PA to the Director

Job Type:
Permanent
Job Sector:
Admin, Secretarial
Region:
South East
Location:
Chichester
Salary:
£25,000 to £28,000 per annum
Salary Description:
Salary: £25-28,000 pro rata
Posted:
21/01/2019
Recruiter:
TheSmartList
Job Ref:
TSLAO0457

REFERENCE: TSLAO0457

The Role and the Department

As the PA to the Director, you will play a crucial role in the smooth running of the Gallery’s Executive office, facilitating the work of the Director and supporting the governance function. The role will oversee a smooth working relationship with a board of Trustees as well as several Committees and Advisory Groups and their members.

Managing the minutes and agenda for the Senior Management Team, the successful applicant will play a key role in co-ordinating between the Director’s office and the team leading the various departments.

The PA will organise important events at the Gallery such as private views for our major exhibitions and Director’s dinners attended by the Gallery’s important stakeholders.

In supporting the Director, the PA will be part of an ambitious and enthusiastic team that will continue to see Pallant House Gallery thrive and excel in the future.

Job Description

Salary: £25-28,000 pro rata

Contract: Full-time, permanent (37.5 hours per week)

Reporting to: Director

Key Responsibilities

Assistance to the Director

-  Diary management and hospitality for Director’s meetings
-  Draft correspondence, emails, reports and RSVPs; prepare PowerPoint presentations
-  Book Director’s business travel and accommodation
-  Manage Director’s office filing systems and record-keeping
-  Business strategy planning coordination and administration; liaise with consultants; attend meetings and take notes; support Director, as requested
-  Support relationships with people within and outside the Gallery, including major donors and benefactors
-  Minute the monthly Senior Management Team meetings and Acquisitions meetings. Circulate agendas and minutes; arrange regular one-to-one meetings for direct reports; follow up meeting actions
-  Liaise with key stakeholders (Arts Council, Chichester District Council, Heritage Lottery Fund, etc.); co-ordination of annual funding reports, quarterly draw-downs and administration of meetings
-  Attend other internal meetings/workshops and take notes, as requested
-  Update Gallery CRM system
-  Open post and distribute.
-  Email fielding and filing
-  Answer office phone and main switchboard when busy; and screen Director’s telephone calls

Trustees and Governance

-  Co-ordinate the production of papers for quarterly Board meetings, coordinating and editing the staff report and circulating to trustees and relevant staff
-  Attend and take minutes at quarterly Board Meetings, bi-monthly Finance & Investment Committee Meetings, Audit & Risk and Building Project Meetings to ensure these are approved and circulated as soon after the meeting as possible
-  Regularly review and update the Gallery’s policies in line with Charity Commission best practice and the Gallery’s Forward Plan
-  Work with the Director and Nominations Committee on recruitment of any new trustees through open recruitment process and ensuring full induction once appointed
-  Work with the Director and Company Secretary to ensure all trustee paperwork is completed and an archive maintained
-  Schedule meetings for the Gallery’s Committees and Advisory Groups
-  Support Chairman and other Board members, as requested

Events

-  Organisation, administration and management of events (main private views, smaller previews, special Board/Director events, staff socials, tours and talks, internal/external workshops, etc) including guest list management and liaison with caterers
-  Organisation of staff engagement activities (planning days, training sessions, staff meetings, social events)

Volunteer support

-  The PA has volunteer support for this role 1-2 days per week

Additional tasks

-  This role requires occasional evening and weekend work, as necessary
-  Any other tasks as reasonably required by the Director

Person Specification

Essential Core Competencies

-  Excellent team player with a personable outgoing manner,
-  Excellent customer service
-  Excellent communications and interpersonal skills
-  The ability to think strategically, commercially and entrepreneurially
-  Accurate with a high attention to detail
-  Strong work ethic
-  Enthusiastic and flexible
-  Ability to keep and respect confidential information
-  High levels of energy, self-motivation and personal initiative
-  Ability to work effectively in a mutually supportive, enabling and collaborative team environment
-  Flexible and committed approach to work
-  Motivated, adaptable, enthusiastic and accurate

Essential Core Skills

-  Excellent problem-solving skills
-  Excellent written and verbal communication skills with an eye for detail
-  Good IT skills (ideally with some experience of database work)
-  Excellent time keeping and organisation skills with ability to meet strict deadlines
-  Ability to manage multiple demands under pressure with the appropriate focus

Desirable Core Skills

-  A background in the arts and/or charity sector and a good understanding of arts related activity, policy and programmes would be advantageous but not essential
-  An interest in modern and contemporary art

Benefits and Wellbeing Package

Benefits

Holiday Allowance

-  25 days basic holiday allowance (pro-rata)
-  Extra day off each year to celebrate a birthday or other occasion

Pension

-  Auto Enrolment scheme. Currently a 2% contribution from Pallant House Gallery

Travel Support

-  Interest free loan scheme for annual season tickets for trains
-  Interest free loan for annual car park permits

Wellbeing Package

Discounts and free offers

-  20% discount in the Pallant House Gallery Restaurant and Café (excluding
- Saturday)
-  10% discount in Pallant House Gallery Bookshop
-  Free admission tickets to the Gallery for family and friends
-  Free tickets to Gallery talks (subject to availability)
-  Free copies of the lead exhibition catalogues and Gallery Magazine
-  Free Preview tickets for Chichester Festival Theatre (subject to availability)

Health & Wellbeing

-  Fresh organic fruit provided weekly in the staff room
-  Annual flu jab
-  Offer of health and wellbeing related counselling (up to six sessions, subject to the confirmation of the session rate) on request from your line manager

Please note that the wellbeing package is not contractual and may be subject to change.

How to apply

Please download an application form from our website by clicking the button below.(More information is avalable on the website)

You may attach a letter but please do not send photographs.

We do not accept CVs.

Deadline for receipt of applications

All vacancies close at 12 noon unless otherwise stated. Please note that late applications will only be accepted if received within 1 hour of the closing time. Any forms received after this time will not be processed.

Acknowledgement of receipt
Email applications will be acknowledged by auto response when we receive them.

Candidates not selected for interview will be informed by email. We regret we cannot enter into correspondence as to the reasons for non-selection.

Equal Opportunities

Pallant House Gallery is an equal opportunities employer.

If you wish you can download an equal opportunities monitoring form from our website.

Completing this form is entirely voluntary and plays no part in the recruitment process. It will be used solely to monitor the people applying for the post.

Contact Details:
TheSmartList
Tel: 01733 427 182
Contact: Jay Smith
Email:

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