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JOB DESCRIPTION

Job Title Executive Assistant Department 14-18 Now Reports to Executive Producer Salary £25,000 Hours 36 hours net Term Two month fixed term contract

Background

The Executive Assistant will support the running of the team organising the summer programme of 14-18 NOW, the UK’s official cultural programme of the First World War Centenary commemorations.

14-18 NOW, an independent programme hosted within Imperial War Museums, is co-commissioning UK and international artists, working in partnership with major arts organisations and venues in the UK and internationally. The aim is to create work that inspires and engages the public and redefines how we look at and feel about the First World War. We are commissioning work across every art form from visual and digital installations, photography and graphic art through to writing, music, dance and opera.

The programme will focus on three periods: summer 2014 (the centenary of the outbreak of the war), July 2016 (the centenary of the Battle of the Somme) and autumn 2018. It is anticipated that more than 50 projects will be commissioned by 14-18 NOW, of which 24 take place in the summer of 2014. Our full 2014 season was announced at an event on the 27th March by the Secretary of State, Maria Miller, and the programme is online at www.1418now.org.uk

The postholder will be based in the IWM’s Development Office and will report to 14-18 NOW’s General Manager.

We are looking for a highly motivated individual with excellent organisational skills, an instinctive approach to working and a sense of humour, who enjoys working in a lively environment and has a friendly and adaptable manner. Applicants should have a passion for contemporary culture and experience of working in the arts/museums or public sector.

The Executive Assistant will assist in running the office and its systems and help the team members manage their time including making meeting and travel arrangements.

The executive team members are:  Jenny Waldman, Director

 Nigel Hinds, Executive Producer

 Sarah Goodfellow, Producer

 Emma Dunton, Associate Producer (freelance)

Executive Producer – May 2014  Linda Bernhardt, Associate Producer (freelance)

 Pak Ling Wan, General Manager

 Caroline Jones, interim Head of Development

 Alice Boff, interim Development Officer

The team has outsourced support from:  The Cogency, marketing

 Bolton & Quinn, PR

 Morris Hargreaves McIntyre, evaluation

 Purpose of the job

 Working with the Chairman of the Board, the Director and the Executive Producer to provide personal assistance and administrative support with all their responsibilities including management of their diaries  Arranging, researching, servicing and following up internal, external, and personal meetings, events and travel arrangements  Dealing with a variety of correspondence and responding as required and briefing the executive Team  Ensuring an excellent day-to-day working relationship with Imperial War Museum  Attending meetings, taking minutes and following up as required  Working with the Development Officer to maintain and updating contacts  Maintaining and developing office systems, including filing for the Executive

Your duties

 To manage the diary for the Chairman and the executive team, prioritising meetings and functions, UK and international travel and speaking engagements  To develop and maintain an up-to-date knowledge and understanding of 14-18 NOW’s activities, networks and responsibilities, and to provide assistance where required  To help manage the flow of correspondence, both paper and electronic, redirecting as appropriate, organising replies and drawing attention to matters for urgent attention, summarising and prioritising as required  To provide administrative and secretarial support, including typing, drafting correspondence, proof reading and booking travel  To develop an understanding of the purpose of meetings, the need to arrange follow up and ensure actions are completed  To research travel, events, programmes and organisations and provide briefings  To prepare petty cash claims and credit card reconciliations as required  To organise meetings including co-ordinating attendance, catering and refreshments.  To ensure effective information management including current contact details/information, record keeping, manual and electronic filing and developing/running office systems  Any other responsibilities as reasonably required

Health and Safety

 Training standard required – E-Learning Health & Safety Essentials Course is internal. To be completed within 10 working days. Takes 1 hour for completion.  Work closely with Management in providing a professional, effective and efficient service.  Have an awareness of IWM Health and Safety procedures and work in such a manner to

2 ensure their own safety and the safety of others including members of the public and report any hazards, dangerous occurrences or dangerous equipment they see, and any accident they are involved in or that they witness.

