NPG - Director of Estates Operations



Established in 1856, the aim of the National Portrait Gallery London is ‘to promote through the medium of portraits the appreciation and understanding of the men and women who have made and are making British history and culture, and to promote the appreciation and understanding of portraiture in all media’. Founded on the principle that the paintings on display should reflect the status of the sitter, not the artist, the Gallery has collected the likenesses of famous people in British history. Today, the Gallery holds the most extensive collection of portraits in the world, and, as one of the country’s premier visitor attractions, draws more than 2 million visits each year.

The Primary Collection of paintings, sculptures, miniatures, drawings, prints and photographs contains some 11,100 portraits. Of these more than 4,150 are paintings, sculptures and miniatures, nearly 60% of which are regularly displayed at the National Portrait Gallery or elsewhere, including several houses managed by the National Trust. In addition, there are some 6,800 works on paper, shown on a rotating basis of about 300 items a year. The Gallery is always keen to find new ways to share the Collection through the National Programmes as well as through their website. Like other national museums, the Gallery is supported both by the government and increasingly by a large number of individuals, companies, trusts and foundations, as well as by the receipts from ticketed exhibitions, retail, catering, and events. The Gallery aims to bring history to life through its extensive display, exhibition, research, learning, outreach, pub- lishing and digital programmes. These allow the Gallery to stimulate debate and to address questions of biography, diversity and fame which lie at the heart of issues of identity and achievement. The Gallery strives to be the foremost centre for the study of and research into portraiture, as well as making its work and activities of interest to as wide a range of visitors as possible. For further information visit


The Inspiring People project would therefore be a combination of building improvements and other programme and service based projects. • Transforming the interpretation and experience of its • collections • Working with a new network of partners • Developing the National Portrait Gallery into a dynamic • centre for learning in London that will also serve as a national hub for sharing ideas and expertise about portraiture • Creating an on‐line portrait resource that will offer • unparalleled levels of insight and access for all users – both in the UK and across the world • Physically opening up the Gallery building to make the • Collection more visible, accessible and welcoming The full corporate plan for 2015-2018 can be provided upon request.

The Gallery has experienced a steady and consistent increase in visitor numbers from 1.8 million five years ago to around 2 million in each of the last three years. The significant successes that prompted this increase in visitor numbers have identified limitations to future growth caused by a lack of resources in certain areas. This included the need for a fit for purpose Learning Centre, the ability to extend the national programme to reach more people across the UK, a website that does not best reflect the Collection or provide deeper information about portraiture and the need for a more consistent standard of interpretation across the galleries. It is clear that the Gallery needs to transform its building and operations if it is to accommodate the rising demand in a sustainable way, enhance the visitors’ experience and their ability to engage with the Gallery’s collections. In response, the Gallery has created a masterplan, in its new strategic Inspiring People project, for an updated presentation of the Collection; an enhanced national partnership and local activity programme that would build on the clear and growing public interest in the work of the National Portrait Gallery, as well as a feasibility study for a refurbished and revitalised building that could support this vision.


Job Title

Director of Estates and Operations


National Portrait Gallery, St Martin’s Place, London

Reports to


Direct report

Head of Operations, Head of Information Technology, Engineering Manager, Projects Manager (Buildings and Resources)

Purpose of the post Reporting to the Gallery’s Director, the Director of estates and Operations is an important member of the Gallery’s Senior Team and responsible for the delivery of a customer centred and cost effective estates management service that serves the Gallery’s strategic and operational priorities. In particular, this role is responsible for setting the strategy for and leading a number of key functions within the Gallery, including Visitor Services, Security, Engineering, Facilities and Building Project Management, and Information Technology. With an annual budget of £5 million the Director of Estates and Operations is also responsible for ensuring a strong focus and prioritising activities to achieve the Gallery’s Corporate Plan and Strategic Business Plan outcomes within these areas of responsibility.


Main Objectives • Lead the Operations, Engineering and IT teams, ensuring that there is clear prioritisation of work and good internal communication at all times. • Focus on efficiency, innovation, careful stewardship and accountability in the use of the Gallery’s resources. • Lead on and project manage the effective and efficient delivery of the planned programme of building works included in the Inspiring People project. • Contribute to discussions at Planning Team and Senior Management Team meetings to ensure the efficient delivery of the Gallery’s Corporate and Strategic Business Plans and annual budgets, promoting efficient and effective use of resources, high quality decision-making and a commitment to strategic and business plan actions at all times. • Plan the overall budget for buildings work in an important Grade 1 listed building and the cycle of renewals as well as the preparation of all relevant material and budgets for the Gallery’s Corporate Plan. • Be committed to the Gallery’s vision and objectives and be an ambassador for the Gallery with other institutions through professional links and through ensuring the best possible presentation of the Gallery’s building spaces to the public.

