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ADVERT
We are looking for an enthusiastic, efficient and proactive project manager to move the library from its present home at Bourne Hall, Ewell into new premises in Woking.
The charity NewSPAL has recently been awarded control of the Performing Arts Library collection by Surrey County Council, which has been running it until now.
You will support the Trustees by providing outstanding administrative and organisational skills through to the reopening of the library. You will help to recruit staff, implement a new database, train and manage a volunteer team to catalogue and organise the stock and set up systems for the hire of materials. A professional attitude to external communications and relevant experience in a similar role is vital.
You will gain valuable experience and insight into the functions of one of the UK’s largest performing arts collections. This is a great opportunity for the right candidate, wishing to make a direct impact on music and drama provision in and beyond Surrey, to work closely with the Trustees to develop a transition plan and policies for the new organisation.
We are looking for someone who is:
- Experienced in managing projects which involve multiple stakeholders (it’s as much about communications as it is about management)
- Self-motivated and pro-active
- Able to recruit and successfully manage a team of staff and volunteers
- Friendly, hardworking and resourceful, with the initiative to get things done
- Highly organised and able to remain calm under pressure
Freelance contract: up to 117 days (3 days per week over 9 months) from the date of appointment, to begin as soon as possible.
Contract fee: a maximum of £23,400 (i.e., a daily rate of £200 for up to 117 days).
For further details and a role description, click here or download a pdf version from the link at the foot of this page.
To apply for this post, please email the following to recruitment@newspal.org.uk:
- a supporting statement, explaining how you meet the requirements of this role
- a CV outlining your relevant achievements, and details of two referees (we will not contact referees without asking you first)
For an informal discussion about this role, please call Barbara Eifler on 020 7939 6047. Candidates called for interview will be asked to make a brief presentation to the panel.
If we wish to interview you, we will contact you by 6pm on Monday 8 April.
Interviews will be held on Thursday 11 April 2019 in Guildford.
ROLE DESCRIPTION
Transition Project Manager - Brief
Role: Transition Project Manager
Terms: Freelance. Up to 117 days @ £200 a day over 9 months from starting date,
plus travel expenses (to be agreed)
Contract value: maximum £23,400
Responsible to: NewSPAL Trustee Board
About NewSPAL
At its Cabinet meeting in February 2019, Surrey County Council (SCC) agreed to hand over the Surrey Performing Arts Library (SPAL) collection to a charitable vehicle, NewSPAL, with a view to NewSPAL setting up a new independent performing arts library and service in the charity sector. The SPAL collection will initially be loaned to NewSPAL until the new organisation is fully established and financially self-sustaining at which point the collection will be unconditionally donated to NewSPAL. NewSPAL is completely independent of SCC and SCC will not be providing any funding. NewSPAL is responsible for funding and organising the transfer and, when fully operational, will have to be entirely self-financing.
The SPAL collection is currently available to registered library users in Surrey, but Surrey Libraries also supplies loan items to groups in neighbouring counties and nationwide. The SPAL collection supports Surrey’s cultural life by providing a specialist loan and hire service to performance groups. Multiple sets of music and drama materials may be hired by groups at affordable charges and single copy books, music scores, sheet music for single instruments and chamber ensembles, DVDs and CDs may be borrowed by individuals. These materials are currently made available directly from Ewell Library or can be delivered to other Surrey public libraries for collection. SPAL’s resources are currently used by approximately 423 groups, around 80% of which are based in Surrey.
The collection comprises over 205,000 items relating to music and drama. It includes approximately 4,000 music sets (vocal sets, full orchestral sets, string orchestra and wind/concert band). It is one of the largest such publicly accessible collections in the country. The SPAL collection also includes the Kirby collection of choral music owned by Making Music, the UK’s organisation for leisure-time music. NewSPAL will be developing the service into a performing arts library hub based in Woking. It will continue to serve Surrey residents, but will also operate across the UK to take advantage of the increasingly under-served requirements from performing arts groups more widely than Surrey alone.
The New Surrey Performing Arts Library (NewSPAL) is a Charitable Incorporated Organisation (registered in England and Wales no 1176729), a legal entity which combines the benefits of charitable status with those of an incorporated limited liability company, regulated by the Charity Commission.
Transition Project Manager - Role Purpose
Responsible for the transition of the SPAL collection from SCC to NewSPAL.
The SPAL collection will need to be moved from Bourne Hall, Ewell to new premises in Woking (in a town centre building being provided on advantageous terms by Woking Borough Council). A new library management system will be adopted, including re-cataloguing the entire stock, volunteers will be recruited, trained and managed to help with the transition, staff will be recruited and trained, and a new fully functioning organisation set up.
The Transition Project Manager will ensure that the library is transferred successfully and that the new facilities run smoothly at the point of opening, that library users receive a high quality service in the new facility from the word ‘go’, and will also lead on the transition to “business as usual”.
