Dear Applicant

LIVERPOOL BIENNIAL PA AND OPERATIONS OFFICER

Thank you for expressing an interest in the PA and Operations Officer vacancy at Liverpool Biennial. Please find attached a job information pack, which includes a job description and person specification, together with some background information about the Biennial. It also includes an application form and an equality and diversity monitoring form. Please note that you must apply using the application form, and CV’s will not be considered.

If you would like to apply you should include:

A completed application form, in which you demonstrate how you meet the knowledge, skills and experience requirements of the role.

A completed equality and diversity monitoring form. Please return the equality and diversity form as a separate document to your application form.

Application forms should be returned by e-mail to: jane@biennial.com no later than 12 noon on Monday 20 February 2017. Interviews will take place in the week commencing 27 February 2017.

If you have any queries about the application process, please do not hesitate to e-mail me. If you have any queries about Liverpool Biennial please visit our website at www.biennial.com

Yours sincerely

Jane Howard

HR Consultant to Liverpool Biennial

JOB DESCRIPTION

Job Title: PA and Operations Officer

Salary: £20,388 - £23,524 (depending on qualifications and experience)

Hours: 37.5 per week

Location: Liverpool Biennial55 New Bird StLiverpoolL1 0BW

Primary Purpose of the job: The PA and Operations Officer works closely with the Director and Executive Director to support their work delivering the artistic programme and managing the business. The PA and Operations Officer also enables the successful delivery of the company objectives through supporting the provision of effective HR services, facilities and administration.

Directly Responsible to: Director and Executive Director

Directly Responsible for: Operations Assistant; interns and volunteers.

Line Manager: Director/Executive Director

Main Responsibility

The PA and Operations Officer supports the Director and Executive Director in the successful delivery of the company objectives through providing and maintaining effective assistance for the administration, finance, human resources, development and executive functions of the Director and Executive Director.

The PA and Operations Officer is also responsible for ensuring provision for the efficient and effective operation of the company including supporting the HR Consultant, facilities management, supporting the Executive Director in their delivery of the processes and procedures, staff co-ordination, and internal communications.

Main Duties

Executive Assistant to the Director duties Manage and coordinate the Director’s diary, including arranging meetings

and schedules.

Manage and arrange UK and worldwide travel, visas and accommodation for the Director

Monitor and administer the Director’s expenses and credit card records

Draft correspondence for the Director as appropriate

Manage, administer or develop relationships and projects on the Director’s behalf

HR Administration Maintain an up to date overview of human resource legislation and best

practice in order to ensure that the company is compliant

Ensure that all performance management, leave, TOIL and sickness records are properly recorded

Ensure that forms are issued and returned in time, and that any follow up action is documented and actioned on time, with all documentation being filed on relevant personal files.

Organise interview arrangements for candidates

Assist the HR Consultant with the preparation and distribution of an Integrated Equality plan, to ensure that Liverpool Biennial meets all ACE requirements in respect of Equality matters

Ensure that all new staff, including volunteers, receive relevant joiner information and that they are added to the company’s payroll and pension scheme

In conjunction with the HR consultant, liaise with the Access to Work

department of DWP with regards to any disability issues pertaining to new or existing staff members

Support the Executive Director and HR Consultant in the implementation of a SAGE HR system

Liaise with the HR Consultant and Executive Director on matters regarding staff training, and to make appropriate bookings and issue documentation to all participants

Maintain an overview of training agreed with the Executive Director and HR Consultant and ensure that all personnel information includes training details

Manage Liverpool Biennial’s UK Visa and Immigration sponsor management system, under the direction of the Executive Director, which includes organisation of appropriate entry documentation for workers, issue appropriate documentation and ensure that all records are regularly maintained and kept up to date in line with current legislation.

Facilities Management Ensure that building maintenance issues are managed proactively

Ensure effective communication with suppliers including the ordering, installation and maintenance of: the alarm system, IT equipment, furniture, keys, telephones, stationery, and other equipment required for the smooth running of the office

Liaise with IT support contractors with regards to equipment maintenance, document management and troubleshooting

Manage contract cleaning, recycling, waste disposal companies

Ensure that the communal areas are maintained clean and tidy and manage the provision of sundries in the kitchen

Ensure that the post is delivered and collected daily

Liaise with the HR Consultant to ensure that a Health and Safety Risk assessment is carried out and actioned yearly, and to act as Health and Safety Officer to ensure that Liverpool Biennial meets all of its health and safety obligations in respect Staff.

