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About the role The Ashmolean Museum is welcoming applications for our Event Operations Manager. This role sits within the commercial team at the Ashmolean museum and is responsible for managing and planning all commercial event operations in the museum. The role plays an integral part in the operational delivery of a variety of events the department hosts. It is a fast-paced environment with multiple activities to manage at the same time. The role holder will collaborate with internal and external stakeholders in a professional and effective manner, providing exceptional customer service, diplomacy and confidentiality as necessary. The role holder will line manage two part-time event coordinators and a team of up to 30 variable hours event assistants during peak periods. This is permanent, full-time role with a requirement to be able to work flexibly over 7 days a week including evenings, weekends and bank holidays. This role includes a moderate amount of activity, including lifting and moving objects, actively moving around the museum space including climbing stairs to those areas not accessible by lift – all necessary health and safety training will be provided. About You You will have proven excellent operational and organisational skills, enabling events to run smoothly and safely in the Museum’s galleries. You will also be adaptable to changing circumstances, calm under pressure and able to deal with situations and people politely and diplomatically. You will have a strong understanding of event health and safety and be confident liaising with multiple teams such as Security and Visitor Experience to ensure the efficient running of events across the Museum. You will be a confident communicator with internal teams and the public, balancing the needs of the museum alongside the requirement to generate commercial income. You will be familiar with recruiting, managing and training a pool of variable hours event assistants and supervisors to ensure we maintain our high event operational standards. What We Offer As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme • 38 days of annual leave (FTE) • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans More information is available at 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 statement as part of your online application. Your supporting statement should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. CVs or statements submitted on their own will not be considered. We aim to provide a supportive working environment and are happy to discuss training and professional development opportunities. The Chair of this recruitment panel will be Anna Munday, Head of Caterings and Events, who can be contacted with enquiries relating to the role (anna.munday@ashmus.ox.ac.uk). General queries about the recruitment and application process should be directed to the Recruitment team within our Human Resources department (recruitment@glam.ox.ac.uk). Only applications received online by 12.00 midday (BST/GMT) on Tuesday 7 May 2024 can be considered. Interviews are expected to take place during week commencing Monday 20 May 2024. *An automatic annual increment each year will be paid up to (and not including) the discretionary range within the University of Oxford’s Grade 6 salary scale.
Are you the Ashmolean Museum’s Head of Visitor Experience for the next 12 months? **About the role** The Ashmolean Museum’s Visitor Experience team delivers a world class service for every visitor, welcoming them to the museum, answering questions, encouraging donations and other secondary spending, and playing a vital role in the safety and security of our valuable and irreplaceable collections. This is a fixed term, maternity cover post for 12 months, working 37.5 hours per week, including some weekends and Bank Holidays. **About You** * Do you want to lead for a year our large Visitor Experience team, proactively maintaining a high-quality public space environment, providing excellent customer service, while actively engaging with all visitors and adhering to health and safety procedures? * Do you want to develop and implement the departmental plans, ensuring efficient service delivery, providing value for money, while working collaboratively across the Museum and the University of Oxford? * Do you want to be a visible presence in the museum for visitors and team members, as part of the duty management rota that includes weekend and bank holiday working? * Are you experienced in successfully building, developing, motivating, leading, and managing large, multi-disciplined, customer-focussed teams with dynamism, empathy, and resilience? * Are you a problem solver with experience of achieving results in complex, pressured environments, with strict security procedures? * Are you well organised with strong administrative skills and the ability to multitask and prioritise appropriately? **What We Offer** * As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: * An excellent contributory pension scheme * 38 days annual leave * A comprehensive range of childcare services * Family leave schemes * Cycle loan scheme * Discounted bus travel and Season Ticket travel loans More information is available at 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** Please upload a supporting statement as part of your online application. Your supporting statement (800 words maximum) should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. CVs alone will not be considered. Only applications received online before 12:00 midday (BST) on Monday 22 April 2024 will be considered. First interviews are expected to take place in the Ashmolean Museum on 16 May. If needed, second interviews will take place on 20 May 2024.