Transition Project Manager – Main Duties
Staff/Volunteer management
The Transition Project Manager will be expected to facilitate the training of the staff and volunteers:
Contacts
Finance
Other
Role: Transition Project Manager
Terms: Freelance. Up to 117 days @ £200 a day over 9 months from starting date,
plus travel expenses (to be agreed)
Contract value: maximum £23,400
Responsible to: NewSPAL Trustee Board
About NewSPAL
At its Cabinet meeting in February 2019, Surrey County Council (SCC) agreed to hand over the Surrey Performing Arts Library (SPAL) collection to a charitable vehicle, NewSPAL, with a view to NewSPAL setting up a new independent performing arts library and service in the charity sector. The SPAL collection will initially be loaned to NewSPAL until the new organisation is fully established and financially self-sustaining at which point the collection will be unconditionally donated to NewSPAL. NewSPAL is completely independent of SCC and SCC will not be providing any funding. NewSPAL is responsible for funding and organising the transfer and, when fully operational, will have to be entirely self-financing.
The SPAL collection is currently available to registered library users in Surrey, but Surrey Libraries also supplies loan items to groups in neighbouring counties and nationwide. The SPAL collection supports Surrey’s cultural life by providing a specialist loan and hire service to performance groups. Multiple sets of music and drama materials may be hired by groups at affordable charges and single copy books, music scores, sheet music for single instruments and chamber ensembles, DVDs and CDs may be borrowed by individuals. These materials are currently made available directly from Ewell Library or can be delivered to other Surrey public libraries for collection. SPAL’s resources are currently used by approximately 423 groups, around 80% of which are based in Surrey.
The collection comprises over 205,000 items relating to music and drama. It includes approximately 4,000 music sets (vocal sets, full orchestral sets, string orchestra and wind/concert band). It is one of the largest such publicly accessible collections in the country. The SPAL collection also includes the Kirby collection of choral music owned by Making Music, the UK’s organisation for leisure-time music. NewSPAL will be developing the service into a performing arts library hub based in Woking. It will continue to serve Surrey residents, but will also operate across the UK to take advantage of the increasingly under-served requirements from performing arts groups more widely than Surrey alone.
The New Surrey Performing Arts Library (NewSPAL) is a Charitable Incorporated Organisation (registered in England and Wales no 1176729), a legal entity which combines the benefits of charitable status with those of an incorporated limited liability company, regulated by the Charity Commission.
Transition Project Manager - Role Purpose
Responsible for the transition of the SPAL collection from SCC to NewSPAL.
The SPAL collection will need to be moved from Bourne Hall, Ewell to new premises in Woking (in a town centre building being provided on advantageous terms by Woking Borough Council). A new library management system will be adopted, including re-cataloguing the entire stock, volunteers will be recruited, trained and managed to help with the transition, staff will be recruited and trained, and a new fully functioning organisation set up.
The Transition Project Manager will ensure that the library is transferred successfully and that the new facilities run smoothly at the point of opening, that library users receive a high quality service in the new facility from the word ‘go’, and will also lead on the transition to “business as usual”.
Transition Project Manager – Main Duties
- To develop a transition plan that aligns with the Business/Strategic Plan
- To assist in recruiting two permanent staff and a volunteer support group (both for the transition period and potentially also for the longer-term)
- To implement the Library Management Software provided by Nottingham Performing Arts Library Service and associated online payment system (as well as potentially integrating further software systems to manage individual membership and single library items)
- To work with the trustees and consultants to develop and implement a suite of policies governing the operation of the library
- To oversee removal of the SPAL collection to Woking and installation in new premises
- To train staff and volunteers to manage the collection and the hire of materials
- To lead on consultation and communication with stakeholders, including users and potential users, mainly in Surrey
- To lead on promotion and communications strategy during transition period, including updating and managing NewSPAL’s website and social media, assisted by volunteers where appropriate
- To develop methods for monitoring and evaluation of the service and ensure that such monitoring and evaluation is undertaken in agreement with the trustee board
- To compile reports, update and supply information and statistics regarding the service and library activities as necessary for Trustees, SCC and other stakeholders (e.g. funders)
- To manage the budget for the transition and provide financial information as needed
Staff/Volunteer management
The Transition Project Manager will be expected to facilitate the training of the staff and volunteers:
- To recatalogue, barcode, reclassify (if necessary) and organise the collection
- To set standards for customer service, including “front of house” reception, despatch and receipt of materials, and online services
- To design efficient management processes for the benefit of new and existing users, and which will facilitate the financial viability and sustainability of the library for the longer term
- To deliver user training (in person, online and in print)
- To promote the library service to existing and new users (including website, social media and other communication channels)
Contacts
- To develop a pro-active and positive relationship with stakeholder groups, including the Friends of Surrey Performing Arts Library, Nottingham Performing Arts Library Service, the International Association of Music Libraries, Making Music and other community organisations concerned with music and drama.
- To engage with community organisations and institutions to link the activities in the library to local regeneration activities and initiatives.
- To represent the library in dealings with general public, external bodies and partnership agencies.
- To promote safe public use of the library.
Finance
- To manage the budget identified for the delivery of all transition plans described.
- To manage the budget for the transition period.
- To provide financial information as required.
