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**About the role** The Ashmolean Museum is the University of Oxford’s museum of art and archaeology, founded in 1683. Its world-famous collections range from Egyptian mummies to contemporary art and it has a prestigious reputation in hosting a vast variety of events. We now have an exciting opportunity available for you to join our established events team. This role involves assisting our event operations management team with delivering our exclusive events to the highest of standards from start to finish. You will be expected to partake in the set-up and breakdown of events, meaning that some light manual handling will be necessary. Throughout the event you will be required to monitor galleries, being present to help with guests’ enquiries, provide directions and ensure the safe-keeping of the museum’s artefacts. You will help us deliver an exceptional guest experience while playing your part in ensuring our priceless collections and stunning museum are kept safe. This is a permanent, variable-hour post. Every month you will be asked for your availability; once scheduled you will be required to work shifts, the majority of which will be in the evening, although sometimes we will need help for daytime events as well. The number of events varies month to month and they can be any time - weekdays, weekends, bank holidays, and sometimes they come up at short notice. Shifts vary in length and typically take place between the hours of 17:00 and 00:30, depending on the type of event. There is an expectation that you will commit to a minimum of four events per month and preferably more. **About you** You will have working experience and/or a strong desire to learn in a busy, customer-facing role. You will be proactive in your approach to maintaining very high museum operational standards and customer service. First-class communication skills are essential in this job and you will be confident, professional and polite in your interactions with guests and fellow team members. A positive, can-do attitude is a must in this role, and you will be able to apply this enthusiasm to every aspect of your work. **What We Offer** Our range of employee benefits and discounts include 38 days leave (including bank holidays), extensive training and development opportunities, access to travel and childcare schemes, free entry to colleges, discounted access to sporting facilities and a wide range of other staff discounts. For more details please see https://hr.admin.ox.ac.uk/staff-benefits. **Diversity** Our staff and students come from all over the world, and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diverse groups and champions, as well as a number of family-friendly policies, such as the right to apply for flexible working and support for staff returning from periods of extended absence, for example shared parental leave. **How to apply** You will be required to upload your **CV and a supporting evidence form using the attached template** as part of your online application. The supporting evidence form lists each of the essential and desirable selection criteria, as listed in the job description – please explain how you meet each one. The Chair of this recruitment panel will be Tom Radclyffe who can be contacted with enquiries relating to the role ( thomas.radclyffe@ashmus.ox.ac.uk). General queries about the recruitment and application process should be directed to the Recruitment team ( recruitment@glam.ox.ac.uk). Only applications received online before 12.00 midday on Wednesday 9th October 2024 can be considered. Interviews are expected to take place on Monday 21st and Tuesday 22nd October 2024.
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Notation3 description of Evening Event Assistant (9 posts)
About the role The Ashmolean Museum is the University of Oxford’s museum of art and archaeology, founded in 1683. Its world-famous collections range from Egyptian mummies to contemporary art and it has a prestigious reputation in hosting a vast variety of events. We now have an exciting opportunity available for you to join our established events team. This role involves assisting our event operations management team with delivering our exclusive events to the highest of standards from start to finish. You will be expected to partake in the set-up and breakdown of events, meaning that some light manual handling will be necessary. Throughout the event you will be required to monitor galleries, being present to help with guests’ enquiries, provide directions and ensure the safe-keeping of the museum’s artefacts. You will help us deliver an exceptional guest experience while playing your part in ensuring our priceless collections and stunning museum are kept safe. This is a permanent, variable-hour post. Every month you will be asked for your availability; once scheduled you will be required to work shifts, the majority of which will be in the evening, although sometimes we will need help for daytime events as well. The number of events varies month to month and they can be any time - weekdays, weekends, bank holidays, and sometimes they come up at short notice. Shifts vary in length and typically take place between the hours of 17:00 and 00:30, depending on the type of event. There is an expectation that you will commit to a minimum of four events per month and preferably more. About you You will have working experience and/or a strong desire to learn in a busy, customer-facing role. You will be proactive in your approach to maintaining very high museum operational standards and customer service. First-class communication skills are essential in this job and you will be confident, professional and polite in your interactions with guests and fellow team members. A positive, can-do attitude is a must in this role, and you will be able to apply this enthusiasm to every aspect of your work. What We Offer Our range of employee benefits and discounts include 38 days leave (including bank holidays), extensive training and development opportunities, access to travel and childcare schemes, free entry to colleges, discounted access to sporting facilities and a wide range of other staff discounts. For more details please see https://hr.admin.ox.ac.uk/staff-benefits. Diversity Our staff and students come from all over the world, and we proudly promote a friendly and inclusive culture. Diversity is positively encouraged, through diverse groups and champions, as well as a number of family-friendly policies, such as the right to apply for flexible working and support for staff returning from periods of extended absence, for example shared parental leave. How to apply You will be required to upload your CV and a supporting evidence form using the attached template as part of your online application. The supporting evidence form lists each of the essential and desirable selection criteria, as listed in the job description – please explain how you meet each one. The Chair of this recruitment panel will be Tom Radclyffe who can be contacted with enquiries relating to the role ( thomas.radclyffe@ashmus.ox.ac.uk). General queries about the recruitment and application process should be directed to the Recruitment team ( recruitment@glam.ox.ac.uk). Only applications received online before 12.00 midday on Wednesday 9th October 2024 can be considered. Interviews are expected to take place on Monday 21st and Tuesday 22nd October 2024.
