ROYAL NAVY SUBMARINE MUSEUM
TERMS OF REFERENCE FOR RNSM TRUSTEES
DECLARATION OF TRUST DEED
1. The Board of
Trustees is to observe the Declaration of Trust.
MEMBERSHIP
2. The Board of Trustees comprises:
Board The Chairman - appointed under the procedure laid down by OCPA
Flag Officer Submarines - Ex Officio
A representative from Hampshire County Council
An Officer of Gosport Borough Council
A representative from SOCA
Between 5 and 8 other persons appointed under the procedure laid down by the Commissioner of Public Appointments
Advisors The RNSM Legal Advisor
A representative of the Trustees of the RN Museum, Portsmouth
Others The Director Royal Navy Submarine Museum
Trust Secretary - Administrator
A representative from the Society of Friends
The Chairman of the Submarine Giftshop Ltd attends as required.
FREQUENCY OF MEETING
3. The Board will meet 5 times a year, or as required.
RESPONSIBILITIES
4. The Board of Trustees is responsible for:
a. Formulating the policy of the Museum taking into account the advice of the Director.
b. Monitoring the execution of this policy.
c. Approving the Annual Budget as recommended by the RNSM Audit Committee.
d. Approving the Annual Accounts of the Museum and its subsidiary and their forwarding to the Charity Commission, the National Audit Office and the Ministry of Defence (MoD) Sponsoring Department.
e. Monitoring the Museum finances to ensure that all expenditure falls within the objectives of the Museum as laid down in accordance with the Financial Memorandum agreed with the MoD and the Museum’s Deed of Trust.
f. The production of the Annual Report and Annual Return required by the Charity Commission.
g. Delegating authority to sub-committees as, and when, required.
h. Approving the appointment and re-appointment of Trustees.
i. Approving the appointment of the Director.
5. In exercise their responsibilities, Trustees are guided by the Charity Commission guidance on the Responsibilities of Charity Trustees and the Code of Conduct for members of Non Departmental Public Bodies.
PECUNIARY INTERESTS
6. Trustees are to
declare any interests where they, or someone close to them, could make some
personal financial gain as a result of influence on a decision being made, or
any non-pecuniary interests, that could possibly lead to bias in making a
decision.
ROYAL NAVY
SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE POST OF ADMINISTRATOR
PURPOSES
1. Primary Purposes:
a. Act as the Administrator for the Royal Navy Submarine Museum.
b. Act as Personnel and Finance Officer.
2. Secondary Purposes:
a. Provide governance of the trading outlet.
b. Act as Secretary to the RNSM Board of
Trustees and the RNSM Audit Committee.
LINE MANAGER
3. The Administrator:
a. Is accountable to the Director of the RNSM.
b. Has functional authority over the Book Keeper.
c. Has functional authority over the Retail Manager.
PRINCIPAL TASKS
4. Co-ordinate the day to day executive functions of the RNSM. alongwith the Museum Secretary.
5. Be responsible for the Administration budget.
6. Prepare Staff Orders, as required.
7. Edit the Staff Handbook and Site Security Orders.
8. Maintain Petty Cash.
9. Provide administrative and secretarial support for the RNSM Audit Committee.
10. Provide administrative support for the Submarine Giftshop Ltd.
11. Provide administrative and secretarial support for the RNSM Board of Trustees.
12. Oversee the budgetary aspects of the RNSM/Giftshop.
13. Oversee the routine activity of the trading outlet.
14. Produce Budget/Nominal Accounts and ongoing analysis of those accounts.
15. Reconcile Bank Accounts.
16. Operate and maintain Payroll for the Museum and Giftshop
17. Prepare and maintain staff annual assessments and contracts.
18. Carry out Year end routines.
19. Oversee all annual audits
Signature Signature
Date Date
ROYAL NAVY
SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE POST OF KEEPER OF ARCHIVES
PURPOSES
1. Primary Purpose.
a. To document and maintain all written material of the history of the Royal Navy Submarine Service and its people, using recognised preventative conservation methods.
2. Secondary Purposes.
a. To maintain an illustrative research collection of the history of the Submarine
Service for researchers and members of the public.
b. To supervise the work of the volunteers, liaising with the Chairman of the Archive Working Party(AWP).
c. To deputise for the Curator in matters
concerning the object collection.
LINE MANAGER
3. The Keeper of Archives is responsible to the Curator.
PRINCIPAL TASKS
4. Supervise the cataloguing of all written material
5. Supervise the work of volunteers employed to assist with the management of the collection, specifically aiming for a complete catalogue.