**THIS IS A RE-ADVERTISEMENT OF RECENT VACANCY 170884, PREVIOUS APPLICANTS NEED NOT APPLY** **About the role** Based in the beautiful Ashmolean Museum, you will support a wide range of day- to-day finance operations activities such as accounts payable, accounts receivable, expense claims, Barclaycard reconciliations, and access to finance systems. You will be the first point of contact for finance enquiries in relation to financial processes and procedures and will be responsible for the training needs of those involved in these processes. This is a permanent, full-time position working 36.5 hours per week, 9am – 5pm. We support flexible remote working and at present but you will be required to work 60% of your time on-site. This is a perfect opportunity if you want to develop your finance career further and continue studying towards an accountancy qualification. For general enquiries or process-related enquiries, please contact our Recruitment Team (recruitment@glam.ox.ac.uk ). **About You** We are looking for a “people person” as you will work with key stakeholders at all levels such as museum staff, external supporters/suppliers, and other management teams. Due to the nature of the tasks you will be performing, a high level of accuracy and numeracy is key. As part of a small finance team, you will be able to work collaboratively and independently and proactively to identify more effective processes/ways of working. You will manage a varied workload, so being willing to work flexibly is essential. You must be competent in using Microsoft Word, Excel, PowerPoint, SharePoint, financial systems, and databases, but we are also happy to provide training when necessary. **What We Offer** As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: * An excellent contributory pension scheme * 38 days of annual leave * A comprehensive range of childcare services * Family leave schemes * Cycle loan scheme * Discounted bus travel and Season Ticket travel loans More information is available at 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 (or a supporting statement)** 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. Only applications received online by 12.00 midday (GMT) on Tuesday 7 May 2024 can be considered. Interviews are expected to take place on either Thursday 16 or Friday 17 May 2024.
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Job description and selection criteria Job title Event Operations Manager Division Gardens, Libraries and Museums (GLAM) Department Ashmolean Museum Location Ashmolean Museum, Beaumont Street, Oxford, OX1 2PH Grade and salary Grade 6*: starting from £32,332 per annum Hours Full time (37.5 hours per week)** Contract type Permanent Reporting to Anna Munday (Head of Events and Catering) Vacancy reference 172212 *An automatic annual increment each year will be paid up to (and not including) the discretionary range within the University of Oxford’s Grade 6 salary scale. **There is a requirement to be able to work flexibly over 7 days a week including evenings, weekends and bank holidays. Additional information You are required to submit a CV and a supporting statement with your application, outlining how you meet each of the selection criteria for the role (see the ‘How to Apply’ section for further details). CVs or supporting statements submitted on their own will not be considered. This role is based at the Ashmolean Museum. You may be required to work from an alternative locations as necessary. This role includes a moderate amount of activity, including lifting and moving objects, actively moving around the museum space including climbing stairs to those areas not accessible by lift – all necessary health and safety training will be provided. Please contact the recruitment team if you require the job description in an alternative format. Closing date 12.00 midday GMT/BST Tuesday 7 May 2024 Job description Overview of the role The Ashmolean seeks an organised, adaptable, enthusiastic and customer-focused Event Operations Manager. The role is responsible for managing and planning all commercial event operations in the museum. It is an interesting, varied and challenging role, reporting directly to the Head of Events and Catering. The role plays an integral part in the operational delivery of a variety of events the department hosts. It is a fast-paced environment with multiple activities to manage at the same time. The post holder will be able to remain calm under pressure and deal with situations and people politely and diplomatically. The role holder will collaborate with internal and external stakeholders in a professional and effective manner, providing exceptional customer service, diplomacy and confidentiality as necessary. The role holder will line manage two part-time event coordinators and a team of up to 30 variable hours event assistants during peak periods. Responsibilities • Responsibility for planning and coordinating events with the Event Managers. • Managing daytime and out of hours events with the support of two event coordinators and a team of variable hours assistants. • Follow-up and action any operational feedback relating to events and reported incidents updating operating procedures if necessary. • Coordinate weekly event operations meetings with event mangers, visitor experience, security and catering colleagues. • Manage the operational labour, equipment and resources provision within the agreed budget for event operations. • Submit monthly payroll data for variable hour event assistants, ensuring accuracy, including any sickness absence and annual leave for event operations colleagues. • Ensure adherence to standard operating procedures and relevant health, safety and privacy instructions. For example, understanding the risks associated with moving furniture and follow manual handling guidance to avoid injury. • Attend Ashmolean Health and Safety Committee meetings. • Liaise closely with security regarding the safety of guests, colleagues, suppliers and the collections. • Update event risk assessments and standard operating procedures as and when required, assisting with (re)training colleagues as required. • Support the Designated Premises Supervisor (DPS) by ensuring catering and event colleagues adhere to licensing rules and regulations during events. • Assess the impact planned projects and maintenance works may have on any events planned and help find workable solutions with relevant stakeholders. • Support the development of the supplier list, ensuring health and safety procedures, insurances and risk assessments are suitable and up-to-date. Page 2 of 9 • Line management of two event coordinators and a team of up to 30 variable hours event assistants and supervisors, overseeing their work, training them to confidently deliver a variety of events and recruiting where required. 