Dear Applicant

LIVERPOOL BIENNIAL FRONT OF HOUSE COORDINATOR

Thank you for expressing an interest in the Front of House Coordinator at Liverpool Biennial.

Please find attached a job information pack, which includes a job description and person specification, together with some background information about the Biennial. It also includes an application form and an equality and diversity monitoring form. Please note that you must apply using the application form, and CV’s will not be considered.

If you would like to apply you should include:

A completed application form, in which you demonstrate how you meet the knowledge, skills and experience requirements of the role.

A completed equality and diversity monitoring form. Please return the equality and diversity form as a separate document to your application form.

Application forms should be returned by e-mail to: jane@biennial.com no later than 12 noon on Monday 21 May 2018. Interviews will take place in Liverpool during the week commencing 21 May 2018.

Yours sincerely

Jane HowardHR Consultant to Liverpool Biennial

JOB DESCRIPTION

Job Title: Front of House Coordinator 2018

Salary Band: 5B - £17,261

Location: Liverpool Biennial55 New Bird StreetLiverpool, L1 0BWand at Liverpool Biennial 2018 sites throughout the city

Hours: 37.5

Primary Purpose of the job: The Front of House Coordinator works with the Mediation Coordinator to provide an outstanding experience to all visitors, delivered by a knowledgeable and motivated team of Mediators and volunteers whilst working alongside key partners. The role assists with the organisation and facilitation of the Biennial’s learning resource The City is a School and develops and delivers the training programme for front of house staff.

The successful delivery of the Mediation Programme supports the world-class contemporary art on offer, thereby furthering the Biennial’s position as the UK Biennial.

Directly Responsible to: Mediation Coordinator

Directly Responsible for: Mediators, Volunteers

Terms: A temporary appointment from 1 June to 15 November 2018, on a full-time basis (37.5 hours per week). Shifts will involve weekends and evenings.

Main Responsibility:

The Front of House Coordinator, together with the Mediation Coordinator, is responsible for ensuring the provision of a high-quality mediation and interpretation service for Liverpool Biennial 2018. The Front of House Coordinator organises the visitor services team of Mediators and volunteer invigilators, who interact with audiences across the Biennial exhibitions and events. The post holder will ensure that the Front of House team are well prepared, knowledgeable, motivated and empowered to deliver an outstanding experience for all visitors. This will involve assisting in the management of the learning resource The City is a School; on-going recruitment, co-ordination, supervision, training and development of the Volunteer Team; and supervision of Mediators. They will be responsible for overseeing the opening/closing of the venues, safety and maintenance of the art installations, and

checking that all equipment and facilities are adequate. The Front of House Coordinator is a key team member, helping to deliver mediation and interpretation for contemporary art audiences.

Main Duties:

Delivery of an Outstanding Mediation Experience:

Assist the Education Curator and Mediation Coordinator with the management and governance of The City is a School, a programme of research and learning to develop the Mediation Team.

Lead, inspire and manage the Mediator and volunteer Teams. Lead by example by proactively engaging and supporting visitors and team members alike.

Become an expert on Liverpool Biennial 2018 exhibitions and events.

Assist the Mediation Coordinator to organise the Mediation rota for both Mediators and volunteer Invigilators, in advance, whilst also managing the schedules daily. Ensure forward planning and flexibility.

Liaise with colleagues and partners to ensure effective communication of Mediator and visitor information.

Facilitate on-going recruitment, induction, continuous training and development of the Mediation Team, especially any volunteers.

Ensure open communication and co-ordination with partner organisations’ staff and volunteers and the Visitor Services Partners.

Encourage the Mediation Team to engage with all available development opportunities and relevant social aspects of the Mediation Team life.

Co-ordinate the documentation and evaluation of Mediation Team development, assist team members with the monitoring of their activities.

Delivery of Outstanding Visitor Experience:

Alongside the Mediation Coordinator, ensure that the Mediation team delivers an outstanding VIP visitor experience for arts professionals, key sponsors, patrons and affiliates.

Ensure the accessibility and provision of information and advice to all visitors and guests to enable them to make the most of their visit, which will encourage repeat visits and footfall driving between venues.

Manage the day-to-day running of the venues and the public programme, including supporting tours and group visits as well as maintenance of space and resources.