Other
- To ensure that the charity develops and implements relevant policies to comply with legislation and best practice, including, but not limited to, Equal Opportunities/Inclusion and Diversity, Data Protection, Environment, Health & Safety, Safeguarding (including young people and vulnerable adults), and others as applicable to NewSPAL’s remit and operation.
- To ensure that staff and, where relevant, volunteers including trustees, are briefed and trained to comply with all of the charity’s policies, and that good reporting and feedback mechanisms are established, so that any concerns can be quickly identified and dealt with.
- The post holder will be responsible for delivering the project outcomes and will adhere to the most current and relevant legislation.
Person specification
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1 |
Education/qualifications/training: |
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Educated to degree standard or equivalent, or qualification or
significant experience in project management |
Essential |
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2 |
Knowledge
and experience: |
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Previous experience on a similar
size/scale of project |
Essential |
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Understanding of libraries and their management |
Desirable |
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Accurate written communication
and attention to detail |
Essential |
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Computer literacy in
word-processing, database, spreadsheets |
Essential |
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Experience of managing project budgets,
contracts, sub-contractors etc. |
Essential |
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Knowledge of health and safety
legislation |
Desirable |
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Experience of planning,
implementing and monitoring programmes and budgets from project inception to
completion, ideally within delivery/management projects. |
Essential |
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Experience in delivery of
community based services. |
Desirable |
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Experience of consultation
methods and delivering schemes in liaison with internal and external stakeholders. |
Essential |
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Experience of recruitment and
training |
Essential |
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Experience of
promotion/marketing/websites/social media, at whatever scale |
Essential |
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3 |
Personal
characteristics/attitudes: |
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Self-motivated and decisive |
Essential |
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Excellent organisational skills, ability to organise own work
effectively to establish priorities on a day-to-day basis and in the longer
term |
Essential |
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Ability to work well as part of a team |
Essential |
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Ability to work under pressure and to deadlines |
Essential |
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Communicates effectively -
uses simple, clear, and open language to establish positive relationships
with others; listens and is open to conversation; networking with others to
seek out mutually beneficial ways of working. |
Essential |
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Takes
ownership - is responsible and proactive, seizes opportunities, drives
excellence, engages with the CIO’s objectives, and furthers professional
development. |
Essential |
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Works
collaboratively - helps colleagues
and users; develops relationships, and understands other people’s roles.
Works with colleagues, partners, and users to earn their respect, and get the
best results. |
Essential |
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Focuses
on results, is ambitious about achieving the project goals; considers the
effect of the service for users. |
Essential |
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Post holder remit could involve lone-working conditions with
occasional out of hours meetings. Availability and
willingness to work some evenings and occasional weekends is essential. |
Essential |
FURTHER PARTICULARS
Equal Opportunities
NewSPAL is committed to equality of opportunity and to a pro-active and inclusive approach to equality, which supports and encourages all under-represented groups, promotes an inclusive culture, and values diversity. No applicant for an appointment, or member of staff once appointed, will be treated less favourably than another on the grounds of sex (including gender reassignment), marital or parental status, race, ethnic or national origin, colour, disability, sexual orientation, religion, or age. If any employee or volunteer considers that he or she is suffering from unequal treatment on any of the above grounds, he or she may make a complaint, which will be dealt with through the agreed procedures for complaints or grievances or the procedures for dealing with bullying and harassment, as appropriate.
Information if you have a Disability
NewSPAL’s recruitment and selection procedures follow best practice and the requirements of the Equality Act. Fair selection for employment is based on the ability or potential ability of an applicant to carry out the duties of the post and decisions on appointments are based on the merit and suitability of the candidate. If you have a disability you are invited to request any special arrangements you may require for interview, or adjustments you may anticipate would be needed in your working arrangements, at the point of application. However, NewSPAL recognises that you may prefer to forward this information if and when you are called for interview and you may do so at that stage without prejudice, if you prefer.
Equal Opportunities
NewSPAL is committed to equality of opportunity and to a pro-active and inclusive approach to equality, which supports and encourages all under-represented groups, promotes an inclusive culture, and values diversity. No applicant for an appointment, or member of staff once appointed, will be treated less favourably than another on the grounds of sex (including gender reassignment), marital or parental status, race, ethnic or national origin, colour, disability, sexual orientation, religion, or age. If any employee or volunteer considers that he or she is suffering from unequal treatment on any of the above grounds, he or she may make a complaint, which will be dealt with through the agreed procedures for complaints or grievances or the procedures for dealing with bullying and harassment, as appropriate.
Information if you have a Disability
NewSPAL’s recruitment and selection procedures follow best practice and the requirements of the Equality Act. Fair selection for employment is based on the ability or potential ability of an applicant to carry out the duties of the post and decisions on appointments are based on the merit and suitability of the candidate. If you have a disability you are invited to request any special arrangements you may require for interview, or adjustments you may anticipate would be needed in your working arrangements, at the point of application. However, NewSPAL recognises that you may prefer to forward this information if and when you are called for interview and you may do so at that stage without prejudice, if you prefer.