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/Academic Related Staff. • Any other duties that may be required from time to time commensurate with the grade of the job. The Ashmolean Museum reserves the right to make reasonable amendments to the job description in consultation with the post-holder at any time. 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, 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 smooth delivery of visitor and event food and beverage provision by our catering partners. Enabling over 300 events a year, 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 Head of Events, the team comprises sales and operational managers, supported by event coordinators, administrative and event assistants and wider Ashmolean and University departments. For more information please visit: https://www.ashmolean.org/venue-hire Page 3 of 9 Selection criteria Essential selection criteria • Proven experience in the administration and operational management and delivery of complex events. • Line management and recruitment experience - a supportive manager who works well in a team environment. • Knowledge and understanding in relation to operational health & safety within an events context. • Excellent communicator with good negotiation skills: able to display tact, firmness, imagination and enthusiasm when dealing with clients and their requests. • Ability to clearly and accurately communicate processes and procedures verbally and in writing. • Solid understanding of issues around confidentiality and data protection. • Ability to develop professional and effective working relationships with key stakeholders. • Demonstratable experience of providing a high levels of customer service with the ability to problem solve and stay calm under pressure. • Ability to use standard computer applications (Outlook, Word, Excel, Teams). Desirable selection criteria • Previously worked within a historic or heritage venue. • Experience using events management software, such as Artifax. 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, and the offer of employment will be subject a successful outcome of this assessment. The hazards or safety-critical duties involved are as follows: • Night working (11pm-6am). • Lone Working. • Regular manual handling. Page 4 of 9 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. The Ashmolean Museum Page 5 of 9 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: https://www.glam.ox.ac.uk/home 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 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 statement. The supporting statement 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). All applications must be received by midday UK time on the closing date stated in the online advertisement. Supporting Statement Please note that if you do not upload a completed supporting statement and a CV, we will be unable to consider your application for this role. Page 6 of 9 The inclusion of the supporting statement and CV is a mandatory step in the online application process. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description in your supporting statement. All applications must be received by 12:00 midday (GMT/BST) 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. Relocation At the moment, the Ashmolean Museum is not offering relocation expenses to this post. Page 7 of 9 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 very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra For existing employees on these grades, 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 other grades 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 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 Page 8 of 9 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 Childcare 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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Are you the Ashmolean Museum’s Head of Visitor Experience for the next 12 months? About the role The Ashmolean Museum’s Visitor Experience team delivers a world class service for every visitor, welcoming them to the museum, answering questions, encouraging donations and other secondary spending, and playing a vital role in the safety and security of our valuable and irreplaceable collections. This is a fixed term, maternity cover post for 12 months, working 37.5 hours per week, including some weekends and Bank Holidays. About You Do you want to lead for a year our large Visitor Experience team, proactively maintaining a high-quality public space environment, providing excellent customer service, while actively engaging with all visitors and adhering to health and safety procedures? Do you want to develop and implement the departmental plans, ensuring efficient service delivery, providing value for money, while working collaboratively across the Museum and the University of Oxford? Do you want to be a visible presence in the museum for visitors and team members, as part of the duty management rota that includes weekend and bank holiday working? Are you experienced in successfully building, developing, motivating, leading, and managing large, multi-disciplined, customer-focussed teams with dynamism, empathy, and resilience? Are you a problem solver with experience of achieving results in complex, pressured environments, with strict security procedures? Are you well organised with strong administrative skills and the ability to multitask and prioritise appropriately? What We Offer As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: An excellent contributory pension scheme 38 days annual leave A comprehensive range of childcare services Family leave schemes Cycle loan scheme Discounted bus travel and Season Ticket travel loans More information is available at 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 Please upload a supporting statement as part of your online application. Your supporting statement (800 words maximum) should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. CVs alone will not be considered. Only applications received online before 12:00 midday (BST) on Monday 22 April 2024 will be considered. First interviews are expected to take place in the Ashmolean Museum on 16 May. If needed, second interviews will take place on 20 May 2024.
