Application Pack - Open Eye Gallery

Position: Deputy Director
Dear Applicant,
Thank you for your interest in the role of Deputy Director, a key post in our small, ambitious gallery team.
Open Eye Gallery is seeking someone who can support the Director in consolidating and developing Open Eye’s
current position in the cultural arena and bring skills, leadership, expertise, commitment, fair management,
professionalism and enthusiasm to the organisation.
The Deputy Director works collaboratively with the Director to ensure that the gallery remains artistically
ambitious and financially robust. The ideal candidate would have had previous and demonstrable experience
in strategic and business planning, income generation and fundraising within a cultural institution whilst being
able to deliver strong leadership in areas such as administration, finance and operations and liaise with the
gallery’s key stakeholders.
Please find enclosed in this pack a Job Description / Person Specification and further information about Open
Eye Gallery. Alongside this pack you will receive an Application Form and an Equal Opportunities monitoring
Should you wish to apply then please complete the application form and send to the below address along with
your completed Equal Opportunities monitoring form:
Lorenzo Fusi
Open Eye Gallery
19 Mann Island
Liverpool L3 1BP
Or email it to:
Please note your application form must be received by Monday, 15 September 2014 12noon.
Short-listed candidates will be contacted by 22 September 2014.
Those shortlisted will be invited to interview on 29-30 September 2014.
We look forward to hearing from you.
Yours sincerely,
Lorenzo Fusi
Open Eye Gallery
Open Eye Gallery 19 Mann Island, Liverpool L3 1BP +44 (0)151 236 6768
Open Eye is a company limited by guarantee No. 1204519 and is a registered charity No. 1056743
About Open Eye Gallery
Open Eye Gallery is an independent not-for-profit photography gallery based in Liverpool, well-established as
one of the UK’s leading photography spaces.
In 2011 we re-opened the gallery in a brand new purpose-built home in one of the city’s most prestigious and
prominent new developments on the Liverpool Waterfront.
Open Eye was set up over thirty years ago in Liverpool and has consistently championed photography as an art
form and a creative practice that is relevant to everyone. We are the only gallery dedicated to photography
and related media in the North West of England and have a history of showing and supporting well-known and
emerging artists and photographers.
We support and promote the practice, enjoyment and understanding of photography. As well as providing
high quality selections of the best international photography, we pursue engagement with our audiences as a
The gallery is run by a small staff team, working closely with our Board of Directors and key funding partners.
The staff are supported by a team of committed volunteer Gallery Assistants.
Open Eye Gallery is a registered charity. We receive core funding from Arts Council England and Liverpool City
Council and raise additional funds from private trusts, foundations and sponsorship from the private sector.
About the gallery
The gallery is split over two floors. We generally stage 4 main exhibitions per year across three gallery spaces
located on the ground and first floor of the gallery. We also routinely present changing displays drawing from
Open Eye’s Archive of 1650 photographs and organize an intense programme of public events in relation to
the Archive and our main shows. The Archive collection is preserved in-house.
In addition, the Gallery commissions every two years a large-scale Wall-work for its facade, which faces on to a
large covered public square.
Open Eye’s location in Liverpool is significant, as the gallery has contributed to the regeneration, profile and
cultural vitality of the city throughout its history, through capital developments and by playing an active part in
dynamic visual arts initiatives in the city including European Capital of Culture 2008 and the Liverpool Biennial.
Our position at the heart of the newly regenerated Waterfront cements our commitment to the city and our
role as a key player in its cultural offer.
Open Eye Gallery 19 Mann Island, Liverpool L3 1BP +44 (0)151 236 6768
Open Eye is a company limited by guarantee No. 1204519 and is a registered charity No. 1056743
Deputy Director - Job Description/Person Specification
1. Post
Deputy Director
Full Time
3% pension contribution, ‘Cycle to Work’ scheme, 25 days annual leave
2. Supervisory responsibilities/position in structure
Responsible to:
Responsible for:
Line management of Operations Coordinator, senior line management
responsibility for Gallery & Retail Assistants and Volunteers.
3. Job Purpose (Note: in addition to these functions employees are required to carry out such other duties as
may reasonably be required)
Working collaboratively with the Director, the Deputy Director ensures Open Eye Gallery’s capacity
to remain artistically ambitious and financially robust, through delivering strong leadership and
management in the areas of finance, administration and operations.
The post holder plays a leading role in the development of the gallery’s strategic and business plans,
and with the Director establishes and delivers income generation strategies and targets, supporting
relationships with key partners and funders.
The post holder deputises for the Director in all aspects of the business, as required.
4. Main duties
Contribute to the development and implementation of Open Eye’s business model, ensuring
ambitious yet realistic targets are established, key performance indicators are embedded
across the organisation, plans for growth and development are supported, the needs of key
stakeholders and funders are met and that robust evaluation and reporting mechanisms are
in place.
Support the Director in the relationship management of Open Eye Gallery’s key stakeholders
Arts Council England and Liverpool City Council. Ensure agreements are fulfilled, that KPIs
have been delivered, complete evaluation reports, attend meetings and develop bids for
Open Eye Gallery 19 Mann Island, Liverpool L3 1BP +44 (0)151 236 6768
Open Eye is a company limited by guarantee No. 1204519 and is a registered charity No. 1056743
future funding as required.
Create and deliver business plans for different aspects of the gallery’s commercial activity
including establishing target markets, putting in place communication and delivery plans,
establishing income generation targets and allocating costs.
