UK ANTARCTIC HERITAGE TRUST ADMINISTRATION ASSISTANT APPLICATION PACK

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1 INTRODUCTION The United Kingdom Antarctic Heritage Trust (UKAHT) is a charity which exists to advance the preservation, enhancement and promotion of Antarctic heritage to engage, inform and inspire a global audience. We are a small team based in Cambridge with responsibility for conserving and managing six historic sites and monuments (HSMs) on the Antarctic Peninsula. Port Lockroy is our flagship site, welcoming circa 18,000 visitors each season and is the most visited site in Antarctica. Port Lockroy recently featured in a BBC Natural World documentary, Penguin Post Office. In addition to our heritage conservation work in Antarctica we have an active programme in the UK. We have a membership scheme The Friends of Antarctica which we are looking to develop and we support a range of organisations in the UK and abroad to either look after British Antarctic heritage or engage the public with it. We also have a growing programme of public and educational events and activities aimed at engaging new audiences with our Antarctic story. We have a trading subsidiary Antarctic Heritage Ltd which handles our trading activity our retail operation in Port Lockroy and an online shop - and this currently provides the bulk of our income. We are seeking an to support the whole team in all aspects of our work and to ensure the smooth running of our office. We are a small team, so, on occasion you will be required to support other areas of our work, such as supporting our Antarctic Operations team, making this unique role both stimulating and rewarding.

2 ABOUT THE UK ANTARCTIC HERITAGE TRUST OUR MISSION We exist to advance the preservation, enhancement and promotion of Antarctic heritage to engage, inform and inspire a global audience. OUR VISION Our work will ensure that the legacy of the pioneers of British Antarctic science and exploration is preserved in perpetuity to be enjoyed and valued by a global audience. We actively manage the physical heritage of human endeavour in Antarctica through a sustainable conservation programme and use the stories they hold to inspire people to discover, enjoy and respect our Antarctic history. OUR VALUES We collaborate with stakeholders and partners to achieve our aims. We are innovative and enthusiastic in our work to engage and inspire. Teamwork We are ambitious and influential; recognised for our expertise, high standards and professionalism. Inspiring Quality We use our resources effectively, responsibly and safely to achieve the best outcomes. Responsible Integrity We are reliable and conduct ourselves in an open and transparent manner.

3 OUR STRATEGIC AIMS 1. Preserving and enhancing the unique physical heritage of human endeavour in Antarctica to the highest standards, in the UK, in Antarctica and beyond. 2. Inspiring people to pursue a lifelong engagement with the legacy of the pioneers of British Antarctic science and exploration. 3. Securing a Sustainable future for the Trust and the work we do. OUR PROGRAMME PRIORITIES 1. The Antarctic buildings and artefacts in our care or supported by us will be safeguarded and preserved for future generations to internationally-recognised standards. 2. We will deliver an efficient and safe Antarctic operation resulting in high quality visitor experiences at our heritage sites on the Antarctic Peninsula. 3. We will grow our audience and extend our reach through delivering or supporting a range of innovative programmes to engage people of all ages with Antarctic heritage. 4. We will be a resource for anyone interested in Antarctic heritage, particularly focussing on Friends of Antarctica. 5. We will be financially secure through diverse income streams and maximising our income potential. 6. We will enable other organisations to achieve our aims to preserve Antarctic heritage and engage more people with it through an active grants programme. 7. We will run a successful, secure and highly valued charitable organisation and subsidiary trading company through good governance and management.

4 THE ROLE Job Title: Reporting to: Job Role: Administration Manager To provide proactive support for the whole team, carrying out a wide range of office administration and team support tasks. The post holder will be an integral part of the UKAHT team and will have the ambition to make a major contribution to the efficiency and success of the Trust. Responsibilities: To support the Chief Executive and the Administration Manager with the day to day administrative tasks needed in running a successful charity. To be the first point of contact for all public enquiries, providing exemplary customer service. To manage general office administration including; answering the phone, health and safety, mail, stationery, liaison with BAS staff on office-related matters, meetings and minutes, bookings and handling enquiries. To provide administrative support in finance; raising orders, scanning and processing invoices and liaising with suppliers. Ensuring our online retail activity is running efficiently, monitoring stock levels, dealing with enquiries and liaising with the fulfilment centre. To ensure our retail management system is up to date and its data accurate, including stock takes, orders processing and database updates. To support the Antarctic Operations Team in the recruitment and training of the seasonal teams, preparation and delivery of the Antarctic season, which includes time spent the warehouse, preparing cargo: supplies, equipment and merchandise for transit. To be the key point of contact for membership enquiries, subscription renewals and welcoming new members. To assist the Communications team with keeping the website up to date and any other administrative support tasks. To help deliver successful public events and educational activities in third party venues. To provide the Chief Executive with accurate information and reports as required.

5 To manage the materials held in the warehouse. Work flexibly with colleagues in the wider support of the aims of UKAHT. To undertake all of these with UKAHT values at heart and with a high regard for both Health and Safety and Equal Opportunities. Person Specification: SKILLS ESS DES Excellent communication skills written and verbal Excellent customer service skills High level of attention to detail Excellent IT skills: Office applications, CRM databases, EPoS systems Ability to analyse data and produce concise reports Working knowledge of Xero Driving license KNOWLEDGE ESS DES A good general education A good understanding of office administration A good understanding of basic financial procedures Good IT knowledge; databases, MS Office (especially Excel), website Qualifications and training in office administration including accounts EXPERIENCE ESS DES Experience of working in an office environment Experience of supporting multiple functions Experience of using Customer Relationship Management databases Experience of editing web content Experience of financial operations including purchasing, cash handling BEHAVIOURAL ESS DES Commitment to providing excellent customer service A proactive approach with excellent anticipation and awareness of the needs of the team Flexible and adaptable, enjoys variety and change Ability to work under pressure on a range of competing priorities Committed to health and safety and the promotion of equality Self-motivated and able to work without direct supervision

6 Terms: UKAHT is committed to providing excellent terms and conditions of employment for all employees. Location Salary 19,000 Working Hours Holidays Expenses Benefits Probationary period Notice period The post is based at the UKAHT office in Cambridge: High Cross, Madingley Road, Cambridge, CB3 0ET 37 hours per week, Monday to Friday) We accommodate flexible working with core hours and a minimum of 30 minutes for lunch. You will also be required from time to time to work occasional evening and weekends for which you will be granted time off in lieu. 25 days per year pro rota of paid leave plus the usual public holidays. All reasonable travel costs incurred as part of the role will be reimbursed as per UKAHT policy UKAHT operates a contributory pension scheme into which you will be enrolled. The appointment will be subject to a six month probationary period Upon completion of the probationary period the period of notice will be four weeks by either party.

7 How to apply: Our recruitment and selection process aims to select the applicant whose skills, knowledge and experience best match those set out in the person specification and whose attitude and character fit our culture based on our organisational values. To apply for this post please send us a copy of your CV with a covering letter (no more than two side of A4) which demonstrates how you think you meet the requirements of the role. Please include the names and contact details of two professional referees, one of whom must be your current or most recent line manager. Please return these to jobs@ukaht.org, the deadline for applications is Thursday 18 October at 12pm. Interviews will be held on Wednesday 31st October Any queries about the role may be directed to info@ukaht.org or call