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Museum of Natural History
Job description and selection criteria
Job title Facilities and Events Manager
Division ASUC
Department Museum of Natural History
Location Museum of Natural History
Grade and salary Grade 07 29,249 35,938
Hours Full Time
Contract type Permanent
Reporting toDirector and Administrator
Vacancy reference 109181
Additionalinformation
Introduction
The University
The University of Oxford is a complex and stimulating organisation, which enjoys aninternational reputation as a world-class centre of excellence in research and teaching. Itemploys over 10,000 staff and has a student population of over 22,000.
Most staff are directly appointed and managed by one of the Universitys 130 departments orother units within a highly devolved operational structure - this includes 5,900 academic-related staff (postgraduate research, computing, senior library, and administrative staff) and
2,820 support staff (including clerical, library, technical, and manual staff). There are alsoover 1,600 academic staff (professors, readers, lecturers), whose appointments are in themain overseen by a combination of broader divisional and local faculty board/departmentalstructures. Academics are generally employed by one of the 38 constituent colleges of theUniversity as well as by the central University itself.
Our annual income in 2011/12 was 1.016bn. Oxford is one of Europe's most innovative andentrepreneurial universities: income from external research contracts exceeds 400m p.a.,and more than 60 spin-off companies have been created.
For more information please visitwww.ox.ac.uk
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Academic Services and University Collections Division
The Academic Services and University Collections (ASUC) group includes the providers ofthe major academic services to the divisions, and also departments with responsibilities
including, but extending beyond, the immediate teaching and research needs of theUniversity. The collections embodied within these departments are an essential part of theUniversitys wider nature and mission. They are part of its heritage as the countrys oldestUniversity and now form a resource of national and international importance for teaching,research and cultural life; they also make a major contribution to the Universitys outreachand access missions.
For more information please visit: http://www.admin.ox.ac.uk/asuc/
Museum of Natural History
The Oxford University Museum of Natural History was founded in 1855 and houses theUniversitys extensive scientific holdings of natural history which are used for research,undergraduate teaching, and public display in the Museum Court. The holdings areorganised into three separate Collections: Life Collections, Earth Collection and Archivesand Library Collections. Only a small part of the Collections is actually on public display inthe Museum Court, and the majority of specimens, are held in a variety of on-site and off-sitestores. The Museum is Designated by the Museums and Galleries Commission as havingcollections of outstanding importance, and accredited by Arts Council England.
For more information please visithttp://www.oum.ox.ac.uk
Description
Overview of the role
The Facilities & Events Manager within the museum will provide a pivotal role in supportingthe activities of the museum, safeguarding the public and maintaining the building. The postis integral to the commercial activities of the Museum, ensuring that a high level of service ismaintained to all clients.
Responsibilities/duties
Management
Development and implementation of a venue hire strategy in collaboration with theDirector, Administrator and Executive Group
Management of venue hire activity, and publicity and marketing related to venue hire
Management of media and film bookings. Responsible for arranging the supervision ofphotographers, film/TV crews and contractors working in the Museum and outlyingbuilding ensuring the safety and security of people, artefacts and buildings.
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Oversight of museum caf and catering contracts, and liaison with catering contractors
Liaison with Retail Manager over the integration of retail activity with venue hire
Responsible for supervising and managing the workshop staff; receiving work requestsfor display projects, workshop projects (such as storage and office requirements) andgeneral support services; prioritising and allocating work.
Managing the running of the Museums workshop ensuring that Health and Safetyrequirements are met and it is operating to safe and efficient standards of work.
Ensuring that specialist services are provided from within the team whenever possiblebut sourcing and buying in those services when necessary
Line management of facilities staff, including recruitment and discipline, approvingannual leave and any overtime arrangements
Management of the Cleaning Contract for the Museum ensuring that the conditions ofthe service agreement are met and the contract renegotiated as required
Management of a budget and responsible for its expenditure including using Oracle toraise purchase orders and receipt good and services
Collections Storage and Display
Advising and responsible for the organising and scheduling of the technical anddisplay work for the Museums exhibition programme (permanent and temporary) asagreed and approved by the Museums Exhibitions Committee.