Staff must be aware of and abide by IWM’s information security, data protection and health and safety p olicies regarding the handling of all sensitive and personal data

This job information cannot be all encompassing. It is inevitable over time that the emphasis of the job wi ll change without changing the general character of the job or the level of duties and responsibilities enta iled. This information may be periodically reviewed, revised and updated in consultation with the post hol der to reflect appropriate changes.

3 Person Specification: Professional / Level 2

Essential criteria How this will be assessed 1 Experience of working closely with senior arts CV and interview professionals 2 Experience of working within the creative CV and interview industries, arts environment or NGOs 3 Excellent organisational skills with the ability CV, interview and written test to meet tight deadlines 4 Strong communication skills, both written and CV, interview and written test oral 5 Excellent relationship skills; ability to CV and interview communicate and manage relationships with a diverse range of personalities 6 Good troubleshooting/problem solving skills CV and interview 7 Experience of handling expenses, petty cash CV and interview and expenses claims 8 Confident with IT and Microsoft Office CV and interview (especially Outlook, Word, Excel, Powerpoint) 9 Experience of working on and updating a CV and interview and written test database 10 Ability to work under pressure, prioritise CV, interview and written test effectively and meet deadlines 11 High degree of confidentiality, discretion, CV and interview initiative and tact, and a good sense of humour Desirable criteria 12 Experience of working as an assistant to CV senior arts professionals 13 Drafting letters and emails CV 14 Experience of arranging visas and other travel CV documentation

4 Additional Information Terms and Conditions . Your normal hours of work will be 41 gross including lunch breaks. This would normally be Monday to Thursday 09:00 - 17:15 and Friday 09:00 - 17:00, unless otherwise agreed with your line manager. There is a requirement on occasions to work unsocial hours or at weekends for which leave in lieu will be granted. . The successful candidate will be on probation for 6 months. . The annual leave allowance is 25 days per annum plus public holidays, rising to 30 days after five year’s service. . IWM has introduced a total ban on smoking in all its buildings. . In the first 13 months of service you are only eligible to Statutory Sick Pay.

Salary The salary for the post is £25,000 pro rata. Starting salary is normally at the minimum of the range. Salary increases are in line with the IWM’s Performance Pay Scheme, which is subject to government pay policy.

Benefits The benefits listed below are discretionary and IWM reserves the right to vary or withdraw them at any time. All such benefits apply during the course of your employment only. . IWM is a member of the Civil Service Pension Scheme. Civil Service offers a choice of pension, giving you the flexibility to choose the pension that suits you best. . An interest free season ticket loan scheme after three months service. . 20% discount in IWM’s shops. . 25% discount in IWM’s cafes. . Free entry to the majority of Airshows at IWM Duxford. . Free entry to most fee charging exhibitions in other National Museums. . Continuous professional Training & Development opportunities. . Enhanced maternity and paternity benefits linked to length of service. . Child care vouchers . Subject to the society's terms and conditions, IWM staff are entitled to membership of the Benenden Healthcare Society. . IWM staff also have access to The Charity for Civil Servants. . Ride 2 Work Scheme

Selection The candidates who appear from their application to best meet the essential criteria will be invited to intervie w. It is thus essential that your application form gives a full but concise description of the nature, extent and l evel of the responsibilities you have held. The short listing criteria are detailed under the personal specificat ion. Please ensure that you address each of the areas that are to be assessed on your covering letter as well as your salary expectation. To Apply Please send completed CV and covering letter to [email protected] Please ensure that you save your completed application form as a Microsoft Word or PDF document. The closing date for receipt of applications is Midday, 2 June 2014 Interviews will take place on 4 June 2014 (including written test)

We regret that if you have not heard from us within three weeks of the closing date your application, in this instance, has been unsuccessful.

IWM is committed to a policy of Equal Opportunities