ARVON Deputy Director (House Operations) Lumb Bank Heptonstall

ARVON

Deputy Director (House Operations)

Lumb Bank

Heptonstall, Hebden Bridge, West Yorkshire HX7 6DF

Information Pack

June 2021

Dear Applicant,

Thank you very much for your interest in the position of Deputy Director (House Operations) at Lumb Bank. I am delighted to provide you with some information about Arvon, our work and the role itself.

Arvon is a thriving and ambitious arts charity, celebrated for its unique ability to discover and develop the writer in everyone. A flagship of excellence, it has been described by former Poet Laureate Carol Ann Duffy as ‘the single most important organisation for sharing and exploring creative writing in the UK’.

For over 50 years, Arvon has produced an annual programme of residential creative writing courses, which now take place at three historic houses in Shropshire, Devon and Yorkshire and online with Arvon at Home. Tutored by leading writers, the week- long courses offer a powerful mix of workshops and individual tutorials, with time and space to write, free from the distractions of everyday life. A third of Arvon’s residential weeks are with schools, young people and disadvantaged adult groups. We run a grant scheme offering bursaries to writers on low incomes to attend our open programme courses. Arvon at Home, an online programme offering live readings, masterclasses and 5-day courses via Zoom was launched in 2020.

Lumb Bank is Arvon’s Yorkshire Writing House, an 18th century millowner’s house which once belonged to Ted Hughes, set in 20 acres of steep woodland. Our doors have been closed since March due to Covid-19, but now we are opening again to offer retreats for up to six writers at a time.

The documents accompanying this letter give you more information about the activities of the organisation. You are also strongly advised to visit our website: www.arvon.org

In this Information Pack you will find

1. Letter of introduction from the CEO 2. Job Description and Person Specification 3. Details of how to apply and the timetable 4. Arvon’s Staff Structure 5. Arvon’s Vision and Values

Please also download and complete the separate Application Form and Equal Opportunities form from the website Careers page here.

We welcome your application for Deputy Director. If you have any questions about the role or the organisation, please get in contact with Becky Liddell, Lumb’s Administrator at [email protected]. You can also contact Rosie Scott or Helen Meller, the Co-Directors at Lumb Bank, [email protected] and [email protected]

Your application should consist of a completed application form, an up-to-date CV, a personal statement, and a completed Equal Opportunities Monitoring Form, and should be emailed to Becky Liddell [email protected] by Sunday 11 July at 10pm. We will be holding interviews at Lumb Bank on Thursday 22 July.

We look forward to hearing from you.

With all best wishes,

Andrew Kidd

Chief Executive Officer

Arvon

Job Description and Person Specification

The role: Deputy Director (Lumb Bank) 0.6 Full-time equivalent

Salary: £15,750 p.a. (based on full-time equivalent salary of £26,250)

Reports to: Co-Directors, Rosie Scott & Helen Meller

Base: Lumb Bank, Heptonstall, Hebden Bridge, West Yorkshire, HX7 6DF

Purpose of the role: The Deputy Director (House Maintenance and Operations) is responsible for managing the day-to-day operations of Lumb Bank, ensuring the smooth running of Arvon’s courses and retreats, while also looking after the buildings and facilities. This role is key to providing a hospitable environment for a regularly changing cohort of guests and school groups, who arrive every week for up to 39 weeks per year, and the Deputy Director will need to be sociable and welcoming, yet willing to adopt a low profile and remain alert to the individual needs of students and tutors. The writing houses, which are historic properties, also need substantial management and practical attention to keep them in full running order.

Context: Lumb Bank’s writing house is run by a team of just over six full-time equivalent staff members, who host Arvon’s residential writing courses, manage the house buildings and grounds, and shape the creative programme as part of a wider artistic team. We are looking for someone with strong interpersonal and practical skills to take up this fulfilling and vital role.

This post will not have line-management responsibility for other staff but will supervise the house team and ancillary staff such as cleaners and grounds staff. The post will be line-managed by the Co-Directors.

This is an exciting opportunity for the right candidate, offering a hands-on, practical role in a uniquely creative environment, as part of a national charity celebrated for its outstanding artistic programme.

