Key responsibilities

 

Museum management

 

·        Responsibility for the day to day smooth running of the museum, including acting as a primary key holder, opening, closing, daily maintenance issues that don’t require the Facilities Manager such as cleaning and waste management, and dealing with visitor queries and complaints as necessary

·        Escalate issues to the Facilities Manager and Director of Museums as required

·        Line manage the Museum Assistants and provide support and training as required, including health and safety

·        Manage communications to museum team to ensure all are aware of relevant information, including the social calendar events, including Museum Assistants and volunteers (as applicable)

·        Organise the museum rotas and cover the museum (including Beckford’s Tower) and shop floor as needed to ensure the museum is open according to the timetable.  Ensure rotas are fully covered, which includes the requirement to cover shifts yourself if no cover is available

·        Manage and monitor annual leave of Museum Assistants as applicable ensuring cover is organised to ensure rota is fully covered

·        Provide accurate and timely information to payroll regarding hours worked by Museum Assistants to ensure they are paid correctly and on time for additional shifts

·        On the day responsibility for ensuring that health and safety, first aid, accident logging and finance procedures are followed

·        Actively responding to alarm call outs in line with our security procedures, including out of hours response

·        Answering the telephone and dealing with written and email enquiries promptly and with excellent customer service

·        Maintain adequate supplies of office and cleaning materials used in the day to day running of the museum

 

Events, Groups and Tours

 

·        Taking group bookings, ensuring their delivery and maintaining appropriate records of bookings, including Beckford’s Tower. Raising invoices were necessary in line with BPT finance procedures.

·        Administering group visits and supporting out of hours tours and other special events, including participation in City Festivals as appropriate, bringing in Museum Assistants to help where needed to ensure appropriate cover

• Promotion of new activity and management of ticket sales via online system Merlin, including responding to visitor enquiries.

• Working with partner groups and the museum staff team to deliver a programme of activity, including current and new partners as appropriate

·        Liaising with BPT colleagues to support and staff press visits, special tours and access for film/TV production companies as applicable

·        Maintaining the diary of public spaces at the museum

·        Liaising with the Learning and Curatorial teams to support educational visits, exhibitions and other activities at the museum

 

Finance

 

·        Monitor spend in line with delegated budgets with the support of the Director of Museums

·        Ensure best practice in relation to taking admission payments and shop sales

·        Act as key contact for management of till and card machine services

 

Retail Management

 

·        Maintain stock levels, undertaking accurate stock management on the system, raising purchase orders, checking deliveries and invoices against purchase orders and raising invoices where necessary in line with BPT finance processes

·        Ensure good visual merchandising and point of sale in the various retail lines, and implement improvements accordingly

·        Undertake annual stock-takes, record breakages and staff transactions

·        Enable retail sales at events

·        Use the EPoS stock management information system to run reports as needed

·        Support Museum Assistants and providing training to encourage sales performance, enable up-selling, enhance product knowledge and ensure retail good practice

 

General

 

·        Attend staff meetings and ensure all staff are aware of museum and shop updates

·        Respond to any alarms, security issues or health and safety problems with the support of Museum Assistants at all sites and the Facilities Manager