6. Process all research enquiries.
7. Manage the Research Centre and Library.
8. Supervise researchers visiting the Research Centre and Library.
9. Manage the archive and paper conservation budget.
Signature Signature
Date Date July 1999
ROYAL NAVY
SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE POST OF BUSINESS SERVICES
MANAGER
PURPOSES
1. Primary Purpose:
a. To act as the public relations and outreach focus of the RNSM, marketing it through the media, advertising and exhibitions.
2. Secondary Purpose:
a. To manage all external PR exhibitions.
b. To act as the Disability Access Officer.
LINE MANAGER
3. The Business Services Manager is:
a. Responsible to the Director.
b. Has functional authority over the Site Supervisor for matters concerning governance of the site.
c. Has functional authority over the Site
Supervisor and in her absence, the Deputy Site Supervisor
for matters concerning Visitor Services and Customer Care.
PRINCIPAL TASKS
4. Responsible for all advertising and marketing activities of the Museum.
5. Co-ordinate the special events programme.
6. Administer all group bookings, in conjunction with the Site Supervisor.
7. Draft in-house Museum information flyers.
8. Provide general Museum information for tourism organisations and the general public.
9. Promote the Museum through the media and other organisations.
11. Organise promotions with companies/organisations.
12. Manage all external PR exhibitions.
13. Supervise work experience students and co-ordinate volunteers.
14. Be responsible for the Information and Marketing budgets.
15. Chair the Disability Advisory Group.
Signature Signature
Date Date
July 1999
ROYAL NAVY
SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE POST OF DIRECTOR
PURPOSES
1. Primary Purpose:
a. Overall management of the Royal Navy Submarine Museum.
2. Secondary Purposes:
a. To act as Accounting Officer in the Museum’s status as an Executive NDPB.
b. To act as Historical Adviser to FOSM and to maintain links between the Museum and the Submarine Service and ex-submarine officers and ratings.
c. To act as Managing Director of the Submarine Giftshop Ltd.
LINE MANAGERS
3. As Museum Director, he is responsible to the Royal Navy Submarine Museum Board of Trustees.
4. As the Accounting Officer of an Executive NDPB, he is responsible to the Permanent Secretary of State at the Ministry of Defence. This responsibility is exercised through the Naval Personnel Secretariat, the Museum’s sponsoring department in the office of the Second Sea Lord.
5. As Managing Director of the Submarine Giftshop Ltd, he is responsible to the Board of Directors of that company.
PRINCIPAL TASKS
6. Advising the Trustees on Museum policy, and effective execution of approved policy.
7. Managing the Museum’s finances with the support and advice of the Finance and Audit Committee. Preparing the annual budget for Trustees’ approval and ensuring that the Museum expenditure is in line with the approved budget. Informing the Trustees if the execution of the approved policy is in danger of leading to financial difficulties. Ensuring that accounting for Grant-in-Aid meets the conditions of the Financial Memorandum and the requirements of Government Accounting Instructions, and that all expenditure is in accordance with the Museum’s objectives as laid down in the Trust Deed.
8. Preparing of the annual Corporate/Management Plan for approval of the Trustees and Sponsor Department.
9. Responsible for recruitment; training and professional development; conditions of employment and pay of staff, submitting annual pay rises for Trustees approval.
10. Developing policy on Education, Disability and Access.
11. Implementing the Health and Safety regulations for the staff and visitors.
12. Maintaining the security, preservation and efficient exhibition of the Collection to the standards set by the Museum and Galleries Commission, seeking professional advice from external authorities where appropriate.
13. Proposing plans for future development of the Museum for Trustee’s approval. Preparing applications for grants to support development projects.
14. Working with the Submarine Centennial Appeal Committee on fund raising activities.
15. Co-ordinating the fulfilment of the Museum’s representational role.
16. Liaison with local authorities and other bodies whose activities concern or affect the Museum and in particular with the other Service Museums.
17. Administering the Submarine Memorial Trust and disbursement to approved charitable causes.
FINANCIAL AUTHORITY
18. Authorising routine payments for items covered by the approved budget.
19. Placing contracts for maintenance and capital projects not exceeding £5,000 in value.
20. Ensuring that a proper procedure is observed for obtaining tenders for maintenance contracts and capital projects exceeding £5,000 in value, advising Trustees on the selection of contractors and informing the Sponsor Department when contracts are to be placed which exceed £25,000.
21. Seeking prior approval by at least two Trustees, one of whom should be the Chairman or a member of the Audit Committee, for all payments exceeding £5,000 which are not covered by budget items and which fall due before the next Trustees’ meeting.