Responsibilities and Duties:

• To be responsible for the day-to-day operational management of Lumb Bank, one of Arvon’s three residential writing houses • To act as lead host for the residential writing courses at Lumb Bank

• To offer a warm welcome to tutors, visitors and staff and ensure their security, safety and comfort throughout the week

• To host and facilitate readings/Q&As by tutors and visiting guest speakers

• To deputise for the Co-Directors in their absence, reporting any serious issues to the Director or Senior Management Team as appropriate

• In consultation with the Co-Directors, to supervise the house team and ancillary staff, such as cleaners and gardeners, including drawing up staffing rotas

• To regularly be the lead host for the residential writing courses at Lumb Bank, which includes:

o Ensuring the security, safety and comfort of all course students, tutors, visitors and staff, and that hosting of courses and retreats is to a high level of customer service

o Leading by example in creating an inclusive and respectful environment in which creativity can flourish

o Providing support to the visiting writer-tutors, who are themselves responsible for the course structure within the existing Arvon framework and guide them where necessary

Hosting and facilitating readings/Q&As by visiting writer-tutors and guests

Hosting Courses

− Welcoming tutors, students and visitors to the house and making sure that all reasonable accommodation and food needs are met − Making tutors and students aware of how the courses and the house are run, providing support throughout their stay − Ensuring health and safety requirements are met − Ensuring the students and tutors’ timely departure on the final day, assisting with travel arrangements where necessary − Ensuring that the house is left secure, in safe and good condition while unattended

o Assisting with the preparation of the pre-course paperwork and ensuring accurate and up-to-date information is effectively shared with hosting team

o To answer enquiries from course participants and tutors prior to their arrival at Lumb Bank

o Facilitating the evaluation of all courses in line with Arvon policies

• To be responsible for overseeing the building maintenance at the writing house, ensuring the buildings and grounds are maintained to the highest possible standard, in consultation with the House Directors and Chief Financial Officer and Operations Director; these duties include:

o Ensuring the regular annual programme of inspections and services are carried out

o Raising any areas of concern with the buildings and grounds as soon as possible

o Identifying general maintenance work as it arises and, as agreed with the House Directors, developing and commissioning investigations, finding contractors, obtaining quotes, liaising with consultants, commissioning and supervising contractors, while ensuring that they follow our Health and Safety and procurement policies

o Working within and following the agreed recommendations from expert reports and quinquennial condition surveys

o Promoting and implementing Arvon’s sustainability policies

o Having the confidence and authority to deal effectively and calmly with any buildings emergencies that arise

Buildings

• Completing and monitoring any necessary buildings checks • Noting and communicating any buildings issues that may arise whilst on shift • Resolving any buildings issues requiring urgent attention • Acting as the fire marshal and designated first aider as required

• To oversee the kitchen and catering operation at the writing house, which includes:

o Ensuring tasty and healthy meals are planned and delivered by the House Managers, and the recipes, ingredients and support are provided to guests who take part in communal cooking

o Overseeing food hygiene procedures, ensuring the house team are working to the highest standard and the appropriate paperwork is kept up to date

• To manage the house operating budgets, such as the provisions and maintenance budgets, ensuring the house is managed to within the agreed annual budget, accurate records and information are kept and invoices are paid on time

• In consultation with the Co-Directors, to ensure all health and safety procedures and records are followed and kept up to date, including fire safety, food hygiene, legionella procedures, first aid and any other relevant measures, and that the house team have the appropriate up-to-date essential training and are following health and safety procedures

• To supervise a team of relief staff, ensuring that they are thoroughly trained and briefed and aware of all appropriate protocols

General:

• To regularly report to the House Directors and other colleagues throughout the organisation as appropriate

• To undertake essential training including first aid, fire safety, food hygiene and safeguarding and other courses as appropriate, ensuring essential training qualifications are kept up to date

• To attend Arvon meetings online, in London and at the other writing houses

• To adhere to Arvon’s procedures and national policies as outlined in the Arvon Staff Handbook

• To promote and implement Arvon’s Equality, Diversity and Inclusion policy and Safeguarding policy amongst staff and course participants

• Any other task that may reasonably be required by Arvon in order to meet the specific needs of the organisation and the running of the centre

Person Specification

Essential:

• An interest in literature and creative writing

• Excellent communication and interpersonal skills, and the ability to work positively with participants and tutors from all backgrounds