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Job description and selection criteria Job title Evening Event Assistant (9 posts) Division Gardens, Libraries and Museums (GLAM) Department Ashmolean Museum Location Ashmolean Museum, Beaumont Street, Oxford, OX1 2PH Grade and salary Grade 1.6: £24,131 per annum (pro rata), £12.71 per hour Hours Variable hours Contract type Permanent Reporting to Event Operations Manager Vacancy reference 175490 Flexibility is required and hours will vary to match event operational needs. This will include the role holder having availability to work evenings, weekends and bank holidays and being able to cover short lead events, staff sickness and holidays. The role holder must have access to public/personal transport due to the at-times unsociable hours. Additional information This role includes a moderate amount of activity, including lifting, climbing stairs to those areas not accessible by lift, a moderate amount of walking and longer periods of standing up – all necessary health & safety training will be provided. You are required to submit a CV and a supporting evidence form with your application, outlining how you meet each of the selection criteria for the role (see the ‘How to Apply’ section for further details). Please contact the recruitment team if you require the job description in an alternative format. Closing date 12.00 midday BST Wednesday 9th October 2024 Job description Overview of the role Evening Event Assistants support the Events, Catering and Security teams in successfully delivering events to a consistently high standard. You will be part of the set-up, delivery and break-down of the event, ensuring the safety of both the guests and artefacts within the museum. This will involve invigilating galleries to maintain security and assisting guests, ensuring we provide exceptional customer experience. The contract is variable hours; the number of events we host varies on a monthly basis, as does the length of each shift. Shifts will be allocated every month by the Event Operations Manager. We expect you to commit to a minimum of 4 events a month, covering evenings, daytimes, weekends and bank holidays as required. During busy periods we will expect Evening Event Assistants to be available to support the team more frequently and we expect role holders to be willing and able to work their fair share of short lead shifts that come up. Responsibilities Support the Event Operations management team through the following: • Demonstrate excellent customer experience skills when greeting or attending to guests’ requests. Being friendly, professional and diplomatic at all times. • Through the use of a rotation schedule, invigilate the galleries in which events are taking place, helping to safeguard the museum building as well as its staff, guests and collections throughout the event. • Assist in the delivery of events across the museum, including set-up, stewarding and break-down, following the instructions of the duty manager, the museum’s health & safety guidelines and the event department’s risk assessment. • As part of a team, make sure that the event spaces are presented to a high standard of cleanliness and ensure an excellent level of personal presentation, adhering to our uniform policy at all times. • Be helpful towards our catering partners and suppliers in ensuring they are able to operate within the galleries in a safe and controlled manner at all times. • Interpret and enforce the museum’s codes of conduct in an informed, sensitive and assertive manner to guests and members of the public through the use of effective conflict management skills. • Actively participate in induction and/or training sessions as required as part of the role, applying the information delivered in these throughout events. • In case of emergencies such as fire evacuations and/or first aid incidents, be ready to respond and assist in a calm and assertive manner. As part of a team, and in accordance with the museum’s emergency procedures, assist guests and staff to evacuate the premises as necessary. Full training will be given. • Observe strict time management, arriving on time for each shift and adhering to the rotation schedule throughout the evening. Responding to work emails/ communications in a timely and helpful manner. Page 2 of 9 • Work as part of a team, demonstrating strong communication skills, respect and support to colleagues at all times, acting as ambassadors for the event department as well as the wider museum. Other duties • Working on some Bank Holidays • Participate in a regular Annual Review • Undertake any necessary training identified • Comply with health and safety regulations • Comply with the policies and procedures set out in the Handbook for University Support Staff • Any other duties that may be required from time to time commensurate with the grade of the job. This is not an exhaustive list of duties and the museum’s management may, at any time, allocate other tasks which are of a similar nature or level. Events Department The Events department is part of the Commercial team, contributing to the financial sustainability of the Ashmolean Museum. The department coordinates and hosts a wide range of events from daytime and evening weddings and social celebrations, to corporate meetings and dinners, private views, tours and talks. We manage public engagement and museum stakeholder events, commercial filming and Omni channel broadcasts. The department is also responsible for relationship management of the museums Corporate Member scheme and the smooth delivery of visitor and event food and beverage provision by our catering partners. Enabling over 300 events a year, it is a dynamic and fast-paced department that values professionalism, flexibility and exceptional service, and promotes an environment of respect, trust and kindness towards colleagues, partners and clients. Led by the Head of Events, the team comprises sales and operational managers, supported by an event coordinator and administrative and event assistants. For more information please visit: https://www.ashmolean.org/venue-hire, https://www.ashmolean.org/cafe-and-restaurant and https://www.ashmolean.org/corporatemembership Page 3 of 9 Selection criteria Essential selection criteria 1. Demonstrable experience of providing exceptional customer service, being presentable, approachable and helpful at all times. 2. An ability to demonstrate a proactive attitude to problem solving, including being able to manage conflict in a calm, assertive and professional manner. 3. Possession of excellent communication skills with a good command of the English language (English does not have to be your first language; we are proud of the number of languages spoken by our staff). 4. An ability to work as an enthusiastic member of a diverse team: welcoming feedback, responding to direction and using initiative as appropriate. 