Support the coordination and delivery of tours of the festival for all groups as required.

Implement a calendar of tours and visits in collaboration with the Mediation Coordinator and Programme team.

Facilitate supported group visits to Liverpool Biennial 2018 for arts professionals, press, VIP’s, patrons, schools, etc.

Coordinate logistical arrangements for tours and visits.

Work with the VIP and Mediation Coordinator and Programme and Production teams in the organisation of celebrations, launch events and exhibition activities, VIP tours, Press tours etc.

Ensure that all enquiries made in person, by telephone, e-mail, or in writing are handled professionally, courteously, promptly and effectively. Assist visitors or guests with specialist enquiries, either transferring them to someone who can help or taking their details and contacting them when the information is found.

Operational

Ensure that the exhibits are in good condition always, reporting any faults or issues to the programme team for resolution.

Ensure that Liverpool Biennial 2018 venues are health and safety compliant: clean, free of clutter, and that all equipment remains in working order.

Manage the Front of House team’s input to the 2018 Evaluation including visitor surveys.

Work with our partner organisations’ front of house teams to ensure excellent and consistent services are offered throughout all exhibition venues.

Fully understand and implement health and safety guidelines for exhibition and information sites including but not limited to:

Evacuation Display Screen Equipment Daily operational check list

Be fully knowledgeable about all operating procedures.

Ensure that advice and information on visitor and volunteer opportunities within Liverpool Biennial 2018 are widely disseminated.

Promote and provide information on opening hours, exhibitions, events, facilities and services relevant to information points.

Provide verbal and written visitor/customer feedback and ideas for improvement to the Visitor Services Team and the Production Team.

Be knowledgeable of Liverpool Biennial 2018 exhibits and activities, local geography, transport services, hotels, shops and other relevant public information.

Administration

Establish and manage procedure for various front of house functions including retail, maintenance, evaluation, cash, visitor information and customer service.

Ensure that the information kept in directories and information files is accurate, available, up to date and easy to navigate.

Ensure that the briefing sheets are completed and accurately circulated to all relevant parties.

Respond to feedback and correspondence as and when required.

Attend training and professional development opportunities as required.

Work within the context of Liverpool Biennial's Equality and Diversity, Health and Safety and Safeguarding Policies in delivery of internal and external service and treatment of employees alongside all other Company policies as detailed in the Staff Handbook.

Other duties commensurate with the nature and responsibility level of the post.

Internal and External Lines of Communication

The Front of House Coordinator works in close collaboration with the Executive Director, Education Curator, Head of Production and the Mediation Coordinator to provide high quality Mediator and visitor experiences for Liverpool Biennial 2018.

The role of Front of House Coordinator provides a link between the Liverpool Biennial Exhibition Venues and the Liverpool Biennial main office at 55, New Bird Street.

The Front of House Coordinator has regular line management meetings with the Mediation Coordinator and will be expected to attend all key meetings.

Expectations – It is expected that the post holder will fully participate in:

(i) Staff development(ii) Training opportunities which are made available as part of The City is a School, for Liverpool

Biennial 2018

The Front of House Coordinator will work irregular hours and may be assigned other duties commensurate with the nature and level of responsibility of the post.

Health and SafetyTo take all reasonable steps to ensure that the working environment conforms to current Health and Safety at Work regulations e.g. by undertaking risk assessments and reporting hazards according to Biennial Health & Safety Policy and procedures. Core working hours will be 37.5, however extra hours may be required for which TOIL will be given, however all scheduling will be in accordance with the prevailing working time regulations.

Basic SystemsTo report as appropriate any deficiencies in the basic systems, which you either use, or for which you have some responsibility.

ReviewThis job description will be reviewed after three months during a Performance Appraisal. In the period between Performance Appraisals other duties may be assigned that are consistent with the responsibility of the post.