Signed...........................................Director
Signed...........................................Chairman of Trustees July 1999
ROYAL NAVY
SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE POST OF CURATOR
PURPOSES
1. Primary purposes:
a. Manage and direct the Curatorial Department.
b. Implement the RNSM Collection policy and Education policy.
2. Secondary purpose:
b. Act as Deputy Director.
LINE MANAGER
3. The Curator is responsible to the Director.
4. The Curator has functional authority over the Archivist, Keeper of Photographs, Keeper of Artefacts and the Education Officer.
PRINCIPAL TASKS
5. Be responsible overall for Curatorial aspects of the security, preservation, care, development and exhibition of the Collection to appropriate standards.
6. Be responsible for HMS ALLIANCE and HOLLAND 1 including the budgetary aspects.
7. Have specific responsibility for the three dimensional artefacts in the collection, with particular emphasis on the preservation of the large metallic exhibits, and the presentation and interpretation of the remainder of the Collection on display.
8. Advise on the future development and requirements of the Curatorial aspects of the Museum.
9 Plan and implement a strategy for improvements and extension of the Museum’s galleries.
10 Be responsible for the Departmental budget.
11. Be responsible for the training and professional development of departmental subordinates.
12. Deputise for the Director in his absence.
Signature Signature
Date Date July 1999
ROYAL NAVY SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE POST OF MUSEUM ASSISTANT
1. PURPOSE
1.1 To maintain the safety and security of the visitors to the museum site
1.2 To maintain the security of the exhibits in the buildings and on the museum site
1.3 To provide information and assistance to visitors
1.4 To operate a cash till for the selling of tickets
1.5 To operate a cash till for the selling of items in the museum shop
2. LINE MANAGEMENT
2.1 The Museum Assistant is responsible to the Director
2.2 The Museum Assistant is responsible on a day-to-day basis to the Site Supervisors
particularly with reference to shift patterns and leave etc.
3. PRINCIPAL TASKS
3.1 Be fully conversant with the RNSM Security Orders and Health & Safety Policy
3.3 Ensure that all the rules relating to visitors are enforced i.e. no eating, drinking and smoking in the Museum Galleries and the Holland I Gallery etc. This also includes ensuring that reasonable levels of behaviour by visitors are maintained (particularly in respect to the supervision of children).
3.4 To control and oversee the flow of visitors inside the Holland I Gallery in accordance with the environmental limits determined by the Curator or Business Services Manager.
3.5 To have a functional knowledge of text panels and labels in the Museum, Holland I Gallery, Weapons and Diving Displays. Also to be aware of the artefacts on display and their general location.
3.6 Hold a current Red Cross First Aid certificate and deal with any minor medical incidents
3.7 To assist with any security incidents that might arise.
3.8 Report any damage or deterioration to the fabric of the Museum Building/ Holland I Gallery and the rest of the museum site including the collections on display.
3.9 Secure the Museum Building / Holland I Gallery at the end of
the day. November 2002
ROYAL NAVY
SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE POST OF KEEPER OF
PHOTOGRAPHERS
PURPOSES
1. Primary Purpose:
a. To develop and maintain the photographic research collection of the history of the Submarine Service for researchers and the members of the public.
b. To provide photographic research support.
LINE MANAGER
3. The Keeper of Photographs is accountable to the Curator.
PRINCIPAL TASKS
4. Preserve and catalogue the photographic collection, which includes the Glass Negatives, Lantern Slides, Oversize Prints and Album collections.
5. Maintain the donated photographs and negative collections database.
6. Process photographs orders, scan photographs for montages and laser prints.
7. Assist photographic researchers and liaise with outside agencies/family members to obtain new photographic material.
8. Liaise with the AWP on photographic matters.
9. Order and maintain preservation materials for the photographic collection.
10. Be responsible for the photographic budget.
Signature Signature
Date Date
July1999
ROYAL NAVY
SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE POST MUSEUM SECRETARY
1. Primary
Purpose:
a. Act as Secretary for the Museum and the Centennial Appeal.
b. Control Museum correspondence.
2. Secondary Purposes:
a. Perform general office duties, such as Torbay Block Telephonist, Building Officer and Fire Warden.
b. Act as the Point of Contact (POC) for the Submariners Association(SA).
LINE MANAGER
3. The Museum Secretary is responsible to the Director.
PRINCIPAL TASKS
Centennial Appeal Secretary
4. Handling all correspondence for the Centennial Appeal Committee.
5. Producing and maintaining wall charts to:
a. Give information on approaches to potential benefactors, their replies etc.
b. Show
planned major fund-raising events, their organisers and offers of help.