Key Criteria for Success After 12 months in post, the successful candidate will have: • Developed a full and robust understanding of how the Gallery operates. • Established credibility with senior staff across the Gallery and with external stakeholders through the development of strong professional relationships. • Lead the Operations, Engineering IT and Project Planning teams towards the successful achievement of their objectives and annual budgets. • Progressed work on the development of an architectural scheme for building renewal. • Progressed work with the Inspiring People project team(s) on strategic operational plans in relation to the proposed capital campaign. • Reviewed, fine-tuned and delivered the Gallery’s estate strategy. • Put in place a consistent operational delivery strategy across the department that supports both the Galley as a whole and the department. • Increased awareness of the importance of immaculate visitor service and best possible presentation of the Gallery’s building spaces to the public, within the department and across the Gallery.


Inspiring People Project The National Portrait Gallery receives over 2 million visits per year and in addressing its needs and priorities for the future the Gallery is now in the planning stages of an exciting programme of renewal, refurbishment, re-display and improvement through its Inspiring People project. The Director of Estates and Operations has key responsibilities to ensure the success of this programme of building works. Main duties include: • Liaise with architects, advisors, consultants and engineers in the development of an architectural scheme for building renewal. • Work closely with the Director, Deputy Director and other senior colleagues on strategic operational plans in relation to the proposed capital campaign (HLF bid is in progress and being led by the Senior Trust Fundraising Manager). • Attend Inspiring People Project Planning meetings as necessary and advise planning group(s) on estates strategy. • Contribute to the application process to the Heritage Lottery Fund, being submitted in December 2016, and other fundraising initiatives as appropriate. • Manage the tendering process for the project team and project architects within an understanding of the OJEU process. • Ensure the Gallery’s conservation and buildings plans are fit for purpose.

Strategic • Produce, review and deliver the Estates and Operations department’s business plan and ensure its successful implementation, sustainability and progression. • Work closely with the Director and Deputy Director to review, deliver and continuously develop the existing estates strategy for the Gallery and planning for major/ capital projects. • Lead on and continuously develop a consistent operational delivery strategy across the department that supports both the Galley as a whole and the department. • Support the Head of Operations to ensure a robust strategy is in place to deal with differing threat and risk levels. • Represent the Estates and Operations department on the Planning Team and Senior Management Teams, and contribute to the Gallery’s Corporate and Strategic Business Plans, including the Inspiring People Project Plan to set and deliver the Gallery’s future objectives in a sustainable manner. • Work closely with senior colleagues in other departments, including Exhibitions, Trading, Communications and Development, Collections, HR and Finance to ensure that the Estates and Operations department contributes fully to, and underpins, the Gallery’s wider programmes and activities.


Estates and Buildings Management • Ensure that the Gallery’s Grade 1 buildings and buildings services meet the organisation’s strategic and operational requirements in terms of functionality, use of space and visitor expectations. • Plan and manage major building works, including the appointment and liaison with consultants, co-ordination of briefings, contract and cost control and ensuring technical specifications meet the highest standards. • Oversee the project management of exhibition builds, special projects and minor building works. • Ensure the effective administration of the Gallery’s estate including rent agreements, rates, cleaning maintenance and utilities as well as leading on sustainability and resource efficiency planning. • Oversee the effective procurement and management of estates contracts ensuring compliance with EU standards, quality and value for money. • Ensure the Gallery’s Health and Safety policy and procedure meet legislative requirements. Ensure effective arrangements exist for staff training in health, safety and security matters. • Work closely with the Director of Exhibitions and Collections on projects that evolve from the Gallery’s very busy programme of displays and exhibitions, and together ensure the successful planning and delivery of these projects lead by the Projects Manager (Buildings and Resources). Visitor Services & Security • Ensure the Visitor Services team (circa 120 staff) delivers the highest standard of visitor care through evaluation and adjustment of staffing needs and by ensuring effective performance management systems and monitoring. • Refer to and work closely with the Deputy Director on maintaining and continuously improving standards of service for public facing services and presentation. • Develop and maintain the Gallery’s security policy and systems, keeping abreast of best practice and relevant Government and Police advice. Ensure the Security team offer a high quality service at all times to fulfil the Gallery’s needs. • Ensure adequate and up to date business continuity planning and emergency response training for the Gallery as a whole. • Ensure that operational management and systems standards are communicated to all Gallery staff. IT • Ensure that the Gallery’s strategy for the development and best use of IT systems meets the needs of the organisation’s strategic and operational requirements in terms of reliability, effectiveness and value for money. • Undertake regular communication with the Senior Management Team as appropriate on operational and database matters across the Gallery. • Work closely with the Head of Information Technology and liaise with the Director of Finance and Planning regarding the development of new systems for the Gallery.


