This is an exciting opportunity for an experienced events professional to join the Events Team and the wider Communications and Development Department at the National Portrait Gallery. You will manage and deliver a programme of internal events as well as overseeing a number of events held at the venue by our Supporters, Corporate Partners and Venue Hire clients.
Responsible to: Head of Events
- Manage and co-ordinate a busy calendar of internal events from conception to completion including private views, dinners, unveilings and receptions. Tasks will include securing the date, compiling the guest list, sending invitations, managing RSVPS, obtaining supplier quotations, liaising with internal and external stakeholders, writing detailed schedules/briefing notes, running the event and undertaking post-event follow up as necessary.
- Manage the invitation process for internal events; co-ordinate guest lists with input from across the Gallery, undertake the mailings with help from the Events Assistant, process RSVPs and ensure all data is accurate on The Raiser’s Edge. Undertake follow-up tasks post-event when appropriate.
- Assist the Individual Giving Team with the organisation and delivery of their Patrons event programme. Find creative ways to utilise the Gallery’s Collection and resources to engage donors and supporters.
- Manage the internal events diary. Secure internal event dates for the coming year with consideration of the Exhibition and Display calendar, Senior Management availability, stakeholder presence and external events listed in the Mayor of London’s clash diary. Communicate the internal events calendar to relevant staff members/stakeholders.
- Organise regular ‘diary catch up’ meetings with the Director’s and Deputy Director’s diary managers to ensure appropriate events are noted and that all details are correct and up-to-date in their diaries.
- Oversee a number of events hosted at the Gallery by our Supporters, Corporate Partners and Venue Hire clients; showing the facilities, advising on logistics and operating the event on the morning/evening.
- Assist the Head of Events and The Portrait Choir Artistic Director with the organisation and delivery of The Portrait Choir music programme. Advise on best use of spaces and oversee the performances.
- Assist the Head of Events in the run up to large-scale fundraising occasions, held on an annual basis.
- Create event briefing documents for internal use and contribute to guest-research when appropriate.
- Monitor event-specific budgets as set by the Head of Events, sourcing competitive quotes from suppliers and maintaining accurate records of expenditure.
- Represent the Events Team at relevant internal events.
- Liaise and communicate effectively with all levels of Gallery staff, keeping relevant people informed about the internal events calendar and the tasks to be undertaken in conjunction with them. Ensure that everyone is fully briefed and that all events run according to the weekly schedules produced by the Events Team.
- Maintain close relationships with Gallery Approved Suppliers and ensure the integrity of the Gallery spaces are upheld at all times.
- Maintain accurate events records and ensure that the contact database, The Raiser’s Edge, and events diary, Filemaker Pro, are kept up to date. Manage the Gallery’s ‘invitation lists’, undertaking biennial reviews and ensuring they are as accurate as possible at all times.
This is not, however, an exhaustive list of duties and the Gallery’s management may, at any time, allocate other tasks which are of a similar nature or level.
- The person appointed will need to have demonstrable relevant and recent event management experience ideally gained within a banqueting, heritage or arts organisation.
- Proficiency in Microsoft Office programmes, The Raiser’s Edge and Filemaker Pro (or similar CRM programmes).
- Strong organisational skills and the ability to manage a series of events simultaneously to a very high standard.
- A keen eye for detail as well as the ability to build positive working relationships with people at all levels.
- Clear thinking, flexible and solutions-focused, with the ability to manage competing/last minute demands and make effective decisions.
- Excellent written and spoken communication skills.
- Ability to work effectively under pressure as part of a small team.
- Ability to think strategically and plan for the long term as well as to deliver on a day-to day basis.
- Flexibility with regard to working hours is essential as most events take place before 10am or after the Gallery closes at 6pm.
- A commitment to and interest in the museums and galleries sector.
- An interest in portraits and portraiture.
Details of the post are given below and in the job description. You should take care to show in your application how you can fulfil the requirements of the job.
Period of Appointment
Permanent, full time.
Your contracted hours of work will be 40 gross (5 days) per week, including a lunch break of one hour per full day worked. Flexibility with regard to working hours is essential as most events take place before 10am or after the Gallery closes at 6pm.
The salary for this post will be £25,000 per annum. Overtime is paid at a single time rate per hour for events held before 10am and after 6pm.
National Portrait Gallery salaries are reviewed annually through negotiation with the unions and staff association. Any increases to individual salaries will be subject to the terms of the National Portrait Gallery’s annual pay settlement and will be applied from 1st April.
Your annual leave allowance is pro rata 25 days per annum.
Place of Work
Most of the work is based in the Gallery at St Martin’s Place, but all staff are required to work at other locations if necessary.
The Gallery believes in the employment and advancement of people solely on their ability to do the job required. When recruiting people, we will therefore disregard their gender, marital status, race, age, colour, nationality, ethnic origin, religion and sexual orientation. There will be no unfair discrimination on the basis of disability. If you would like to submit your application in a different format we are happy to allow this. Please contact us (telephone: 020 7306 0055 email: email@example.com) so that we may discuss suitable alternatives.
Pension benefits are provided under the Principal Civil Service Pension Scheme (PCSPS).
Probation and Trial Period
All appointments are subject to satisfactory employment and character references, security clearance and eligibility to work in the UK. There is a probationary period of 1 year for all permanent posts.
Data Protection Act
Information provided by you as part of your application will be used in the recruitment process. Any data about you will be held securely with access restricted to those involved in dealing with your application in the recruitment process. Once this process is completed the data relating to unsuccessful applicants will be stored for a maximum of 6 months and then destroyed. If you are the successful candidate, your application form will be retained and form the basis of your personnel record. Information provided by you on the Equal Opportunities Monitoring Form will be used to monitor National Portrait Gallery’s equal opportunities policy and practices. By signing and submitting your completed application form you are giving your consent to your data being stored and processed (if you submit your application by e-mail and the application form is un-signed we will assume that consent by you is given) for the purpose of the recruitment process, equal opportunities monitoring and your personnel record if you are the successful candidate.
Interest free loans are available for the purchase of a season ticket for travel to work.
Please return your completed application form to:
Personnel at: firstname.lastname@example.org
Or by post
Head of Personnel
National Portrait Gallery
2 St Martin’s Place
by 9.00am on Monday 15 June 2015.
We are expecting to hold interviews on Monday 22 June 2015. Please indicate on the form if you will not be available on this particular date.
If you are delivering your application by hand, please take it to the reception desk at 39-45 Orange Street.
To ensure the best possible use of our limited resources we are unable to respond to every application. If you have not had a response to your application by 30 June 2015, please assume that you have been unsuccessful on this occasion.
We would like to thank you for your time and effort in returning your application.