Dear Applicant

LIVERPOOL BIENNIAL PA TO DIRECTOR

Thank you for expressing an interest in the PA to Director vacancy 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 Wednedsay 29 November 2017. Interviews will take place in Liverpool on 8 December 2017.

If you have any queries about the application process, please do not hesitate to e-mail me. If you have any queries about Liverpool Biennial please visit our website at www.biennial.com

Yours sincerely

Jane Howard

HR Consultant to Liverpool Biennial

JOB DESCRIPTION

Job Title: PA to Director

Salary: £23,524 – 25,625 (depending on qualifications and experience)

Hours: 37.5 per week (may consider part-time)

Location: Liverpool Biennial55 New Bird StLiverpoolL1 0BW

Primary Purpose of the job: The PA works closely with the Director to support their work delivering the artistic programme of the Biennial, through efficient secretarial and administrative support.

Directly Responsible to: Director

Directly Responsible for: N/A

Line Manager: Director

Main Responsibility

The PA supports the Director in the successful delivery of the Biennial’s objectives. They will work closely with the Director, usually on a one-to-one basis, helping them to make best use of their time dealing with organisational, secretarial and administrative tasks, and ensuring that matters are dealt with efficiently. They will have a good knowledge of the Biennial’s operations and external relationships and liaise with key personnel with discretion, confidentiality and good sense.

Main Duties

The PA acts as the Director’s first point of contact for people from inside and outside the Biennial. Duties include:

Managing and co-ordinating the Director’s diary, including arranging meetings and schedules

Arranging travel, visas and accommodation

Accompanying the Director to meetings to take notes or provide assistance during presentations

Liaising with very senior officials of partner and other related organisations, locally, nationally and internationally

Be a central point of contact for phone calls, enquiries and requests, handling or fielding them as appropriate

Dealing with incoming emails and post, often corresponding on behalf of the Director

Carrying out background research and presenting findings

Producing documents, briefing papers, reports and presentations

Organising and attending meetings and ensuring the Director is well prepared

Monitoring and administering the Director’s expenses and credit card records

Drafting correspondence for the Director as appropriate

Managing information and data including devising and maintaining filing systems, including data management and filing

Work with the Director and Executive Director to communicate deadlines and events to all staff and relevant external contacts

Managing, administering or developing relationships and projects on the Director’s behalf

Board Administration

Preparing agendas and papers for Board and committee meetings and AGM

Taking minutes of the Board, Sub-Committees, and other meetings and producing and distributing them professionally and quickly

Ensuring that all Board and Sub-Committee meeting papers are distributed to meeting participants no later than two weeks before the meeting and minutes no later than two weeks afterwards

Supporting the Executive Director in other governance tasks such as filing Annual Returns to Companies House and the Charity Commission

General Administration

Supporting communications from the Director and act as a liaison between them and the Biennial team

Taking and prepare minutes and papers for meetings

Organise and prepare facilities for Senior Management Team meetings and regular weekly staff meetings

Supporting the organisation by maintaining and updating contacts on the database

Working within the context of Liverpool Biennial’s Equality and Diversity Policy both within delivery of service and treatment of employees

Acting with discretion and maintain confidentiality in all matters

Undertaking other responsibilities as delegated by the Director which are commensurate with the level and nature of the role.

Internal and External Lines of Communication

The PA is required to attend Liverpool Biennial Board meetings, Sub-committee meetings, Senior Management Meetings and Staff Meetings. They are responsible for:

Preparing and distributing agendas and papers Taking minutes of meetings and recording actions

The PA is the central point of contact for dealing with all matters relating to the Director.

Weekly work planning and review meeting with the Director. Regular team meetings and staff meetings.

Training and Personal Development

The PA is expected to fully participate in: - Staff development Training opportunities which are made available for all staff as well as those

identified as being post specific through the appraisal process.

Health and Safety

The PA will take all reasonable steps to ensure that the working environment conforms to current Health and Safety at Work regulations through compilation and dissemination of the Biennial’s yearly risk assessment and the timely reporting of hazards or potential risks.

Basic Systems

The PA will be expected to report any deficiencies in the basic systems which they either use or for which they have responsibility.

Review

This job description will be formally reviewed after each Biennial; however, it may be altered because of organisational changes and needs. In the period between reviews, other duties may be assigned that are consistent with the responsibility of the post.

PA TO DIRECTORPERSON SPECIFICATION

The person specification should be read in conjunction with the job description.

CRITERIA KNOWLEDGE AND SKILLS METHOD OF ASSESSMENT

Education /Qualifications

PA or equivalent qualification

Essential Application and interview

Experience Minimum 2 years PA work in office or 3 years in administration

Essential Application and interview

Skills / Abilities

Organising and planning Diary management Project management Budget management Office and IT systems Excellent communication

skills Presentation skills Resource negotiator Persuasiveness Knowledge of Health and

Safety, Data Protection legislation etc

All Essential

Application, interview and references

Attitudinal Factors

Confidentiality / integrity Dedication / loyalty Energy / motivation Resilience / adaptability Breadth of interests Team worker

All Essential

Interview and references

Other Commitment to equal opportunities and cultural diversity.

Essential Interview

Job Description agreed by:

Post Holder Name Signature

Line Manager Name Signature

APPLICATION FOR EMPLOYMENT

Title of post applied for:

Before completing this form, please read the accompanying job description, person specification and briefing note.

Confidential

1. 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

If selected for interview, do you require any special arrangements to be made on account of a disability? Yes No

If “yes”, please give brief details of the effects of your disability on your day-to-day activities, and any other 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 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@biennial.com by the closing date of noon on 20 February 2017.

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?

DD/MM/YYYY

Yes No Prefer not to say

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