Ensure that the staff are aware of how to report equipment maintenance needs

Oversee the monitoring of procurement procedures through effective tender processes in accordance with the Biennial’s financial regulations

To arrange appropriate insurance for equipment, premises, employers and public liability and travel

Finance Administration Ensure, in conjunction with the Finance Officer, that all staff are aware of

and act according to Liverpool Biennial’s financial procedures for claiming expenses, processing invoices, claiming per diems etc.

Oversee the processing of invoices relating to the Operations budget

Maintain petty cash in liaison with the Finance Officer

Assist the Executive Director in planning and managing the Operations budget

Liaise with the HR Consultant to ensure that all payroll amends (starters, leavers, salary changes etc) are prepared monthly and communicated to the Finance Officer by 18th of each Month (10th in December)

Board Administration Prepare all agendas and papers for Board and committee meetings and

AGM

Take minutes of the Board, Sub-Committees, and other meetings and produce them professionally and quickly

Ensure that all Board and Sub-Committee meeting papers are distributed to meeting participants no later two weeks before the meeting

Support the Executive Director in the collation of all appropriate papers to file Annual Returns to Companies House and the Charity Commission

General Administration Support communications from the Director and Executive Director and act

as a liaison between them and the Biennial team

Take and prepare minutes and papers for meetings and organise and prepare facilities for Senior Management Team meetings and regular weekly staff meetings

Assist the Executive Director with all internal management processes including preparing planning documents, documenting and communicating decisions within the Biennial Team

Support the organisation by maintaining and updating contacts on the database

Work within the context of Liverpool Biennial’s Equal Opportunity Policy both within delivery of service and treatment of employees

Act with discretion and maintain confidentiality in all matters

Undertake other responsibilities as delegated by the Director and Executive Director, which are commensurate with the level and nature of the role.

Internal and External Lines of Communication

The PA and Operations Officer is required to attend Liverpool Biennial Board meetings, Sub-committee meetings, Senior Management Meetings and Staff Meetings. They are responsible for:

Preparing and distributing agendas and papers Taking minutes of meetings and recording actions

The PA and Operations Officer is the central point of contact for dealing with external agencies with regards to office accommodation, human resources, telecommunications, insurance, travel and IT.

Weekly work planning and review meeting with line manager. Regular team meetings and staff meetings.

Training and Personal Development

The PA and Operations Officer is expected to fully participate in: - Staff development Training opportunities which are made available for all staff as well as

those identified as being post specific through the appraisal process.

Health and Safety

The PA and Operations Officer will take all reasonable steps to ensure that the working environment conforms to current Health and Safety at Work regulations through compilation and dissemination of the Biennial’s yearly risk assessment and the timely reporting of hazards or potential risks. The PA and Operations Officer acts as the “Responsible Person” as defined in the Health and Safety at Work Regulations.

Basic Systems

The PA and Operations Officer will be expected to report any deficiencies in the basic systems which they either use or for which they have responsibility.

Sickness Absence

To assist the effective management of sickness absence in accordance with the current policies and procedures of Liverpool Biennial.

Review

This job description will be reviewed six monthly during a Performance Appraisal. In the period between Performance Appraisals other duties may be assigned that are consistent with the responsibility of the post.

PA AND OPERATIONS OFFICERPERSON SPECIFICATION

The person specification should be read in conjunction with the job description.

CRITERIA KNOWLEDGE AND SKILLS METHOD OF ASSESSMENT

Education /Qualifications

Educated to university degree level or equivalent

Essential Application and interview

Experience Minimum 2 years in office administration/PA work

Experience of working in an arts organisation

Experience of HR systems

Essential

Desirable

Desirable

Application and interview

Skills / Abilities

Organising and planning Diary management Facilities management Project management Budget management Office and IT systems Excellent communication

skills Presentation skills Resource negotiator Persuasiveness Knowledge of Health and

Safety, Data Protection legislation etc

All Essential

Application, interview and references

Attitudinal Factors

Confidentiality / integrity Dedication / loyalty Energy / motivation Resilience / adaptability Breadth of interests Team worker

All Essential

Interview and references

Other Commitment to equal opportunities and cultural diversity.

Essential Interview

Job Description agreed by:

Post Holder Name Signature

Line Manager Name Signature

APPLICATION FOR EMPLOYMENT

Title of post applied for:

Before completing this form, please read the accompanying job description, person specification and briefing note.