5. A commitment to being a reliable team member with effective time-management skills i.e. honouring the shifts you have signed up for, arriving on time for work and maintaining the rotation schedule throughout the event unprompted. 6. An ability to demonstrate due diligence, care and attention to guests, colleagues, the museum and its objects. 7. A willingness to work a minimum of 4 shifts a month, including evening, daytime, weekend, bank holiday and short notice shifts. 8. Access to public/personal transport due to the at-times unsociable hours. Desirable selection criteria 1. Previous experience working within the events, hospitality or retail industry Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks Hazard-specific / Safety-critical duties This job includes hazards or safety-critical activities. If you are offered the post, you will be asked to complete a health questionnaire which will be assessed by our Occupational Health Service (OHS), and the offer of employment will be subject a successful outcome of this assessment. The hazards or safety-critical duties involved are as follows: Page 4 of 9 • Regular manual handling responsibilities, e.g. lifting and moving objects and physical fitness for standing and walking. • Crowd management responsibilities e.g. dispersing crowds from evacuation points; reducing the risk of bottle-necks occurring through flow management; looking after the health & safety of larger crowds. • Some late-night working (finishing between 11pm-2am). The Ashmolean Museum Who we are: Open since 1683, we are the University of Oxford’s Museum of art and archaeology. Situated in the heart of the city, we are an iconic cultural destination open to everyone every day. With c.900,000 visitors a year (pre-Covid), we are the most visited university museum in the world. What we do: We preserve and share our collections and knowledge to promote research, learning and enjoyment. Why we do what we do: To illuminate our shared humanity. We have three strategic pillars: Collections: We care for, develop, and widen access to our collections. Research and Teaching: We enable, lead and deliver world-class research and teaching. Audiences: We provide engaging and inspiring experiences for increasingly diverse audiences. In the next five years, we have five enabling priorities: 1. To support, develop and inspire our teams; 2. To promote equity and value diversity in all that we do; 3. To ensure we have the resources to deliver our work; 4. To work towards our commitment to achieve net zero carbon by 2035. Our environmental responsibility will inform our actions; 5. To ensure we have a building and infrastructure fit for purpose and our future. For more information visit https://www.ashmolean.org/ About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. Page 5 of 9 The Ashmolean Museum We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. While we have long traditions of scholarship, we are also forward-looking, creative and cuttingedge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. Gardens, Libraries and Museums (GLAM) The Gardens, Libraries and Museums (GLAM) group includes the providers of the major academic services to the divisions, and also departments with responsibilities including, but extending beyond, the immediate teaching and research needs of the University. The collections embodied within these departments are an essential part of the University’s wider nature and mission. They are part of its heritage as the country’s oldest University and now form a resource of national and international importance for teaching, research and cultural life; they also make a major contribution to the University’s outreach and access missions. For more information please visit: http://www.admin.ox.ac.uk/glam/ How to apply Applications are made through our e-recruitment system and you will find all the information you need about how to apply on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Page 6 of 9 Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting evidence form. The supporting evidence form must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants). Please note that if you do not upload a completed supporting evidence form and a CV, we will be unable to consider your application for this role. All applications must be received by midday UK time on the closing date stated in the online advertisement. References Please give the details of two people who have agreed to provide a reference for you. If you have previously been employed, your referees should be people who have managed you for a considerable period, and at least one of them should be your formal line manager in your most recent job. Otherwise they may be people who have supervised you in a recent college, school, or voluntary experience. It is helpful if you can tell us briefly how each referee knows you (e.g. ‘line manager’, ‘college tutor’). Your referees should not be related to you. Your referees will be asked to comment on your suitability for the post and to provide details of the dates of your employment; and of any disciplinary processes which are still considered ‘live’. We will only take up references at offer stage. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting https://staff.web.ox.ac.uk/recruitment-support-faqs advice is available at: Non-technical questions about this job should be addressed to the recruiting department directly on recruitment@glam.ox.ac.uk To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our online recruitment portal to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Page 7 of 9 Relocation At the moment, the Ashmolean Museum is not offering relocation expenses to this post. Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/dataprotection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for all academic posts and some academic-related posts. The University has adopted an EJRA of 30 September before the 69th birthday for all academic and academic-related staff in posts at grade 8 and above. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra For existing employees, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra There is no normal or fixed age at which staff in posts at grades 1–7 have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of Opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Photographs: Copyright Ashmolean Museum,, University of Oxford Page 8 of 9 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staffbenefits. University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Chi The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support. Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks/. The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Page 9 of 9
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