Project Editor

Salary £30,194.00 per annum
Full time - 40 hours and 5 days per week.
22 months FTC
Role Purpose:

The National Portrait Gallery’s award-winning publishing programme comprises a wide range of books, catalogues and paper products. Publishing sits within the Commercial Department, which generates income for the Gallery and also includes Retail, Buying, Catering, and Rights & Images.

The Project Editor manages a number of titles from across the Gallery’s publishing programme, from conception to publication.

Key Accountabilities:

Editorial

• Project manage and edit an agreed number of titles each year, to agreed schedules, budgets and specifications, as directed by the Publishing Manager.
• Liaise directly with authors to ensure that their texts are written in a style appropriate for the audience, that meets the agreed criteria and schedule.
• Copy-edit and proofread texts for publications, paper products, digital projects, sales material and merchandise to ensure they are published without typographical and grammatical errors and adhere to house style, contracting freelancers as necessary.
• Contribute to keeping Publishing’s house style document up to date, in consultation with the Publishing Manager.
• Research pictures, and liaise with the Rights & Images team in securing suitable high-resolution scans for images and ensure that copyright and reproduction rights are cleared on time and within budget.
• Write cover texts and copy for advance information sheets (AIs), sales catalogues and other sales materials.

Project Management

• Contribute to new proposals, suggesting concepts, structures, formats and contributors alongside the Publishing Manager, Commercial Director and other Gallery colleagues.
• Project-manage the Gallery’s reprint titles, updating content, re-jacketing where necessary, and publishing them to agreed schedules and budgets.
• Construct, monitor and update schedules to meet publication dates in liaison with the Publishing team and other Gallery colleagues.
• Establish, update and closely monitor project budgets, maintaining accurate spreadsheets and immediately alerting the Publishing Manager to any unforeseen expenditure.
• Manage authors and contributors (both internal and external), designers, project-editors, copy-editors, proofreaders, indexers, illustrators, external readers and other freelance contacts, formalising contracts or Letters of Agreement, as required.
• Ensure all text, images, designs and final page proofs are signed off by the Publishing Manager and Commercial Director.
• Liaise with co-publishers on the editorial and design aspects of co-editions, co-publications and children’s titles, according to contracts.
• Contribute information for sales and marketing as required, and share ideas about how to promote publications.
• Ensure that final digital and paper files are archived for every project.

Design and Production

• Work with the Publishing team on the development of specifications, appropriate formats and designs for each publication, including presenting at interdepartmental meetings.
• Manage the design and layout of each book according to the publication design brief and the Gallery’s design guidelines. Liaise with other Gallery departments on content, design and approval of page layouts and covers.
• Prepare projects for handover to the Production Controller, with clear spreadsheets, instructions, and clearly numbered originals and files.
• Work with the Production Controller to ensure the highest standards and accuracy of colour reproduction, liaising as appropriate and at every stage with Gallery staff and stakeholders.
• Approve colour proofs, print ready pdfs, page proofs and plotter proofs with the Publishing team and Gallery colleagues.

Design and Production General office tasks

• Ensure that clear and efficient filing and other systems are maintained for all budgets, schedules, invoices, correspondence, data, fonts, barcodes, proofs and copyright and reproduction fee negotiations, so that other members of Publishing can access them easily.
• 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 Criteria for Success 

After 6 months in post, the successful candidate will have:

• Established good professional relationships with colleagues in the Publications team and across the Gallery, and with authors and freelancers
• Developed a good understanding of departmental systems and procedures and how these relate to systems and procedures in the wider Gallery
• Demonstrated excellent project-management skills
• Demonstrated excellent skills in copy-editing and proofreading text, and a thorough knowledge of the Gallery’s editorial house style

Key Experience, Skills and Criteria:

Skills and Attributes

• Educated to degree level in a relevant discipline or equivalent, such as copy editing and proofreading training from a recognised institute.
• Substantial experience of project-editing illustrated books, with a good knowledge of the publication process.
• Experience in using Microsoft Word, Excel and Adobe InDesign.
• Excellent editorial skills. The post holder must be able to copy-edit, condense, adapt, summarise, rewrite and restructure text.
• Proven ability to manage multiple projects, with competing priorities, and the ability to work calmly under pressure to meet deadlines.
• Familiarity with the commissioning process and author contracts.
• Budget management skills and commercial acumen.
• Able to work quickly and accurately with meticulous attention to detail.
• Excellent written and verbal communication skills.

Desirable

• Experience in using Adobe Photoshop and Bridge.
• Experience of working on art books.
• An understanding of print and production processes.
• Practical experience of picture research.
• Previous experience of working within a museum or gallery.

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 and building its relevance for contemporary audiences, and in the long-term success and development of the Gallery.
• The post is subject to a Basic Disclosure and Barring Service (DBS) check.

We offer a competitive benefits package, including:

• Generous pension scheme
• 27 days annual leave allowance, in addition to bank holidays
• Interest free season ticket and bicycle loans
• Rental deposit scheme
• Membership of the Civil Service Sports & Leisure club
• Access to independent, low cost healthcare schemes
• Employee assistance programme
• Free entry to many UK museums, galleries and exhibitions
• Staff discounts on purchases in online shop
• Professional & personal development opportunities

Closing date for returned applications is 9:00am on Monday 19th February 2024. 

First round interviews will take place on the w/c 26th February 2024. 

Please indicate on the notes section of your application form, if you will be unable to make these dates.
We are committed to the employment and development of disabled people. When assessing and shortlisting our candidate pool for interviews, we are committed to removing any bias through our process to ensure all individuals with a disability are included. To be invited to the interview stage, you must show through your application that you meet the minimum criteria and/or the desirable skills required for the role. If you tell us that you have a disability we can make reasonable adjustments at interview, and, if you join us, to your work arrangements.