Confidential

1. PERSONAL DETAILS Surname: Initials: Former surnames if different:

Preferred Name or Title (Optional):

Address:

Tel No (home):

Tel No (work):

Tel No (mobile): E-Mail address:

Nationality: If you are not a British passport holder or a European Citizen, or you do not have the permanent right to remain in the UK, you will require a work permit.

Do you need a work permit to be employed in the UK?

Yes No

If you already have a work permit, when does it expire? (Please note that your current work permit may not be valid for this post.)

Where did you learn of the post?

Preferred work arrangements: Full-time Part-time

2. EDUCATION AND PROFESSIONAL QUALIFICATIONS (Original documents as proof of qualification will be required upon appointment.)

Secondary School / College / University

Dates Examinations taken Date ResultFrom To

Professional Qualifications currently held: how obtained, grade and date

Other relevant Educational or in-work Training Courses, with dates

3. CURRENT OR MOST RECENT EMPLOYMENT

Title of Post: Salary/Grade: Name of Employer:

Address:

Date Commenced: Date Ended (if applicable):

Please outline your responsibilities, to whom you are responsible and staff responsible to you (if applicable):

Reason for leaving or wishing to leave:

Period of notice required to terminate present employment:

Please notify us of any dates when you are unavailable for interview:

4. PREVIOUS EMPLOYMENT (Please use continuation sheet if necessary.)

Name and Name and Address of Employ Employer Position Held Dates of Employment, and reason for

leaving. Final grade/salary

Description of duties:

Description of duties:

Description of duties:

Description of duties:

5. Bearing in mind the detailed job description and person specification, please tell us in your own words why you believe you are a suitable candidate: the particular qualities, experience and vision you would bring to the post if appointed. Please continue on a separate sheet if necessary. (You can insert a new sheet by pressing ctrl and enter)

6. Disabilities

If selected for interview, do you require any special arrangements to be made on account of a disability? Yes No

If “yes”, please give brief details of the effects of your disability on your day-to-day activities, and any other information that you feel would help us to accommodate your needs during your interview and fulfil our obligations under the Equality Act 2010:

7. Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975Have you any convictions that are not spent under Rehabilitation of Offenders Act? Yes No

If Yes, please provide further details: [Spent convictions do not have to be declared]

8. REFERENCES

Referee 1 Referee 2Title: Title:

Full Name: Full Name:

Job Title: Job Title:

Organisation: Organisation: Address: Address:

Tel No: Tel No:

E-mail address: E-mail address:      

Mobile No: Mobile No: Please state if we may obtain this reference prior to interview.

Yes

No

Please state if we may obtain this reference prior to interview.

Yes

No

9. DECLARATION

I declare that the information given in this application form is true and complete. I understand that if I have given any misleading information on this form or made any omissions, this will be sufficient grounds for terminating my employment.

Signature:: Date:

Name: The information provided by you on this form as an applicant will be stored either on paper records or a computer system in accordance with the Data Protection Act 1998 and will be processed solely in connection with recruitment, in accordance with Liverpool Biennial’s Recruitment and Selection and Data Protection Policies.

PLEASE RETURN THIS FORM TO Jane@biennial.com by the closing date of noon on 20 February 2017.

BACKGROUND INFORMATION

Liverpool Biennial is the UK Biennial of Contemporary Art and presents a free festival of contemporary art from around the world every two years. It takes place across the city in public places, galleries and online. Liverpool Biennial is underpinned by a programme of research, education, residencies and commissions.

The Biennial Exhibition brings an international focus to our work. It is the moment when the world comes to Liverpool to engage with our thinking, and when we present art to the world.

Founded in 1998, Liverpool Biennial has commissioned over 305 new artworks and presented work by over 444 artists from around the world. During the last 10 years Liverpool Biennial has had an economic impact of £119.6 million.

Both Bloomberg New Contemporaries and the John Moores Painting Prize at the Walker Art Gallery are key strands of the Biennial and draw new audiences to the city. New Contemporaries presents the best of recent graduate works and John Moores shows the results of an open competition for contemporary painters.

Sally Tallant is the Artistic Director and CEO. Liverpool Biennial was conceived and founded in 1998 by James Moores (with Jane Rankin Read, Lewis Biggs and Bryan Biggs) and presented the first Liverpool Biennial in 1999.

The next edition takes place in 2018.