Opportunity ID
519
Location IWM London Career Level E Salary £41,000 - £45,000 per annum Hours 36 hours net per week Department Exhibition Production & Delivery Position type Fixed Term
Job Summary
You will be responsible for the production planning, management and delivery of any long-term gallery refresh or upgrade projects across all IWM branches. This will include the project management of the construction and install phases, ensuring that the galleries open on time, within budget and to the highest possible standard.
You will also manage and co-ordinate the delivery of the long-term gallery maintenance programme across all IWM branches, liaising with other IWM departments and stakeholders to maintain a high standard of visitor experience. You will coordinate and manage exhibition contractors and internal teams providing quality assurance for any build and install elements. You will be a critical member of the team in ensuring that the gallery improvement programme and maintenance is delivered to the highest possible standard.
You will directly line manage the Exhibitions Workshop and Display teams, located at IWM London, IWM North and IWM Duxford. You will oversee their work schedules and contribute to long term resource and budget planning.
This role is a fixed term appointment for 18 months and is based at IWM London. It will be mainly project management focused and requires a high level of proficiency in MS Word and Excel. Travel to the other IWM branches is a requirement of the role, where travel is required to other branches this will be expensed.
In addition, your duties will include:
Programme and Project Management
* You will be responsible for co-ordinating and managing the construction and installation phases of exhibition upgrades refreshes and maintenance projects, liaising with Project Managers, Exhibitions & Interpretation Managers and Officers and the Senior Workshop and Senior Display technicians. You will lead on project production meetings, monitor and manage install programmes, flag any deviations or programme delays.
* You will work with the Exhibition & Interpretation Manager/Officer supporting the preparation of project documentation, project initiation documents, schedules and budgets and risk registers.
* You will coordinate internal input to exhibition refresh and maintenance projects, both within the Exhibitions team and from other IWM departments, e.g. Facilities Management, Visitor Services and AV teams.
* You will ensure that project progress is reported effectively to the wider Exhibitions delivery team and other teams across IWM as required.
* From time to time, you may be asked to provide production project management support for the temporary exhibition programme at IWML and IWM North.
Gallery Maintenance and Improvement
* You will be responsible for the planning and co-ordination of the long-term galleries maintenance programme across all IWM branches. Planning and co-ordinating the Workshop and Display teams schedules, ensuring maintenance is a priority within the wider exhibition programme.
* You will schedule the maintenance, dressing and replenishment of the long-term galleries and displays, ensuring this is dealt with promptly. This will include scheduling the decant and removal/replacement of displays and exhibits, replacement of graphics and maintenance of exhibition setworks and interactives.
* You will ensure that the Workshop and Display teams undertake regular gallery checks across the branches, manage the branch maintenance planners and lead on branch maintenance meetings.
* You will be responsible for the planning and co-ordination of annual maintenance activities such as showcase alarm testing, collections care, collection audits and object rotations.
* You will liaise with other IWM stakeholder departments as required, such as Facilities Management and Estates, Department of Collections Management and Visitor Experience to ensure gallery maintenance is delivered to the highest standards and the visitor experience is maintained.
Procurement and Contract Management
* You will prepare and analyse tenders and appoint contractors under existing framework agreements in line with IWM procurement procedures as required. You will manage tenders and contracts for a range of external consultants and contractors, e.g. as part of the maintenance programme or for specialist case dressing contractors, designers, construction contractors, M&E consultants, and lighting designers.
* You will manage contractors on site when required, schedule their work and chair site meetings. In liaison with Exhibitions & Interpretation Managers and Officers you will act as the interface between the Exhibitions department, internal and external designers, and freelance contractors. You will oversee the object installation schedule when required.
Finance and Resource Management
* You will manage all branch maintenance budgets and long-term gallery production budgets, ensuring budget spreadsheets are kept up to date and in line with IWM procedures.
* You will support the Heads of Production Delivery, advising on future maintenance and resourcing budgets as part of the corporate planning process and contributing to quarterly budget forecasting.
* You will advise on budgets and resources for construction and maintenance, working with the Project Manager, the Exhibitions & Interpretation Managers and Officers, flagging any budgetary deviations or resourcing issues.
Workshop and Staff Management
* You will directly line manage the Exhibition Workshop and Exhibition Display teams, located at IWM London, IWM Duxford and IWM North. You will co-ordinate and manage their work programme, ensuring maintenance is a priority within the wider exhibition programme.
* You will co-ordinate work requests from within the Exhibitions team and other departments, prioritising work and allocating tasks to the Workshop and Display Teams, meeting agreed deadlines and budgets.
