintenance of tools, lighting, equipment, packaging to ensure smooth operation of exhibition installation.
·  Daily maintenance of crafts cabinets including cleaning of glass, replacement of bulbs, and addition of vinyls. / 15%
4. / Other
·  Deal with first-aid emergencies and fire evacuations; undertake 3-year first-aid training; ensure freelance and Front-of House staff and contractors adhere to health & safety guidelines.
·  Undertaking all other necessary training to fulfil the role.
·  Any other duties appropriate to the grade and role of the person appointed. / 5%
%

Knowledge, Skills, Qualifications & Experience

Essential / Desirable
Qualifications/ Education / ·  Education to a minimum A level standard or equivalent / ·  Degree in Fine Art or History of Art or related subject.
Skills/Training / ·  A strong and demonstrable interest in, and knowledge of, the visual arts.
·  Careful and methodical approach, with excellent attention to detail.
·  Ability to multi-task, prioritise workloads and work to deadlines.
·  Excellent time-keeping.
·  Flexible approach to working hours.
·  Confident and skilled in use of hand tools.
·  Computer literate in Microsoft Office including Excel and Word.
·  Excellent numeracy skills.
·  Willing to be trained in use of EPOS till/stock system and the box office system Tessitura.
·  An understanding of social media platforms.
·  Excellent interpersonal and communication skills.
·  Commitment to the highest standards of customer care.
·  Welcoming, friendly and efficient approach.
·  Enthusiastic advocate on behalf of Lakeside Arts Centre. / ·  A strong and demonstrable interest in, and knowledge of, archaeology.
·  Basic joinery skills.
·  Knowledge of Health & Safety in public spaces.
·  First Aider.
Experience / ·  Experience of dealing with the public face-to-face.
·  Experience of cash handling and payment card transactions.
·  Experience of handling and installing works of art. / ·  Experience of handling and installing historic objects and art works.
Statutory/Legal

Decision Making

i) taken independently by the role holder

Handling sales, and dealing directly with the public providing a first-hand response to enquiries, complaints etc.

ii) taken in collaboration with others

Preparation of reports on month-end craft sales, liaising with publishers and suppliers, compiling Front-of-House staff rotas.

iii) referred to the appropriate line manager (please name) by the role holder

Installation of exhibitions referred to Neil Walker, Head of Visual Arts Programming.

Additional Information

This post is one of a team of Visual Arts Assistants who cover the Djanogly Art Gallery and University Museum’s public opening hours which are currently Monday – Saturday 11am – 5pm, and Sundays and Bank Holidays 12 noon - 4pm. Hours of work are generally 9am - 5.30pm, and 11.30am - 4.30pm respectively to allow for unlocking the Gallery and Museum and securing them again at the end of each day. There are currently two Visual Arts Assistants on duty when the Gallery and Museum are open with responsibility for 3-5 Front of House Assistants. All staff work on Wednesdays when a weekly team meeting is held.
Weekends are worked on a rotational basis, and occasional evenings are also required in relation to previews, and special events at Lakeside.
Head of School/Department
(or nominee): / Shona Powell, Director
Date completed:
Page 4 of 4