Project manager for those projects involving the replacement or improvement ofMuseum facilities or infrastructure (all lighting including lighting of displays, newdisplay cases, alarm systems etc.) including making decisions on systems andsuppliers.
Advise on the supply and if appropriate the construction of new storage systems anddisplay cases. Ensuring that conservation grade materials are used throughout theconstruction
Management of the maintenance and repair of all the display cases in the Museum,
responding to reports from the Front of House staff where cases are incorrectlysecured or damaged.
Building Maintenance
Responsible for the management of day-to-day maintenance of the Museumsbuildings, dealing with problems as they arise and liaising with Estates services andadvising the Administrator.
Liaising with external suppliers, contractors and Estates personnel to undertakenecessary work, obtaining estimates when appropriate.
Ensuring that lighting, flooring, stairs, public lifts and facilities and other equipment(including safety equipment such as ladders and steps) and all furniture in the
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Museum and its other buildings are maintained and in good working order or repair,Taking action to repair or replace as appropriate.
Acting as the Museums Energy Representative and liaising with the University EstatesService on all aspects of energy management in the Museum.
Management of Resources
Responsible to the Administrator to working within an annual allocated budget.
Responsible for the Museum van.
Acting as Deputy Departmental Safety Officer, dealing with all Health and Safetyissues in the absence of the Departmental Safety Officer.
Responsible for the safe use of equipment including staff training such for the portablescaffold tower, ladders, IWP, all workshop equipment and all portable electricalequipment, maintaining records of any tests or maintenance
Undertaking any comparable duties as required by the Director or Administrator
Selection criteria
Essential
An appropriate degree, or relevant experience, related to the Buildings, Events or
Project Management. Experience of direct line management of staff
Good communicator orally and in writing
Excellent computing skills
Experience of managing complex projects.
The ability to work effectively with people at all levels of the organisation.
Experience of managing a budget
Demonstrated prior H&S responsibilities.
Desirable
Knowledge and/or experience of the sensitivities of working within a Grade 1 listedbuilding
Experience of working in a museum/heritage environment
Experience of working with museum objects and designing and installing museumdisplays
Experience of a workshop environment
Working at the University of Oxford
For further information about working at Oxford, please see:
http://www.ox.ac.uk/about_the_university/jobs
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Howto apply
If you consider that you meet the selection criteria, click on the Apply Now button on the
Job Details page and follow the on-screen instructions to register as a user. You will then
be required to complete a number of screens with your application detail relating to your
skills and experience. When prompted, please provide details of two referees and indicatewhether we can contact them at this stage. You will also be required to upload a CV and
supporting statement. The supporting statement should describe what you have been doing
over at least the last 10 years. This may have been employment, education, or you may
have taken time away from these activities in order to raise a family, care for a dependant, or
travel for example. Your application will be judged solely on the basis of how you
demonstrate that that you meet the selection criteria outlined above and we are happy to
consider evidence of transferable skills or experience which you may have gained outside
the context of paid employment or education.
Please save all uploaded documents to show your name and the document type.
All applications must be received by midday on the Friday, 20th September, 2013 Interviews
will be held on Tuesday 8th October 2013.
Information for Priority Candidates
A priority candidate is a University employee who is seeking redeployment owing to the fact
that he or she has 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
departments and this lettermus t be attached to any application they submit.
The priority application date for this post is 12 noon UK time on Friday, 30th August,
2013
Full details of the priority application process are available at:
http://www.admin.ox.ac.uk/personnel/end/red/redproc/prioritycandidate
Should you experience any difficulties using the online application system, please email
To return to the online application at any stage, please click on the following link
www.recruit.ox.ac.uk
Please note that you will be notified of the progress of your application by automatic e-mails
from our e-recruitment system. Please check your spam/junk mail regularly to ensure that
you receive all e-mails.
http://www.admin.ox.ac.uk/personnel/end/red/redproc/prioritycandidatehttp://www.admin.ox.ac.uk/personnel/end/red/redproc/prioritycandidatemailto:[email protected]:[email protected]://www.recruit.ox.ac.uk/http://www.recruit.ox.ac.uk/http://www.recruit.ox.ac.uk/mailto:[email protected]://www.admin.ox.ac.uk/personnel/end/red/redproc/prioritycandidate