About the Client
Our client is a reputable contemporary art gallery in London, focusing on presenting the work of established and emerging international artists. It was at the forefront of the Young British Artists movement.

About the Role
Our client is on the hunt for an experienced Head of Operations. This is a senior position, responsible for the smooth running of gallery operations on all sites. This involves directing Human Resources, whilst supporting the Chief Operating Officer (COO) in managing gallery operations and procedures for all staff and departments to ensure professionalism, cost-effectiveness, and maximum efficiency.

Particular Areas of Responsibility
Maintaining all gallery operating systems, and the support and supervision of gallery staff. Essential in this position is the ability to plan long-term as well as respond quickly to the unexpected. Head of Operations and HR is a key role and will involve developing strategies to maintain the smooth function of the gallery as well as the examination, initiation, and implementation of operational changes as necessary to grow or streamline the gallery.

Operational Management

  1. Line manager to Archive Manager, Photographer & Videographer, Senior Registrars, Press Officer, and full-time Gallery Assistants. All these individuals are on the operational side of the gallery and are thus supported by and strategically managed by the Head of Operations reporting to the Senior Directors and COO.
  2. Managing the staff scheduling to ensure all gallery sites always have sufficient cover
  3. Ensure the smooth day-to-day running of all gallery spaces with the Gallery Assistants to ensure all the front of house duties are covered efficiently including:
  4. Answering phones, taking and passing on messages
  5. Greeting visitors – ensure a friendly front of house environment
  6. Ensuring the gallery space is clean and tidy
  7. Ensuring all material on view in current show
  8. Ensuring all general tasks are always fulfilled
  9. Supporting the Gallery & Operations Assistant in line managing the Saturday Gallery Assistants
  10. Oversee the Gallery & Operations Assistant in the smooth running of private views
  11. Occasionally covering the GF desk on Mondays and as required
  12. Working with the Technicians, Registrars and Gallery Assistants to ensure all storage areas are clear and adhere to Health & Safety regulations
  13. Hold weekly GA meetings, fortnightly Exhibition Logistics meetings as well as regular catchups with all departments
  14. Initiate regular up-date meetings with the Director
  15. Initiate regular up-date meetings with COO
  16. Monitor operational workflows within all departments to ensure efficiency
  17. Maintain the weekly staffing scheduling across both gallery sites and office to ensure appropriate levels of cover and liaise with Sales team on the Saturday schedule.
  18. Regularly liaise with Accounts department to approve or resolve any operational payments

HR

  1. Management and support of all staff including performance and disciplinary
  2. Manage the recruitment of all staff members, including reviewing job description, person specification, devising recruitment strategy, advertising, shortlisting CVs, interviewing candidates
  3. Manage the recruitment of interns, work experience staff and invigilators
  4. Coordinating induction of new staff, organising relevant training across the organisation
  5. Ensure all staff have an initial three month/six month and then annual review
  6. Identify and source all staff training, in for example Health and Safety or computer programmes
  7. Manage and record staff data including staff holiday, sickness, and lieu days via Breathe HR database
  8. Ensure all gallery documentation is legally compliant and annually reviewed including company policies, staff handbook and employee contract terms
  9. Management of annual reviews, including reviewing job descriptions, salaries
  10. Monthly report additional payroll to the Finance Department i.e. new starters, leavers or extra hours
  11. Ensure a friendly front of house environment and oversee the smooth running of private views

Building and Facilities Management:

  1. Arrange and oversee new building works, and repair works in existing properties as necessary
  2. Maintain strong working relationships with key suppliers, landlords and Building Managers, ensuring the sites are benefiting from best-in-market rates and efficiencies of operation wherever possible
  3. Monitor the contractual obligations of all maintenance agreements such as the cleaning company, pest control, air con companies, alarm systems and troubleshoot when necessary
  4. Act as the landlord contact for Acton Warehouse space for prospective tenants and negotiate terms and repairs where appropriate

Health and Safety Policies & Procedures:

  1. Ensure UK Health & Safety Regulations are met for all facilities and consistently reviewed against the exhibition programme
  2. Ensure the correct numbers of staff are First Aid and Fire Marshal trained as required by law and ensure they are adequately trained and aware of internal procedures.
  3. Ensure Fire Safety Regulations are met by maintaining contracts with existing suppliers for all spaces for fire alarm testing, fire equipment, sprinklers and emergency lighting
  4. Ensure Health & Safety for the use of equipment on site (both existing and rented) is up-to-date and followed by the Technicians i.e. Hoist and PASMA training
  5. Ensure requirements of insurance are met including annual eye bolt testing, annual hatch, hoist and LOLER maintenance and PAT testing
  6. Monitoring legislation to ensure new policies are developed and implemented in line with any changes for example Fire Action Plans.

IT and Database Development

  1. Maintenance of the existing systems and the review, development and implementation of new systems as agreed with the Directors to ensure better working methods
  2. Work with Synergy weekly support to maintain IT efficiency and solve problems
  3. Liaising with OneCom to maintain gallery iPhones and their contracts
  4. Ensure equipment is up-to-date and maintained through recommendations by Synergy
  5. Development of the Artlogic database and its functions to best suit the gallery’s needs
  6. Ensure the gallery is GDPR compliant by performing a bi-annual review of the contact database, monitoring record keeping in line with legislation

Starting Date: ASAP
Reporting to: Chief Operating Officer
Hours of work: 10:00 – 18:00; Monday to Friday
Contract type: Permanent, Full-Time in the gallery
Salary: £60,000+ depending on experience

 

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