• The ability to host and facilitate group events with confidence

• Experience of working in a customer-facing environment and the ability to provide excellent customer service

• A range of practical and domestic skills, including the ability to plan and cook a meal for a group of people

• The ability to solve problems and deal calmly with any issues that arise

• Experience of working with people from a range of backgrounds and with a range of individual needs, including people with disabilities

• An awareness of the challenges and issues of managing and maintaining a historic building

• IT literacy and the ability to learn how to use new programmes

• Budget management skills

• A commitment to equal opportunities and ensuring access for all to Arvon’s courses

• Applicants will be expected to obtain a new enhanced DBS check before starting work and must hold a full UK driving licence

Desirable:

• Experience of working within the education/arts sector

• Experience of managing buildings or venue management

• Experience of supervising staff

• Experience of working with young people and diverse groups

• Experience of working with people with a range of individual needs, including people with disabilities

Generic responsibilities

− Upholding Arvon’s values − Ensuring that Arvon’s policies are implemented in every area of work − Any other task that may reasonably be required by The Arvon Foundation to deliver its strategic goals, as set out in the business plan

Arvon is committed to openness and equality of opportunity in every activity, from the way we employ staff to the way we deliver services. Arvon expects board members, managers, employees and contractors to ensure that every individual with whom we come into contact is treated with dignity and respect.

June 2021

How to apply and timetable

How to apply: please send your completed Application Form and Equal Opportunities Monitoring Form, an up-to-date CV together and a personal statement explaining why you are interested, how you meet the Person Specification and what you will bring to the position of Relief House Manager at Lumb Bank to: [email protected], or by post addressed to:

Becky Liddell SeniorAdministrator Lumb Bank Heptonstall Hebden Bridge West Yorkshire HX7 6DF

Recruitment timetable: Please ensure that you will be able to meet the application deadline. If you have any concerns about this, please do let us know.

Sunday 11 July at 10pm. We will be holding interviews at Lumb Bank on Thursday 22 July

• Sunday 11th July, 10pm: closing date for applications • Thursday 22nd July: interviews at Lumb Bank

We look forward to hearing from you and receiving your application.

Staffing Structure

Arvon’s residential Writing Houses are each managed by a Director or Directors. The other staff at each of the houses are the Deputy Director/s, House Manager/s and Administrator/Bookkeeper. From time to time each house engages relief staff to cover permanent staff when they are either on training, planned leave or sick leave.

The demands on all staff can be intense, requiring keen practical and interpersonal skills, combined with energy, enthusiasm, and a desire to provide a welcoming and hospitable environment for a regularly changing cohort of guests: the writers who arrive every week for up to 39 weeks per year. Much of the work is also unglamorous and domestic in nature, and the houses need a great deal of attention to keep them running smoothly. Relief staff will be booked and line managed by the Director, or by another member of staff in the Director’s absence.

OUR VISION

We believe creative writing can change lives for the better.

Creative writing allows us to harness our imagination and find our voice. It creates new possibilities, new ideas, new futures. It unlocks our potential, our empathy and our hope. And we’re keen to share this opportunity for transformation with as many people as possible.

WHAT WE DO

We produce residential and online creative writing courses and retreats for schools, groups and individuals, led by highly respected authors.

Founded in 1968, we now have four Writing Houses, in Devon, Shropshire and Yorkshire and Arvon at Home, our online writing house and offer courses across a wide range of genres.

We offer a home for the imagination, where anyone, regardless of writing experience, can step away from their normal routine, immerse themselves in the creative process, be inspired by experienced writers and release their imaginative potential.

OUR VALUES

Inclusive: We believe everyone is creative. We create a space that is open to all, where anyone, regardless of writing experience, feels welcome and included as part of a community of writers.

Inspiring: Step away from the routine, be inspired by writers and our beautiful places and release your imaginative potential. Arvon is a place for contemplation, challenge and going beyond what you thought you were capable of achieving.

Supportive: Creative writing is a craft that can be learnt, through guidance from experts, and through the peer support that comes from creative friendships with fellow writers. At Arvon, writers teach writers, and everyone encourages each other to become a better writer.

Transformative: Immersing yourself in creative writing nourishes the imagination, can deepen the connection to self and to the world, and can lead to dramatic change and progress.