Develop funding bids with colleagues, ensuring projects are designed in line with Open Eye
Gallery’s strategic plan, that costs are realistic, goals are achievable and additional capacity is
planned in.
Ensure compliance with all relevant legislation in relation to employment, operations and
finance and maintain a comprehensive risk register for the company.
Ensure compliance with all relevant legislation, periodically revision and implementation of
the Equality & Diversity Action Plan and the Environmental Action Plan adopted by the
Work closely with the Director to set annual budgets, and provide financial projections to
support business planning and fundraising
Support the accountant in the preparation of quarterly management accounts, ensuring the
Director is fully briefed on any issues and report on all aspects of finance management to the
Take responsibility for the management of budgets relating to property, staff and finance
and oversee income generation targets in relation to fundraising and earned income.
Act as bookkeeper, ensuring financial controls are in place, that up to date income and
expenditure records are kept, that cash flow is well managed, payments are made on time
and any outstanding debtors are chased. Deliver the monthly payroll.
Liaise with external accountants and the company’s bank, managing all accounts, payments
and transfers.
Liaise with Charities Commission, Companies House, and Inland Revenue to ensure records
are up to date and submitted on time.
Provide full administration to the Board of Trustees, organising meetings, preparing and
circulating papers and with the Director, ensure key matters are drawn to their attention.
Attend all meetings, contributing reports on areas of responsibility and minute discussion.
Ensure administrative and office systems are in place to support the smooth running of the
Make sure internal communication is strong: that meetings, planning and appropriate levels
of information reach every member of the team, including volunteers
Open Eye Gallery 19 Mann Island, Liverpool L3 1BP +44 (0)151 236 6768
Open Eye is a company limited by guarantee No. 1204519 and is a registered charity No. 1056743
Ensure all organisational policies are kept up to date and in compliance with any changes in
the law or with good practice guidelines. Carry out regular reviews, embedding procedure in
the organisation and ensure Board sign-off as required.
Oversee the delivery of sound human resources management across the organisation,
ensuring recruitment procedure, performance review, equal opportunities and training and
development plans are delivered in line with policy.
Operational and Building Management
Take overall responsibility for the smooth running of the building, overseeing the work of the
Operations Coordinator, ensuring the Operations team are working effectively and
efficiently. Support change management, the delivery of new programmes of work, ensure
that risk is well managed, that standards of customer care are met and quality of service
maintained across the facility.
Have overall responsibility for the Property budget, planning work carefully over the year to
control cost and maintain expenditure within the budget allocation.
Support the development of the volunteer programme as necessary, ensuring long term
plans are in place to maintain motivation and the support from individuals. Ensure the
programme is legally compliant.
Act as signatory on all contracts with external parties, agreeing programmes of work and
payment terms, ensuring regular reviews are carried out and that internal delegated
responsibility takes place.
Take responsibility for the development and implementation of policy and procedure in
relation to Health and Safety, including Fire Risk Assessment and First Aid.
Act as designated premises supervisor
Management the relationship with the gallery’s Landlord
Maintain up to date knowledge of art form and industry best practice
Develop a network of peers to exchange ideas, develop practice and knowledge
Maintain principles of continuous professional development in all areas of responsibility
Any other duties that may reasonably be required by the Director and the Board of Trustees.
Open Eye Gallery 19 Mann Island, Liverpool L3 1BP +44 (0)151 236 6768
Open Eye is a company limited by guarantee No. 1204519 and is a registered charity No. 1056743
5. Requirements to carry out job
Essential or desirable indicated against each requirement
Qualifications/education required:
Degree level qualification in relevant field
Experience Required:
At least 5 years experience working within a team in an office environment, ideally in a
cultural organisation
At least 3 years experience of financial and operational management, ideally in a cultural
Experience in Health & Safety practice and the relevant legislation
Specialist Training Required:
Financial Management
Health & Safety
APLH (Personal Licence Qualification)
Aptitude/Skill Required:
Excellent general software skills including Excel
Experience of specialist project management, retail and retail software
The ability to work under pressure and to effectively plan and prioritise a varied workload
Excellent personal and office organisational skills; outstanding time management skills
Strong numeracy and financial management skills
Excellent written and communication skills
Excellent interpersonal skills and the ability to communication with people at all levels
Ability to think creatively
Commitment to the arts and ability to inspire others about the work of Open Eye Gallery
Commitment to equal opportunities and widening the gallery’s audiences
Personal Characteristics Required:
Breadth of perspective: looks beyond own role to the wider needs of the organisation
Highly motivated self starter
Decisive, creative problem solver
Excellent team worker
Positive, flexible and enthusiastic even when under pressure
Open Eye Gallery 19 Mann Island, Liverpool L3 1BP +44 (0)151 236 6768
Open Eye is a company limited by guarantee No. 1204519 and is a registered charity No. 1056743
Conscientious and thorough, capable or close attention to detail
Hard working, highly organised, focused
Committed to personal learning and development
Committed to principles or continuous improvement
Takes responsibility for own actions and consequences
Focuses activity on delivery results for the organisation
6. Special Terms
Will require some weekend and evening working
Open Eye Gallery 19 Mann Island, Liverpool L3 1BP +44 (0)151 236 6768
Open Eye is a company limited by guarantee No. 1204519 and is a registered charity No. 1056743