Financial Management • Be responsible for the overall financial management and staffing of the Estates and Operations department. Manage resources and relevant budgets to ensure that maximum value is delivered. • Support the Heads of Operations, Head of IT and Engineering Manager in setting, controlling and monitoring the department’s annual budgets. • Provide the Director and other senior colleagues with regular and effective financial performance reports, including agreed key performance indicators. Staff Management • Line manage the Head of Operations, Head of IT, Engineering Manager as well as the Projects Manager (Buildings and Resources). Undertake performance reviews, identifying key projects and tasks to be progressed. • In conjunction with the Director of Exhibitions and Collections, oversee the work of the Projects Manager (Buildings and Resources), delegating tasks and providing input, support and advise on project and budget related matters as appropriate. The Project Manager role sits within in the Estates and Operations department but has a dotted line report to the Director of Exhibitions and Collections as communications between the two teams is vital. • Work with the Head of Heads of Operations, Head of IT, Engineering Manager and Projects Manager (Buildings and Resources) to develop and implement practices that encourage cross-team working and engender a culture of knowledge-sharing, maximising potential and creating opportunities for skills transfer in order to allow opportunities for personal and professional development and leverage employees to their maximum potential. This is not, however, an exhaustive list of duties and the Gallery’s management may, at any time, allocate other tasks which are of a similar nature or level.


Essential • Educated to degree level (or equivalent). • A relevant professional qualification (Engineering, Surveying, Project Management or Architectural). • Substantial experience of managing and developing a high profile and complex building and facilities within a museum, large visitor attraction or similar organisation. • Demonstrable strategic planning and extensive budget management experience, and confidence in working towards demanding targets. • Proven experience of working with and leading strategy and policy developments (together with other senior management colleagues) in an equivalent sized, multi-department organisation. • Executive team leadership and management experience, encouraging and supporting the development and contribution of others. • Proven experience and a good practical knowledge and understanding of fire and health and safety procedures and best practice, including emergency responses and business continuity planning. • Experience with and awareness of the impact of current and proposed relevant legislation and government policy. • High level of proficiency working with standard business software including MS Office applications (Word, Excel, Outlook, PowerPoint). • Understanding and awareness of the developments within the information technology sector in particular in relation to IT processes, support systems and services, and integration of different systems. Desirable • Experience of working on capital campaigns. • Experience of managing a Grade 1 listed building. • Experience of, or empathy with, the cultural and heritage sector. • Knowledge or appreciation of the visual arts. Skills and Attributes • Demonstrable ability to plan, lead and deliver projects of varying size and timescale. • Solutions orientated approach to problems, with the ability to make things happen and work at both the strategic and tactical level. • Proven ability to create a vision to bring about change and influence the behaviour of others. • Excellent communication and interpersonal skills, in particular the ability to liaise effectively within the department but also with all other Gallery departments and with other museums and galleries and external organisations, including government departments and private sector companies. • Highly developed organisational and multi-tasking skills, and the ability to deal efficiently and diplomatically with complex tasks and enquiries at all times and under pressure. • A resilient and collaborative team player with a confident, authoritative and approachable manner. • Good judgement and meticulous attention to detail. Other • Flexibility with regard to working hours will be necessary, including an occasional need to be on site during building works. • All staff are expected to be enterprising and maximise opportunities for income generation in the Gallery. • A commitment to, and interest in, the museums and galleries sector.

Providian House 16 - 18 Monument Street London EC3R 8AJ Tel 020 7868 5038

Regal House 70 London Road Twickenham TW1 3QS Tel 020 8892 0115

111 Piccadilly Manchester M1 2HY Tel 0161 638 0936

Page 1 Page 2 Page 3 Page 4 Page 5 Page 6 Page 7 Page 8 Page 9 Page 10

Made with FlippingBook - Online catalogs