Patrons Officer

The National Portrait Gallery looks after the world’s greatest collection of portraits. Spanning six centuries, our artworks reveal the inspiring and sometimes surprising personal stories that have shaped and continue to shape a nation – from global icons to local champions, national treasures to unsung heroes.

The role of Patrons Officer is an exciting new opportunity to contribute to the ongoing success of the Gallery and the growth of a dynamic Patrons programme. The Patrons group is an important, dynamic community of Gallery supporters and the income raised from their support provides vital funds for a variety of Gallery activity – from the care of our Collection and special displays, to new acquisitions and Learning projects. As a key member of the Gallery’s Individual Giving team, the Patrons Officer is responsible for administering the Gallery’s Patrons’ scheme and Patrons Events programme, providing essential support to the Patrons Manager by enabling the effective cultivation, recruitment and stewardship of new and renewing Patrons.

Reporting to the Patrons Manager, the Patrons Officer is responsible for helping to retain and increase support amongst the Patrons group by planning and ensuring the successful delivery of an enriching events programme. This includes opening night private view parties, out-of-hours curator-led Gallery tours, artist in-conversations, visits to private collections and artists’ studios, as well as national trips.

The role encompasses a wide range of organisational skills and administrative tasks. These include the logistical management of events, tracking accurate guest lists and attendance records, promptly responding to Patron’s enquiries, ensuring a streamlined renewals process, accurate record keeping and income tracking, and writing compelling content for Patron communications. Alongside excellent attention to detail, strong communication and lateral thinking skills, and an enthusiasm for delivering a high-level membership scheme, this role will require proficient use of the Gallery’s CRM system to ensure consistent data management for a successful Patrons pipeline.

A motivated and dynamic self-starter with a passion for visual art, the post holder will enjoy collaborating in an ambitious team and be comfortable managing routine tasks and project-based work independently, being equally enthusiastic about both. With an engaging communication style, excellent writing skills and creative thinking, the post-holder will always aim for the highest standards of donor care for the Gallery’s Patrons community.

Key Accountabilities:

• Exceptional stewardship of Patrons and other Gallery supporters.
• Patrons Events Programme – researching and presenting ideas which appeal to a broad audience of Patrons and link to the Gallery’s Collection and exhibitions, providing accurate, appropriate information on guests for meetings and events, ensuring guest lists are accurate and stored on the database in compliance with GDPR regulations.
• Patron Communications – ensuring Patrons are thanked in a warm and timely manner by an appropriate member of the team, and providing engaging newsletters for Patrons.
• Leading on administration and finance for the Patrons scheme – processing and recording income, ensuring it is reconciled across the Gallery's fundraising and finance databases, managing records on the CRM database, ensuring a high level of attention to detail, ensuring accurate processing of contributions and maintaining excellent financial records.
• Income generation – supporting the Patrons Manager in cultivating support from Patrons, tracking KPIs, and reporting on income raised against target.
• Assisting at wider Gallery Events and acting as an ambassador for the Gallery at all times.
• Promoting sustainable working practices and reducing the environmental impact of the Gallery’s operations in line with its Sustainability Statement.

The above list is indicative but not exhaustive. As such, in addition to the key accountabilities and responsibilities listed the post holder may be required to perform other duties commensurate with the scope and/or level of the role.

Key Experience, Skills and Criteria:

Essential

• Proven interest in the arts and fundraising
• Experience of contributing to reaching income targets, preferably through individual giving
• Demonstrable administrative experience, preferably within a fundraising team
• Proficiency when using databases, especially CRM systems (e.g. Tessitura)
• Proficiency working with standard business software including MS Office applications (Word, Excel, Outlook, PowerPoint)
• Experience of undertaking the processing of data and financial administration
• Experience of event management and logistical planning
• Experience of working in customer service and a strong commitment to customer care

Desirable

• Experience of, and an empathy with, working within the not-for-profit cultural and heritage sector in the UK
• Good knowledge of tax issues, Gift Aid and GDPR in relation to membership schemes
• Marketing through social media
• Educated to degree level or with equivalent experience

Skills and Attributes

• Exceptional written and verbal communication and interpersonal skills, and the ability to deal diplomatically with complex enquiries from a range of stakeholders
• Excellent organisational and time management skills, with the ability to prioritise workload independently, develop effective processes and systems, and deal with several projects simultaneously and under pressure
• A confident, professional and flexible approach to work, with the ability to keep up to date with demanding administration
• Meticulous attention to detail, in particular with regard to data inputting and processing
• A resilient and collaborative team player with a positive and enabling attitude
• A high level of personal drive with the ability to work independently as well as collaboratively with colleagues within the Development Department and across the Gallery
• Demonstrates passion and approaches all work in an enthusiastic manner

Other

• A strong commitment to equality and diversity with the ability to balance differing needs
• Keen interest in the mission and purpose of the National Portrait Gallery