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Job description and selection criteria Job title Head of Visitor Experience (maternity cover) Division Gardens, Libraries and Museums (GLAM) Department Ashmolean Museum Ashmolean Museum, Beaumont Street, Oxford, OX1 2PH Location Based in the office every day, including 3-4 weekend days per month and some Bank Holidays (for which time-off-in-lieu is provided) Grade and salary Grade 8: £ 45,585 per annum* Hours Full time (37.5 hours) Contract type Fixed term: 15 July 2024 – 31 July 2025 Reporting to Director of Audiences & Content Vacancy reference 171713 * An automatic annual increment each year will be paid up to (and not including) the discretionary range within the University of Oxford’s Grade 8 salary scale. Additional information You are required to submit a CV and a supporting statement (800 words maximum) 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) on Monday 22 April 2024 Job description Overview of the role The Ashmolean Museum’s Visitor Experience team is the Audience & Content Directorate largest team. In addition to over 60 members of staff, the team benefits from the services of a large cohort of volunteers. The team needs to deliver a world class service for every visitor, welcoming them to the museum, answering questions about collections and facilities, encouraging donations and other secondary spending, on which the museum’s financial sustainability depends, and playing a vital role in the safety and security of our valuable and irreplaceable collections. As a Head of Team, the post holder has, currently, full management responsibility for delivering the strategy for the Visitor Service and Volunteer functions ensuring an exceptional experience for all visitors. You will be responsible for creating an atmosphere of pride in our work, where people are ambitious and keen to develop, be part of the Museum, and gain pleasure from shared achievements. Reporting to the Director of Audiences & Content, the Head of Visitor Experience will work to ensure that our visitors’ needs, and front of house operational requirements are factored into strategic planning, projects (including cross GLAM projects) and decision-making. Maternity leave cover post This post is to cover the absence of the substantive postholder, who is taking a period of maternity leave. The post is available until 31 July 2025 or the actual return of the substantive postholder, or the resignation of the substantive postholder and employment of a new postholder, whichever is the earliest. Responsibilities  Continue the review of the current structures and operations, in consultation with the Director of Audiences & Content and EMG and in consultation with staff and Human Resources, implement any proposed changes. These changes might include a reorganization of the team.  Develop and deliver the new Visitor Experience departmental plan, supporting the Director of Audiences & Content in ensuring that Visitor Experience works strategically and collaboratively across the Museum, Gardens, Libraries and Museums and the University of Oxford, and proactively input in the Future Plan work of the Museum.  Provide leadership for the staff, supervisors, and managers within the Museum’s Visitor Experience function, in line with the Museum’s strategic priorities. Employ a range of innovative people management approaches to ensure all team members are working effectively to support the Museum’s values; proactively manage performance, engagement and motivation through regular meetings and full participation in the annual Personal Development Review process. Currently, responsible for the line management of the Museum’s Volunteer Manager and three Visitor Experience Supervisors.  Manage and develop effective financial planning and budget control for all Visitor Experience activities to ensure effective and efficient service delivery within budget constraints and providing value for money from a budget circa £1m.  Lead on strategic projects that enhance the experience of visitors to the museum, such as implementing a new map or wayfinding, ensuring successful operational implementation and viability. Work closely with the Director of Audiences and Content and take direction Page 2 of 9 on areas of opportunity for the department and museum and make suggestions for improvement.  Ensure that the Visitor Experience Team takes a proactive role in maintaining a highquality public space environment and in providing excellent customer service at all times, while actively and appropriately engaging with all visitors. In collaboration with the Head of Safety & Security, ensure that the Visitor Experience team and Volunteers are trained and have up to date knowledge of Museum security, health and safety procedures and of all other relevant standards and adhere to them.  Establish a customer contact strategy that is able to handle all visitor queries and complaints, ensuring they are dealt with/resolved in a prompt and professional manner.  Be a visible presence in the museum for visitors and team members, working as part of the duty management rota that includes weekend and bank holiday working.  