Job Description. Trustees of the Royal Air Force Museum ( the Museum )

Transcription

1 Job Description Job Title: mployer: Responsible to: Direct Reports: Responsible for: xecutive Assistant, London Trustees of the Royal Air Force Museum ( the Museum ) PA to the CO None Providing day to day administrative support to the Senior Leadership Team at the London site PURPOS OF TH ROL: The post holder will: 1. Undertake a wide range of clerical duties and administrative tasks for the Chief Financial Officer, the Director of Public Programmes and the Assistant Director London, as required. 2. Deputise for the Chief xecutive Officer s Personal Assistant as required. 3. Support wider administration activity in the Museum as well as helping to host events, meetings etc. Accountabilities 1. Attend meetings and provide comprehensive minutes in a timely fashion. 2. Undertake word processing, printing, binding, photocopying and filing work. 3. Prepare and/or draft correspondence on behalf of Senior Leadership Team (SLT) members. 4. Accurately proofread documents. 5. Maintain databases and spreadsheets to a high degree of accuracy. 6. Maintain and manage the work diaries of SLT members including making business travel and accommodation arrangements. 1

2 7. Respond to internal and external telephone enquiries on behalf of the Senior Leadership Team. 8. Arrange and manage formal and ad hoc meetings on behalf of SLT members when required to do so (i.e. book rooms, equipment and the catering provision, contact delegates, put together delegate packs, send out agendas/papers, invitations etc) and act as a meeting host (greeting delegates on arrival and responding to their requests for assistance). 9. Provide assistance at Museum events, both on and off site. 10. Cover the Museum s switchboard and post room services, and undertake other general administrative support activities, when required to do so. 11. Act as a Fire Warden. 12. stablish effective working relationships with other Museum staff and all departments 13. Recruit and manage administrative volunteers as required. 14. nsure that risk assessments are in place for administrative activities and that all health and safety requirements are met. Management 1. No formal line management responsibilities. 2. Some management of volunteers may be required. Relationships 1. Work closely with the Chief Financial Officer, the Director of Public Programmes and the Assistant Director London to define and agree how the xecutive Assistant s time will be appropriately apportioned. 2. Work closely with the CO s PA to ensure that all necessary tasks are covered. 3. Maintain a collaborative relationship with the Visitor xperience Administrators and the Access and Learning Administration Officer to ensure that there is adequate cover provided for the Museum s key administrative tasks at all times. 4. Be a champion for volunteering. Administration 1. Maintain appropriate records. 2. Undertake audits and inspections as required. 2

3 3. Manage and administer delegated budgets. 4. nsure that full details of forthcoming VIP visits are communicated to heads of departments and relevant outside organisations. Policies and Procedures 1. Comply with Health & Safety legislation. 2. Adhere to organisational policies and procedures to protect people and the Museum s reputation. 3. Uphold the Museums Association s Code of thics. 4. Support and be proactive in the Museum s invest in the Museum strategic priority, following up and passing on commercial opportunities whenever they arise. Personal Responsibilities 1. Work flexibly as part of a group of administrators, and support colleagues across all departments. 2. Maintain a Personal Development Plan. 3. Act professionally and as an ambassador for the RAF Museum. 4. Pro-actively find ways to continually enhance knowledge and understanding of the RAF Museum. Hours and Physical Conditions 1. This is a full-time position. 2. Hours: Full time 40 hours per week, normally Monday to Friday but including some weekends, Bank Holidays and early/evening work. Hours worked daily can flex to meet business needs. 3. Some cross-site working may be required. This is a description of the job at present. The above is not intended to be a comprehensive list of key responsibilities or duties. Other related duties may be required from time to time. It is the practice of the Museum to periodically review job descriptions and to update them to ensure that duties relate to the job then being performed. It is our aim to reach agreement to reasonable changes following consultation. However, if agreement is not possible the Museum reserves the right to make reasonable changes after consultation. 3

4 PRSON SPCIFICATION CRITRIA STANDARD /D VIDNC Qualifications nglish Language and Mathematics to GCS standard or equivalent Application/Certificates A willingness and ability to hold a First Aid qualification Hold a recognised First Aid qualification D Application/Certificates Work xperience Significant experience as a PA or administrator xperience of working with volunteers D Application/interview xperience of providing admin/pa support to a number of directors and/or senior managers D Application/interview Skills and Knowledge Word processing/typing competency, (both speed and accuracy) An accurate note-taker Proofreading ability Appreciation of what constitutes great customer service Understanding of compliance and duty of care responsibilities in relation to the office environment xcellent communication skills (written and oral) Good level of computer literacy and IT skills including Microsoft Office software, especially Word, xcel, PowerPoint and Outlook Competent at Shorthand D xcellent knowledge of office health & safety good practice, with experience of using systems for checking and monitoring health & safety issues (for example by completing risk assessments) D 4

5 Aptitudes Positive and enthusiastic Interview Professional approach Interview Warm/empathetic Interview A good organiser and planner Interview Good at task prioritisation and time management Interview Resourceful and pro-active Interview Ability to work flexibly Interview ye for detail Interview Takes ownership/responsibility for tasks Interview xcellent telephone manner Interview ssential D Desirable 5