JOB DESCRIPTION
Role:
Hours:
Contract:
Report to:
Friends Office Manager
37.5 hours per week
Permanent
Deputy Chairman, Friends of Pallant House Gallery
Friends of Pallant House Gallery, Chichester
Friends of Pallant House Gallery is a charity formed to provide financial support to Pallant House
Gallery.
The Friends Office runs the charity, which is governed by a Board of Trustees, provides
administrative support to the Chairman, the Treasurer and Trustees and administers Friends
Membership and the Friends Events Programme, which is a benefit of membership.
The Friends Office team consists of an Office Manager and a number of volunteers working on
Friends Membership and Friends Events
Overall purpose and role
The Friends Office Manager provides support to the Chairman and Trustees of the Friends, assists
with the administration of Membership and Events, co-ordinates activity in the office and liaises with
the Front of House Team and members of staff of Pallant House Gallery.
Job description:
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Admin
All clerical duties for the meetings of Trustees of the Friends of Pallant House Gallery
Provision of secretarial support for the Chairman and Friends Trustees
To carry out all administrative tasks relating to the Friends Annual General Meeting
Attendance at regular Gallery and Friends meetings
Management of all aspects of the running of the Friends Office
Constant liaison with all members of the Friends Office Team
Responding to requests from the Chairman, Trustees and line manager.
Monitoring Friends Notice Board
Monitoring Membership and Event email boxes and responding as necessary
Responding to answerphone messages on both telephone lines, answering calls
Responding to Friends queries at Front of House.
PHG/CJG
PHG Job Description Template
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Events
Preparation of quarterly reports and monthly Events Account reconciliations for Finance
Dept
Maintaining Events profit and Loss schedule
Drafting specified copy for the Friends pages of the Pallant House Gallery Magazine
Co-ordinating and submitting all copy for the Friends pages in the Pallant House Gallery
Magazine
Accepting bookings and payments for selected events and keeping records of these
Attending and assisting with events as necessary
Sending out Gallery Club Visit invitations and booking details
Liaising with the leader of the Friends Book Club and arranging Book Club Meetings
Liaising with the organiser of the Pallant Proms and dealing with in house administration and
arrangements for recitals
Membership
Assisting with new memberships and renewals.
Preparing welcome letters and overseeing mailing of these
Following up/cancelling lapsed memberships and responding to queries.
Administering Gallery Club membership by enrolling new members, sending renewal
reminders, arranging Private View attendance and all other aspects of GC membership.
Taking payments for and issuing new Patrons membership cards and Patrons renewal cards
in conjunction with the Development Dept.
The Friends Office Manager is based in the Friends Office at Pallant House Gallery.
Key deliverables:
 Support the Chairman and Trustees of the Friends
 Manage the office efficiently
 Co-ordinate with other members of the team
 Effective liaison with Gallery departments and staff
Essential
 Competent IT skills
 Communication abilities
 Flexible approach
PHG/CJG
PHG Job Description Template
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