Comply with health and safety regulations, overseeing the completion of risk assessing activities which relate to the public spaces, and ensuring a suitable evacuation plan is in place for public spaces and that staff are trained, aware, confident and competent of how to respond in a crisis situation. Other duties  Working on some weekends, evenings and 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 Academic Related Staff  Any other duties that may be required from time to time commensurate with the grade of the job The Ashmolean Museum reserves the right to make reasonable amendments to the job description in consultation with the post-holder at any time. Audiences & Content Directorate Ashmolean is committed to being an audience-focused museum and in 2021 created the Audiences & Content Directorate that oversees Audiences Insights, Online Engagement & Communications, Public Programmes, Schools, University & Academic Engagement, Interpretation, Digital Content, Visitor Experience, Volunteers and Membership. As a university museum, Ashmolean audiences range from researchers and university students to schoolchildren, from families with young children to older people, from local residents to international tourists. We are committed to preserve and share our collections and knowledge to promote research, learning and enjoyment and to provide engaging experiences for an increasingly diverse audience. Page 3 of 9 We are being audience focussed, by investing in audience insights and evaluation to inform decision making and to ensure we are meeting audience needs. Our strategic priorities are: PEOPLE: Support, inspire and develop our teams FOSTER INCLUSION: promote equity and value diversity in all that we do FINANCIAL SUSTAINABILITY: ensure we have the resource to deliver our work ENVIRONMENTAL SUSTAINABILITY: succeed in achieving net zero carbon by 2035 FUTUREPLAN: ensure we have a building fit for purpose and our future Selection criteria Essential selection criteria  Proven experience of successfully building, developing, motivating, leading and managing large, multi-disciplined, customer focussed teams in an organisation of similar size and enterprise.  Experience of delivering and managing change, with the ability to use analytical skills to make solid recommendations, translate strategy into operational outcomes, and lead with dynamism, empathy and resilience.  Experience of leading on large scale projects which involve a wide range of stakeholders, liaising and working closely with other departments, including projects that have involved working to improve the safety and security of visitors and/or staff, managing medium to large budgets.  Commitment to working to high standards and getting team buy in. Demonstrable experience of working in an environment with strict security procedures.  Substantial experience of problem solving in a complex, pressurised environment, for example crisis management.  Dynamism and excellent interpersonal skills including the ability to establish rapport, communicate clearly and to lead with authority, showing tact and diplomacy plus being able to diffuse a situation when necessary.  Strong organisation and administrative skills, including proficient use of Microsoft software packages (e.g. Excel and Outlook), being able to multitask and prioritise appropriately.  Experience of health and safety legislation within a visitor focussed environment, for example proven experience of effectively completing risk assessments and crisis management training (for example crowd control, or attending anti-terrorism training ran by the police). 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 Page 4 of 9 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 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. 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 Page 5 of 9 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/ The Ashmolean Museum The Ashmolean is the University of Oxford’s museum of art and archaeology, founded in 1683. Our world-famous collections range from Egyptian mummies to contemporary art, telling human stories across cultures and across time. As a world-class museum and cultural destination we seek to broaden our reach, welcome everyone and offer experiences which are innovative, inspiring and relevant. We preserve, enhance and share our collections and knowledge to promote research, learning and enjoyment, to enrich lives and expand our understanding of the world and our shared humanity. To achieve our vision we aim to:  Ensure the expertise, skills and resources are available to develop, improve and care for our extraordinarily rich collections.  Work to increase knowledge and understanding, by delivering, encouraging and enabling world-class research and teaching.  Widen our reach, grow our reputation and build awareness of the Ashmolean name and brand, while also promoting the University of Oxford.  Focus on improving inclusion and equity across all areas of the Ashmolean organisation and activity.  Broaden our local, national and international audiences, focusing on engaging diverse local communities and welcoming them to connect with the University of Oxford.  Make our collections more accessible, engaging and relevant to people’s lives both in the museum and online. Share human stories across cultures and time.  Be brave and innovative. Proud of our heritage, but always looking forward For more information visit https://www.ashmolean.org/ 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. 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 statement. The supporting statement 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). All applications must be received by midday UK time on the closing date stated in the online advertisement. Page 6 of 9 Supporting Statement Please note that if you do not upload a completed supporting statement and a CV, we will be unable to consider your application for this role. The inclusion of the supporting statement and CV is a mandatory step in the online application process. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description in your supporting statement. All applications must be received by 12:00 midday (GMT/BST) 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@ashmus.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. Relocation At the moment, the Ashmolean Museum is not offering relocation expenses to this post. Page 7 of 9 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 very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, 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 other grades 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 Childcare 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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Job Description 171713 - Head of Visitor Experience (Maternity Cover)