* You will work with the Production Manager to schedule and coordinate Workshop and Display teams support for temporary exhibition projects.
* You will also be responsible for the management of a pool of fee-paid Workshop and Display technicians (currently 6), co-ordinating their schedules and work across all the branches.
* You will oversee the efficient and safe running of the physical workshops at IWM London, IWM Duxford and IWM North in line with IWM H&S procedures.
Record Management and General Duties
* You will ensure that a complete record of each exhibition/display project is maintained in relation to production planning and construction, including O&M manuals issued by contractors and CDM related documentation. You will also ensure that all collections management records relating to object installation and decant are updated.
* You will be responsible for updating the Long-Term Gallery Maintenance Progress Dashboard and chair the quarterly Progress meetings.
* You will ensure that the Workshop & Display team keep any Organisational and Departmental records up to date, carrying out the relevant quarterly management checks.
* You will perform any other general departmental duties including dealing with correspondence, telephone calls and enquiries and assisting with exhibition launches. You will also provide support to the Head of Exhibitions Production and Delivery when required.
* You will advocate and promote the work of the Exhibitions Production Team across IWM.
Travel within the UK will be required from time to time including to other IWM branches. Out of hours and weekend work may be necessary during busy periods, in particular in the run up to exhibition openings. Time off in lieu will be offered to cover this.
For a full person specification which your application will be scored against, please see the attached job description.
Closing date for applications
February 24th 2025, 9:00 AM
Interview Details
Interviews for this post are planned for the week commencing 10th March.
Benefits
The benefits listed below are discretionary and IWM reserves the right, with due notice, to vary or withdraw them at any time. All such benefits apply during the course of your employment only.
* Annual Leave: You'll have 25 days of annual leave, with public holidays on top. After 3 years, this increases to 27 days and after 5 years, you’ll get 30 days.
* Company Group Pension Plan: Our commitment to your financial well-being includes competitive employer contributions to your pension starting at 7% to a maximum of 12%.
* Enhanced Maternity and Paternity Benefits: Celebrate life’s milestones with confidence, knowing that our policies support growing families.
* IWM4me: Tailor your benefits to your unique needs through IWM4me. Access health, protection, and lifestyle benefits at corporate rates, ensuring your holistic well-being.
* Free Sanitary Products: We prioritise your comfort by providing free sanitary products across all our sites.
* Retail Discounts: 25% off IWM Cafes, 20% discount in on-site shops, Benefits hub offering retail discounts to several high street shops (via our EAP provider) and MyActive discounts for health and wellbeing based retail discounts (via IWM4me).
* Free Entry to IWM Air Shows: Witness the thrill of vintage aircraft at our air shows.
* Free Entry to Partner Museums & Galleries: Immerse yourself in art, history, and culture through our reciprocal arrangements with other institutions.
* In-House Training Programmes: Fuel your intellectual curiosity and professional growth through our comprehensive training initiatives.
* Season Ticket Loan Scheme: Simplify your daily commute with our interest-free loan program.
* Cycle 2 Work & Cycle Hire: Promote well-being and environmental consciousness by cycling to work.
* Eye Tests: Money back up to £80 for an eye test and a new pair of glasses.
* Employee Assistance Programme: Access confidential support for personal or work-related challenges.
* Benenden Healthcare & Dental Insurance: Prioritise your health with access to quality healthcare services (subject to terms and conditions).
* Civil Service Sports Club Membership: Opportunity to join and enjoy additional discounts and perks as part of a vibrant community.
* Staff Events and Networks: Join fellow colleagues in social gatherings and events, fostering camaraderie and shared experiences.
…and more!
Ready to embark on this exciting journey with us? Apply now and become part of IWM!
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. This role is subject to:
A basic check, which shows unspent convictions and conditional cautions.
Equal Opportunities and Flexible Working
IWM is committed to a policy of Equal Opportunities. We miss out when people feel IWM isn't for them, and are committed to removing and reducing barriers to make IWM open to everyone. Our Access and Inclusion strategy has been developed to promote openness, equal opportunities to access, inclusivity and encourage diversity in everything that we do, from employment practices, the services we provide to our visitors to the facilities we make available to public.
At IWM we seek to address the need for greater diversity within our workforce as well as the wider museum and heritage sector. In all our practices we embrace diversity and promote equality of opportunity and we welcome applications from suitable candidates of all backgrounds. We value and respect difference and are committed to building an inclusive culture by creating an environment where you can balance a successful career with your commitments and interests outside of work. We believe that you will do your best at work if you have a work/life balance. Some roles lend themselves to flexible options more than others, so if this is important to you please raise this with your recruitment contact, as we are open to discussing agile working opportunities during the hiring process.
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