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Job description

About us

We are creative, innovative, fast-paced, and our goal is to have Southampton’s independent Culture Trust is at the heart of leading an ambitious plan to revitalise Culture, Festivals & Events and Tourism across the city. Growing and developing new investment streams, developing a programme of culture and events that brings our city together will help drive forward our cultural and visitor economy and strengthen our creative sector. Southampton is an international gateway, the world’s front door to the UK and we’re ready to share our potential on a global scale.

Southampton Culture Trust was established to lead the 2025 UK City of Culture bid. After an extraordinary three years during which Southampton showed a collaborative commitment to Culture, Festivals and Events and tourism and received a boost in investment in regular funding for our creative sector, we’re delighted that this has created a step-change in our city. Culture is intrinsic to the future development of Southampton, and with recent success of a Place Partnership grant from Arts Council England, Southampton Culture Trust can now plan with certainty for the next three years and beyond.

We’re recruiting a new team to support this ambitious approach and work in partnership to support the delivery of a culture-led vision in Southampton. We’re excited by this opportunity to grow our team and discover talented individuals in the city, and beyond, that can play their part in turning the vision into a reality.

We are currently recruiting for the following permanent roles:

• Commercial and Marketing Director

• Trust Secretariat & Operations Manager

• Finance Manager

• Executive Assistant

All roles offer an attractive and competitive package including salary, Employer Defined Contribution Pension Scheme, generous holiday allowance and flexible working arrangements.

Applications close at midnight on Sunday 19 th March 2023

There will be a 2-stage recruitment process, please ensure you are available on the following dates:

First stage virtual interviews will be held on: Wednesday, 22 March Thursday, 24 March

Second stage interviews will be held in person in Southampton on: Monday, 27 March Tuesday, 28 March.

If you’re looking for a role to share your strong governance skills, team leadership and effective running of a busy charity, this this could be your next role. As Trust Secretariat & Operations Manager you will enjoy being a central part of a team, working collaboratively with internal and external colleagues to ensure the smooth running of the charity.

Key responsibilities of the role include:

Working for Southampton Culture Trust you will thrive on making a difference to the cultural ambitions of Southampton and love getting things done. As someone used to working at all levels, you will be able to provide a professional secretariat service to a Board of Trustees and be adept leading a team through an annual planning process. You’ll have an eye on the detail as well as the bigger picture and be familiar with establishing annual planning, budgetary management, and effective resourcing.

As operational lead for the Trust, you will be involved in all facilities management as well as working with colleagues to ensure the accurate information is gathered for fundraising bids. Your top-class communication and interpersonal skills will come into use when managing relationships with service providers, funders, local and central government agencies.

Key qualifications, skills and knowledge include:

Ideally with a qualification in programme/project management and/or governance, we’re looking for someone who thrives in a team, can prioritise effectively with competing workloads, and use their previous experience of project management effectively to chase progress and keep the charity on track.

This is a permanent role with an attractive and competitive benefits package including DC pension scheme, holiday allowance and flexible working arrangement.

You will oversee the resourcing of the Southampton Culture Trust team and its work:

• In collaboration with the Finance Manager and other budget holders, produce an annual Trust budget for approval by the CEO and Board of Trustees

• Working with the Finance Manager, to ensure financial sustainability of the Charity through regular budget monitoring and advise CEO on allocation of resources across the team as appropriate.

• Leading the planning process for the Charity including an annual programme of work undertaken by the charity working collaboratively with the team and preparing an annual plan for CEO and Board of Trustee approval.

Leading an effective and efficient secretariat and governance service:

• Leading on governance and oversight in conjunction with the CEO and Chair, taking on emerging governance duties as required to ensure ongoing compliance with the Charity’s governing document and all relevant statutory duties required in relation to reporting, meetings and sub-committees.

• To manage all required governance processes for the Southampton Culture Trust including organisation of annual cycle of meetings, preparation of Board reports/papers, minutes of meetings and actions log.

• Supporting the trustees in fulfilling their duties and responsibilities including organising trustee recruitment, induction, onboarding, and ongoing training

• Acting as co-ordinator for all internal policy updates and reviews, providing recommendations for new policies as required to comply with our governing documents

• Document the appointment or registration of Directors and keeping registers of trustees’ detail and Declarations of Interests updated at all times

Operational Management of the Trust

• To be the Information Asset Administrator for the Southampton Culture Trust and develop processes to support GDPR requirements and provide training for the team, where necessary, on appropriate uses and storage of data.

• Ensure a safe working environment for the public, staff, volunteers, and placements including compliance with relevant H&S and other relevant legislation

• Lead on facilities management of the trust, oversee and manage contracts and partnerships for in kind servicers, contracted suppliers for services (such office space, IT, legal, HR support) to ensure the effective operationalisation of the Trust.

• Working with the Finance Manager ensure the appropriate insurances are in place and reviewed annually for the Trust to operate including but not limited to Public Liability Insurance, Professional Indemnity Insurance, Employers Liability Insurance, and any other appropriate insurances relating to premises and equipment.

• To be the first point of contact in the Trust for all complaints, develop policy and processes and work with the team to ensure that a complaints policy is acted upon and resolved quickly

Providing knowledge and information for income generation and overseeing grant management

• To be the lead contact for funders regarding grant applications and work collaboratively with the Commercial and Marketing Director, Finance Manager, and team to provide information and evidence to support bid applications

• To ensure that all milestones and conditions of funding are met by the team and regularly report on progress and risk to the CEO

• Working with the Commercial and Marketing Director to ensure that all impact and reporting requirements of all donors and funding partners are completed effectively by coordinating information on KPIs across the charity to feed into reporting requirements. Manager and team to provide information and evidence to support bid applications

Relationship Management

• To manage the relationship between the Southampton Culture Trust Team and internal or external services such as Legal, Procurement and HR.

• To manage the day-to-day relationship between the Southampton Culture Trust Team and government agencies such as DCMS responding to enquiries, preparing briefings and visits as required.

Leading the team

• To manage the administration team who support the Southampton Culture Trust Team including recruitment, performance management and providing appropriate leadership

• To support the recruitment of all members of the team working with appropriate HR advisors by coordinating recruitment, interview and appointment and contracting stages.

• Develop a volunteering policy for the Trust and lead the effective management volunteers, interns, or apprentices as appropriate.

• To represent Southampton Culture Trust and attend cultural events initiated by Southampton Culture Trust or cultural organisations in the city.

Any other duties as required by the CEO.

Job Type: Full-time

Salary: £30,000.00-£48,000.00 per year

Benefits:

• Company pension
• Flexitime
• Work from home

Schedule:

• Flexitime
• Monday to Friday

Ability to commute/relocate:

• Southampton, SO14: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Southampton, SO14