FRONT OF HOUSE COORDINATOR - PERSON SPECIFICATION

CRITERIAKNOWLEDGE ANDS SKILLS

METHOD OF ASSESSMENT

Experience At least one year’s relevant work experience*

Experience of working with people from a wide variety of backgrounds

Demonstrable experience of team leadership*

Excellent verbal and written communication skills*

Commitment to equal opportunities. Experience of working in the

arts/heritage/visitor attraction/tourism sectors

Delivery of visitor/customer care programmes or Education, Learning & Access training

Experience of setting up and managing administration systems*

Application and Interview

Skills / Abilities Demonstrable ability to engage individuals with contemporary art & culture

Ability to inspire and motivate others*

Good organising and planning skills* Excellent communication skills* Presentation skills Knowledge of Health and Safety,

Child Protection legislation etc Knowledge of customer care issues* Knowledge of contemporary art

Application and Interview

Attitudinal Factors

A positive and cheerful attitude* Energy / motivation* Flexibility / adaptability* A good team player* Confidentiality / integrity Dedication / loyalty Able to demonstrate reliability and

punctuality Able to work to multiple deadlines Able to demonstrate initiative

Interview and references

Other Commitment to Equal Interview

Opportunities and cultural diversity* Essential Criteria

APPLICATION FOR EMPLOYMENT

Title of post applied for: FRONT OF HOUSE COORDINATOR

Confidential1. PERSONAL DETAILS

Surname: Initials: Former surnames if different:

Preferred Name or Title (Optional):

Address:

Tel No (home):

Tel No (work):

Tel No (mobile): E-Mail address:

Nationality: If you are not a British passport holder or a European Citizen, or you do not have the permanent right to remain in the UK, you will require a work permit.

Do you need a work permit to be employed in the UK?

Yes No

If you already have a work permit, when does it expire? (Please note that your current work permit may not be valid for this post.)

Where did you learn of the post?

Preferred work arrangements: Full-time Part-time

2. EDUCATION AND PROFESSIONAL QUALIFICATIONS (Original documents as proof of qualification will be required upon appointment.)

Secondary School / College / University

Dates Examinations taken Date ResultFrom To

Professional Qualifications currently held: how obtained, grade and date

Other relevant Educational or in-work Training Courses, with dates

3. CURRENT OR MOST RECENT EMPLOYMENT

Title of Post: Salary/Grade: Name of Employer:

Address:

Date Commenced: Date Ended (if applicable):

Please outline your responsibilities, to whom you are responsible and staff responsible to you (if applicable):

Reason for leaving or wishing to leave:

Period of notice required to terminate present employment:

Please notify us of any dates when you are unavailable for interview:

4. PREVIOUS EMPLOYMENT (Please use continuation sheet if necessary.)

Name and Name and Address of Employ Employer Position Held Dates of Employment, and reason for

leaving. Final grade/salary

Description of duties:

Description of duties:

Description of duties:

Description of duties:

5. Bearing in mind the detailed job description and person specification, please tell us in your own words why you believe you are a suitable candidate: the particular qualities, experience and vision you would bring to the post if appointed. Please continue on a separate sheet if necessary. (You can insert a new sheet by pressing ctrl and enter)

6. Disabilities

Do you consider yourself to have a disability? Yes No

If “yes”, please give us any relevant information that you feel would help us to accommodate your needs during your interview and fulfil our obligations under the Equality Act 2010:

7. Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975Have you any convictions that are not spent under Rehabilitation of Offenders Act? Yes No

If Yes, please provide further details: [Spent convictions do not have to be declared]

8. REFERENCES

Referee 1 Referee 2Title: Title:

Full Name: Full Name:

Job Title: Job Title:

Organisation: Organisation: Address: Address:

Tel No: Tel No:

E-mail address: E-mail address:      

Mobile No: Mobile No: Please state if we may obtain this reference prior to interview.

Yes

No

Please state if we may obtain this reference prior to interview.

Yes

No

9. DECLARATION

I declare that the information given in this application form is true and complete. I understand that if I have given any misleading information on this form or made any omissions, this will be sufficient grounds for terminating my employment.

Signature:: Date:

Name: The information provided by you on this form as an applicant will be stored either on paper records or a computer system in accordance with the Data Protection Act 1998 and the GDPR 2018, and will be processed solely in connection with recruitment, in accordance with Liverpool Biennial’s Recruitment and Selection and Data Protection Policies.