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172212 Job Description and Selection Criteria.pdf
THIS IS A RE-ADVERTISEMENT OF RECENT VACANCY 170884, PREVIOUS APPLICANTS NEED NOT APPLY About the role Based in the beautiful Ashmolean Museum, you will support a wide range of day-to-day finance operations activities such as accounts payable, accounts receivable, expense claims, Barclaycard reconciliations, and access to finance systems. You will be the first point of contact for finance enquiries in relation to financial processes and procedures and will be responsible for the training needs of those involved in these processes. This is a permanent, full-time position working 36.5 hours per week, 9am – 5pm. We support flexible remote working and at present but you will be required to work 60% of your time on-site. This is a perfect opportunity if you want to develop your finance career further and continue studying towards an accountancy qualification. For general enquiries or process-related enquiries, please contact our Recruitment Team (recruitment@glam.ox.ac.uk ). About You We are looking for a “people person” as you will work with key stakeholders at all levels such as museum staff, external supporters/suppliers, and other management teams. Due to the nature of the tasks you will be performing, a high level of accuracy and numeracy is key. As part of a small finance team, you will be able to work collaboratively and independently and proactively to identify more effective processes/ways of working. You will manage a varied workload, so being willing to work flexibly is essential. You must be competent in using Microsoft Word, Excel, PowerPoint, SharePoint, financial systems, and databases, but we are also happy to provide training when necessary. What We Offer As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: An excellent contributory pension scheme 38 days of annual leave A comprehensive range of childcare services Family leave schemes Cycle loan scheme Discounted bus travel and Season Ticket travel loans More information is available at 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 (or a supporting statement) 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. Only applications received online by 12.00 midday (GMT) on Tuesday 7 May 2024 can be considered. Interviews are expected to take place on either Thursday 16 or Friday 17 May 2024.
**About the role** The Ashmolean Museum is welcoming applications for our Event Operations Manager. This role sits within the commercial team at the Ashmolean museum and is responsible for managing and planning all commercial event operations in the museum. The role plays an integral part in the operational delivery of a variety of events the department hosts. It is a fast-paced environment with multiple activities to manage at the same time. The role holder will collaborate with internal and external stakeholders in a professional and effective manner, providing exceptional customer service, diplomacy and confidentiality as necessary. The role holder will line manage two part-time event coordinators and a team of up to 30 variable hours event assistants during peak periods. This is permanent, full-time role with a requirement to be able to work flexibly over 7 days a week including evenings, weekends and bank holidays. This role includes a moderate amount of activity, including lifting and moving objects, actively moving around the museum space including climbing stairs to those areas not accessible by lift – all necessary health and safety training will be provided. **About You** You will have proven excellent operational and organisational skills, enabling events to run smoothly and safely in the Museum’s galleries. You will also be adaptable to changing circumstances, calm under pressure and able to deal with situations and people politely and diplomatically. You will have a strong understanding of event health and safety and be confident liaising with multiple teams such as Security and Visitor Experience to ensure the efficient running of events across the Museum. You will be a confident communicator with internal teams and the public, balancing the needs of the museum alongside the requirement to generate commercial income. You will be familiar with recruiting, managing and training a pool of variable hours event assistants and supervisors to ensure we maintain our high event operational standards. **What We Offer** As an employer, we genuinely care about our employees’ wellbeing and this is reflected in the range of benefits that we offer including: • An excellent contributory pension scheme • 38 days of annual leave (FTE) • A comprehensive range of childcare services • Family leave schemes • Cycle loan scheme • Discounted bus travel and Season Ticket travel loans More information is available at **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 statement** as part of your online application. Your supporting statement should list each of the essential and desirable selection criteria, as listed in the job description, and explain how you meet each one. CVs or statements submitted on their own will not be considered. We aim to provide a supportive working environment and are happy to discuss training and professional development opportunities. The Chair of this recruitment panel will be Anna Munday, Head of Caterings and Events, who can be contacted with enquiries relating to the role (anna.munday@ashmus.ox.ac.uk). General queries about the recruitment and application process should be directed to the Recruitment team within our Human Resources department (recruitment@glam.ox.ac.uk). Only applications received online by 12.00 midday (BST/GMT) on Tuesday 7 May 2024 can be considered. Interviews are expected to take place during week commencing Monday 20 May 2024. *An automatic annual increment each year will be paid up to (and not including) the discretionary range within the University of Oxford’s Grade 6 salary scale.
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Standard Grade 5: starting from £28,759 per annum