6. Co-ordinating meetings with potential benefactors and making all necessary arrangements for briefings.
7. Co-ordinating regional fund raising activities.
8. Keeping a register of Donations, Covenanted and Gift Aid etc.
8. Arranging Appeal Committee meetings, preparing Agenda, collating supporting papers, taking and issuing Minutes, with a list of follow-up actions.
9. Issuing progress reports to relevant parties as required.
Museum Secretary
10. Prepare the Director’s travel arrangements.
11. Prepare the Conference Room for Director’s Meetings.
12. Prepare and distribute the RNSM Weekly programme including Visitors’ Notification Forms for Director’s visitors.
13. Maintain the Submarine Officers’ Data Base and act as the POC for all Submarine Officers’ enquiries.
14. Assist the Director in running the annual Submarine Officers’ reunion and the biennial Ladies Day.
15. Act as Building Officer liaison with the Fort Blockhouse maintenance staff.
16. Act as Fire Warden for Torbay Block.
17. Assist the President SA by acting as the Museum’s POC for the annual reunion.
18. Control Museum correspondence.
19. Control Museum stationery.
Signature Signature
Date Date
ROYAL NAVY
SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE TECHNICAL SERVICES MANAGER
PURPOSES
1. PRIMARY
PURPOSE
Responsible for the maintenance and upkeep of buildings, mechanical, electrical and communications systems.
a. To act as Health & Safety Officer.
b. To provide IT support.
3. LINE MANAGER
The Technical Services Manager is accountable to the Director.
AUTHORITY
4. The Technical Services Manager has authority over the Site Assistants.
LIAISON
5. The Technical Services Manager is authorised to liase with outside authorities
(e.g. Fire Brigade) in furtherance of his purposes.
PRINCIPAL
TASKS
6. To liase with outside agencies for the upkeep of the Museum buildings
and infrastructure.
7. To implement and maintain a Planned Maintenance Programme for all mechanical and electrical equipment.
8. To oversee defect ratification in accordance with the defect log/planned maintenance programme.
9. To maintain the Capital and Fixed Assets Register.
10. To be responsible for the site costs.
11. To provide IT support for all departments.
12. To implement the Museums IT Policy.
13. To oversee the Museums communication systems.
14. To oversee the Museums communications security policy.
15. To oversee the Museums
Fire/Security Policy.
Signature Signature
Date Date
ROYAL NAVY
SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE TECHNICAL SERVICES ASSISTANT (T.S.A.)
1. PRIMARY
PURPOSE
a. To assist the Technical Services Manager in the upkeep of the Museum, its buildings and infrastructure.
b. To provide Health & Safety cover in accordance with the Museums Health & Safety Policy.
a. To provide routine maintenance and janitorial services.
3. LINE MANAGER
The TSA is accountable to the Technical Services Manager.
PRINCIPAL
TASKS
4. To act as Health & Safety Representative.
5. To assist the Technical Services Manager in carrying out Risk Assessments.
6. To act as duty first aider in accordance with the Museums Health & Safety Policy.
7. To act as fire wardens in accordance with the Museums Health & Safety Policy.
8. To carry out checks in accordance with the planned maintenance schedule.
9. To order, and issue to individual departments domestic supplies and materials.
10. To provide temporary, emergency cover staff in the event of sickness.
11. To provide assistance to all members of staff in the execution of their duties.
12. To provide assistance to members of the public when required.
13. To carry out regular inspections of public areas for cleanliness and to carry out remedial action where required.
14. To assist the duty site supervisor in securing the Museum site at the end of each day.
15. To provide Health & Safety cover for out of hour’s events.
16. To assist in the preparation and dismantling of external events.
ROYAL NAVY
SUBMARINE MUSEUM
PURPOSES
1. Primary Purpose:
a. To give conducted tours of HMS ALLIANCE and the Museum Site.
LINE MANAGER
2. The ALLIANCE Guide is accountable to the Site Supervisor and Deputy Site Supervisor.
PRINCIPAL TASKS
3. To give safe and well informed tours through HMS ALLIANCE.
4. To report any on board defects or irregularities to the Site Manager/Supervisor.
5. To assist in the evacuation of visitors from HMS ALLIANCE and the Site in the event of an emergency.
6. To liase with the Education Officer in respect of the educational content of tours for school groups.
Guides Line Manager
Signature Signature
Date Date
July 2002
ROYAL NAVY SUBMARINE MUSEUM
1. PRIMARY PURPOSE
a. Responsible for the good order of the Museum Site, in particular security
and fire prevention.
