Project Manager – Exhibitions & Visitor Experience

The role has responsibility for the coordination and delivery of priority projects to raise the quality of visitor experience across IWM branches in order to ensure that all visitors receive the quality experience they expect during every aspect of their visit. These include supporting the Visitor Experience Team in improving visitor welcome, wayfinding and accessibility whilst leading the delivery of upgrades to existing galleries including exhibition AV.

This role will ensure these ambitious changes are managed as a programme of activity and will coordinate the multiple connections and impacts across departments. The Project Manager will oversee fee paid staff, external contractors and consultants as well as close liaison with internal teams.

The Project Manager will provide holistic and high-quality project management and be responsible the project programme, budget and risk register to ensure that work is completed on time, within budget and to the highest possible standard.

This post will be a critical member of the team in ensuring that project progress is reviewed regularly with the senior team, and in flagging risks through the Gallery Improvement Group and the Visitor Experience Board.

Your duties will include:


Programme and Project Management:

Responsible for producing the initial project programme, budget and risk register. You will review progress on these throughout the project lifetime, flagging risks to the senior team as required.
Schedule all project meetings, key sign off presentations, chair meetings and produce minutes. Ensure that project progress is reported effectively to the wider delivery team and other stakeholders across IWM.
Work with the Exhibition Production Manager and Exhibitions & Interpretation Managers to develop construction and installation programmes, in line with the master programme.
Coordinate internal input to projects, both within the Exhibitions and Visitor Experience teams and from other IWM departments, e.g. Collections Management, Facilities Management, AV, IT teams.
Ensure that the correct project management documents are produced for each project and that these are kept up to date.
Work closely with the Head of Visitor Experience and their team to ensure that all work fits within the Visitor Experience strategy.

Financial and Resource Management:

Maintain an overview of all project budgets, ensuring budget spreadsheets are up to date and contributing to quarterly budget forecasting.
Allocate and manage or delegate individual project budgets and resources, flagging any budgetary deviations or resourcing issues within the risk register.
Ensure projects are appropriately staffed by internal teams or external support including contractors, consultants and fee paid staff.

Procurement and Contract Management:

Prepare and analyse tenders in line with IWM procurement procedures for the appointment of contractors, consultants and advisors. You will be responsible for managing these contracts, or for delegating or supporting others to do so.
Manage fit-out or specialist contractors on site, schedule their work and chair site meetings. You will act as the interface between the Exhibitions department and Visitor Experience team and internal and external designers, and contractors.

Health & Safety:

Obtain and submit necessary risk assessments and method statements for projects and submit Permit to Work requests.
Produce and review risk assessments on the Museum’s on-line risk assessment register
Oversee health and safety matters relating to projects and CDM (Construction, Design & Management regulations) where required. This will require liaison with Facilities Management and the local authority’s building control and conservation officers.

Records:

Ensure that a complete record of each project is maintained, including Operations & Maintenance manuals issued by contractors and reports from consultants. You will also ensure that all records relating to objects have been updated on the Museum’s collection management system, Axiell.

General:

Perform any other general departmental duties including dealing with correspondence, telephone calls and enquiries and assisting with exhibition launches.

Travel within the UK will be required, including to other IWM branches. Out of hours and weekend work may be necessary during busy periods, in particular in the run up to project launches. Time off in lieu will be offered to cover this.

This job description is not all encompassing. Over time the emphasis of the job may change without changing the general character of the job. Your duties may be reviewed from time to time and revised and updated in consultation with you to reflect appropriate changes.

For a full list of duties and the person specification (which your application will be marked against) please view the Job Description on the IWM Jobs website.

Museum Website: https://www.iwm.org.uk/jobs