PLEASE RETURN THIS FORM TO JANE HOWARD: Jane@biennial.com

BACKGROUND INFORMATION

Liverpool Biennial is the UK Biennial of Contemporary Art and presents a free festival of contemporary art from around the world every two years. It takes place across the city in public places, galleries and online. Liverpool Biennial is underpinned by a programme of research, education, residencies and commissions.

The Biennial Exhibition brings an international focus to our work. It is the moment when the world comes to Liverpool to engage with our thinking, and when we present art to the world.

Founded in 1998, Liverpool Biennial has commissioned over 305 new artworks and presented work by over 444 artists from around the world. During the last 10 years Liverpool Biennial has had an economic impact of £119.6 million.

Both Bloomberg New Contemporaries and the John Moores Painting Prize at the Walker Art Gallery are key strands of the Biennial and draw new audiences to the city. New Contemporaries presents the best of recent graduate works and John Moores shows the results of an open competition for contemporary painters.

Sally Tallant is the Artistic Director and CEO. Liverpool Biennial was conceived and founded in 1998 by James Moores (with Jane Rankin Read, Lewis Biggs and Bryan Biggs) and presented the first Liverpool Biennial in 1999.

The next edition takes place in 2018.

Equality and diversity monitoring

Liverpool Biennial is committed to ensuring that its services are accessible to everyone regardless of race, gender, ability, religion, sexual orientation or age. The information you give on this form will help us comply with our policy of ensuring that we meet our obligations under the Equality Act 2010.

We recognise that some people may regard some of this information as personal and we have, therefore, included an option in most questions for ‘prefer not to say’. You do not have to complete all of this form but it will help us improve our services if you can complete as much as possible and return the form.

All information Liverpool Biennial collects around equality and diversity will be treated and stored confidentially in accordance with the Data Protection Act, and our own Data Protection Policy. Access to this information will be restricted to staff involved in the processing and monitoring of this data. It will be used to provide statistical information only.

Please give your consent below for your information to be stored and used in this way.

Signed: Date:

A. Your age

What is your date of birth?

Prefer not to say

B. Disability

The Disability Discrimination Act 1995 (DDA) defines a person as disabled if they have a physical or mental impairment, which has a substantial and long-term effect (ie has lasted or is expected to last at least 12 months) on the person’s ability to carry out normal day-to-day activities.

Do you consider yourself to have a disability according to the terms given in the DDA?

Yes No Prefer not to say

DD/MM/YYYY

If you have answered yes, please indicate the type of impairment which applies to you. If your experience more than one type of impairment, please tick all the types that apply. If your disability does not fit any of these types, please mark Other and specify.

Physical/mobility impairment, such as a difficulty using your arms or mobility issues which require you to use a wheelchair or crutchesVisual impairment, such as being blind or having a serious visual impairmentHearing impairment, such as being deaf or having a serious hearing impairmentMental health condition, such as depression or schizophreniaLearning disability/difficulty, such as Down’s syndrome or dyslexia or a cognitive impairment such as autistic spectrum disorderLong-standing illness or health condition, such as cancer, HIV, diabetes, chronic heart disease or epilepsyOther (Please specify below)

C. Your ethnic group

(These are based on the Census 2001 categories, and are listed alphabetically)

Asian, Asian British, Asian English, Asian Scottish, Asian Welsh or Asian Irish

Indian Pakistani Bangladeshi Other Asian Background

Black, Black British, Black English, Black Scottish, Black, Welsh or Black Irish

Caribbean African Other Black Background

Chinese, Chinese British, Chinese English, Chinese Scottish, Chinese Welsh or Chinese Irish

Chinese Other Chinese Background

Mixed

White & Black African

White & Black Caribbean

White & Asian Other Mixed Background

Other

Other Please state:

Prefer not to say

White

White-English White-Welsh White-British White Non-European

White-Scottish White-Irish White-European Other White background

D. Your gender

Male Female Prefer not to say

Do you identify as transgender?For this question ‘transgender’ is defined as an individual who lives, or wants to live, in the gender opposite to that they were assigned at birth.

Yes No Prefer not to say

E. Your religion or belief

Buddhism Christianity Hinduism

Islam Judaism Sikhism

No Religion Other Prefer not to say

F. Your sexual orientation

Bi-sexual Gay Man Gay WomanHeterosexual Other (specify if you wish) Prefer not to say