2. SECONDARY PURPOSE
a. Collect and secure the moneys from all points, including the Submarine
Giftshop daily.
b.
Liase with the Site Supervisor concerning all aspects for the day- to-
day
smooth running of the site.
LINE
MANAGER
3. The Site Supervisor is:
a. Responsible to the Business Services Manager for the day-to-day smooth
running of the site, and for all matters concerning the governance
of the Site, Visitor Services and Customer Care.
4. The Site Supervisor has authority over all site personnel in respect of Efficient Management, Good Order and Health & Safety.
PRINCIPAL
TASKS
5. Act as the principle Point of Contact to the emergency services during a site evacuation/fire.
6. Supervise an evacuation in the event of an emergency.
7. Attend the weekly planning meeting and brief the staff on the weekly programme. Inform staff of unscheduled events and late bookings as required.
8. Deal with all site enquiries/complaints and lost property.
9. Open and close the Museum site and buildings which includes setting the alarm system.
10. Maintain a watch on the security monitors.
11. Carry out regular rounds of the site, recording incidents/defects in the appropriate logbook.
12. Act as first contact for “out of working hours”.
13. Prepare the monthly rosters for the Guides, Wardens, Ticket Office, Car Park Attendants and Site Shepherds.
14. Prepare the monthly admission statistics.
15. Maintain a diary of all pre-booked groups.
16. Monitor the requirement for additional guides and seasonal staff and liase with the Business Services Manager.
17. Log and secure all moneys received on Site.
18. Maintain the float of change.
19. Counter sign Record of Attendance and Leave Forms.
Signature Signature
Date Date
SUBMARINE
GIFTSHOP LTD
TERMS OF REFERENCE FOR THE POST OF RETAIL MANAGER
PURPOSES
1. Primary Purpose:
a. Manage the Submarine Giftshop.
2. Secondary Purposes:
a. Prepare stock for off site outlets and events.
b. Prepare Mail Order for despatch.
LINE MANAGER
3. The Retail Manager:
a. Is accountable to the Director.
b. Has functional authority over the Giftshop staff.
PRINCIPAL TASKS
4. Meet representatives to discuss/order future stock requirements, taking into account cashflow.
5. Overall control/responsibility of EPOS system, including setting new codes and prices and
stock control.
5a. Check and record all deliveries, entering items on the stock control system.
6. Prepare and display stock to maximise sales.
7. Raise Purchase Requisition Forms when ordering stock.
8. Carry out regular stock taking.
9. Prepare till/ cash up at the start and close of day.
10. Ensure the Giftshop staff are trained to carry out their tasks.
11. Prepare Mail Order for despatch.
12. Ensure the Mail Order Catalogue is accurate.
13. Prepare stock for the outside events, ensure accurate records are maintained.
THE ROYAL NAVY SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE POST OF EDUCATION OFFICER
PURPOSES
1 Primary Purpose:
a. To develop and deliver an education service in accordance with the Museum's Education Policy.
LINE MANAGER
2. The Education Officer is accountable to the Curator/Deputy Director
PRINCIPAL TASKS
3. Maintain and develop a programme of educational services across all areas of the
Museum's activities
4. Develop and maintain resource material for use by teachers (eg packs, images etc.)
5. Deliver a direct teaching/facilitating service for educational group visits.
6. Research and develop science interactives to support the Submarines and Science theme at Key Stage 2 of the National Curriculum.
7. Design and lead training packages for other members of staff and volunteers relating
to the provision of the education service at the Museum.
8. Contribute to the wider interpretation of the Collections.
9. Deliver an outreach service through visiting schools and other education centres.
10. Liaise with the Business Services Manager with respect to the marketing of the
Education Service.
ROYAL NAVY
SUBMARINE MUSEUM
TERMS OF REFERENCE FOR THE KEEPER OF ARTEFACTS
1. PRIMARY
PURPOSE
To provide interpretation and produce exhibitions relating to the artefact collection.
3. LINE MANAGER
The Technical Services Manager is accountable to the Curator
4. PRINCIPAL TASKS
5. To document the artefact collection in accordance with MDA SPECTRUM minimum standards
6. To organise both remedial and preventative conservation measures in accordance with the standards set out in the MLAC Museum Registration Scheme
7. Produce exhibitions permanent and temporary about the artefact collection
8. Research and write interpretative material for the artefact collection
9. Carry out research into the artefact collections
10 Initiate the collecting of new material for the artefact collection.
11 To act as co-ordinator for all environmental monitoring taking place within the Museum
Signature Signature
Date Date