The post will provide administrative support to the Photographic Studio and Picture Library which creates and supplies images for a wide range of internal and external clients. The post holder will need to have a flexible and adaptable approach to their work and will work with colleagues across the team and museum.

Role purpose:

To coordinate the studios daily workflow, liaising widely across the museum in order to ensure that requests are fulfilled to deadline.  You will be part of a photographic team providing a comprehensive service within the Museum. 

This role will be based in our purpose built studios at the Prince Phillip Maritime Collections Centre at Kidbrooke.

Reporting to: Senior Manager: Photographic Studio and Image Sales

Main Duties:

Administrative 

• Provide full administration support to the team
• Monitoring daily workflow for the Photographic Studio and Picture Library and Digital Darkroom ensuring that priority orders are flagged and processed accordingly
• Scheduling photographic orders and arranging photographic shoots into the diary including allocation to appropriate team member(s) and monitoring the progress
• Ensure that staff are aware and adhere to the People Photography Policy, permission forms and data protection guidelines including the secure electronic storage of forms
• Ensure staff are aware and adhere to the Intellectual Property and Image Use Policies
• Advising line manager and museum staff of any potential problems with workflow and fulfilment
• Handling and answering general telephone and e-mail enquiries
• Liaising with curators, conservators, exhibitions and collections management teams etc. regarding digitisation requests 
• Arranging, requesting and monitoring object movement to and from the studio using CMS for all digitisation project requests including, exhibitions, publishing and picture library orders.
• Liaising with conservation on the condition of objects prior to photography and monitoring work is completed prior to photography
• Liaise with freelancers which includes; booking, briefing, quality control of images and uploading images to server
• Organising weekly team meetings, coordinating and distributing agendas, and following up on actions

Image and Data Management

• Maintaining a departmental workflow spreadsheet ensuring it is up to date and orders are completed to deadline
• Cataloguing and linking images into the CMS and ensuring it is up to date on a weekly basis and attending user group meetings as requested
• Identify copyright status and clearance of objects and images prior to digitisation, creating and updating copyright data via CMS
• Archiving of documents into TRIM
• Filing and retrieval of hard copies of images in the archive
• Recording sick absence, TOIL and annual leave for the department and forwarding weekly returns to HR

Additional duties

• Coordinating Photographic Studio office volunteers, arrange inductions and appropriate training and monitor work
• Responsible for RMG Photographic Studio Twitter account content tweets and blogs
• Raise purchase orders and check invoices on the museum  financial system and process all data relating to orders and expenditure

Skills and Experience:

Essential

• Proven administrative experience

• Excellent communication and interpersonal skills and ability to work as part of a committed team
• Good working knowledge of operating systems including Mac OS and PC platforms, experience in Microsoft Office (Word, Excel and PowerPoint).
• Educated to A level standard or equivalent

• Organised and able to prioritise a varied and demanding workload
• Flexibility and initiative in managing workflow to meet deadlines
• Ability to work well under pressure

• Numerate with excellent  attention to detail
• Consistent, accurate and meticulous

Desirable

• Knowledge and experience of using  Photoshop
• Sound knowledge of copyright and Intellectual Property

Terms and Conditions:

Net working hours (i.e. excluding 1 hour per day in rest breaks) will be 36 hours per week, core hours Monday to Friday 9.00am to 5.00pm with an additional hour to be worked in agreement with line management.

February 2018