NATIONAL PORTRAIT GALLERY

MembershipAssistant

The National Portrait Gallery has enjoyed considerable growth and success in recent years. With over 2 million visitors and a hugely popular web site, the Gallery is engaged in a wide range of activities from major special exhibitions to a variety of learning and access programmes, from publishing and research to the care and cataloguing of the collections. We are a grant-aided body but we also rely heavily on our commercial and fund-raising activities from our retail and commercial picture library services to a substantial programme of sponsorship, marketing and support.

Role Profile

The Membership Assistant will provide support to the Membership team, through the day to day administration of the Gallery’s Membership programmeand Gift Aid scheme.

Reporting to:Patrons’ Events and Membership Officer.

Main Duties

  • To assist with telephone and email queries from prospective and existing Members providing excellent customer service.
  • To administer all benefits promptly and efficiently to individuals who have joined the Gallery’s Membership programmes.
  • To perform mail merges and assist with preparing and mailing Membership cards, event invitations, Gallery literature and other materials.
  • To conduct a variety of tasks to maintain individual’s records including: exporting financial information, running reports, updating event attendees, updating Gift Aid declarations within the Raiser’s Edge database.
  • To carry out a variety of tasks relating toGift Aid processing including coordinating a processing schedule with an external agency, processing and distribution of Gift Aid declarations and timely reporting through the Raiser’s Edge database.
  • To ensure that Data Protection guidelines are adhered to.

This is not, however, an exhaustive list of duties and the Gallery’s management may, at any time, allocate other tasks which are of a similar nature or level.

NATIONAL PORTRAIT GALLERY

Person Specification

Membership Assistant

Qualifications and Experience

  • GCSE English and Mathematics.
  • Twelve months previous experience of office systems.
  • Previous experience of customer service is essential.

Skills

  • Excellent written and verbal communication skills.
  • Proven ability to work on own initiative and as a team member.
  • Computer literate with word processing and ability to use database systems proficiently, experience of the Raiser’s Edge database is desirable.
  • Meticulous attention to detail.
  • Some knowledge of tax issues and Gift Aid in relation to membership schemes is desirable.
  • An understanding of the not for profit sector within the UK.
  • Excellent organisational and time management skills.

Attributes

  • Ability to prioritise.
  • Work and manage a number of tasks simultaneously.
  • Able to work flexibly and under pressure.
  • Able to keep up to date with demanding administration.

Other

  • A commitment to and interest in the museums and galleries sector.
  • An interest in portraits and portraiture.

NATIONAL PORTRAIT GALLERY

Membership Assistant

Details of the post are given below and in the job description. You should take care to show in your application how you can fulfil the requirements of the job.

Term of Appointment

This post is fixed for a period of 2 years.

Hours

Your contracted hours of work are 40 gross (5 days) per week, from Monday to Friday including a lunch break of one hour per day.

Pay

The salary for this post will be £20,637 per annum.

Annual Leave

The annual leave allowance for this post is 25 days per annum.

Place of Work

Most of the work is based in the Gallery at St Martin’s Place, but all staff are required to work at other locations if necessary.

Equality

The Gallery believes in the employment and advancement of people solely on their ability to do the job required. When recruiting people, we will therefore disregard their gender, marital status, race, age, colour, nationality, ethnic origin, religion and sexual orientation. There will be no unfair discrimination on the basis of disability. If you would like to submit your application in a different format we are happy to allow this. Please contact us (telephone: 020 7306 0055 email: ) so that we may discuss suitable alternatives.

Pension

Pension benefits are provided under the Principal Civil Service Pension Scheme (PCSPS).

Probation and Trial Period

All appointments are subject to satisfactory employment and character references and security clearance. There is a probationary period of 1 year for all permanent posts. For fixed term appointments the probationary period may be less than 1 year. The probationary period for this post is1 year.

Data Protection Act

Information provided by you as part of your application will be used in the recruitment process. Any data about you will be held securely with access restricted to those involved in dealing with your application in the recruitment process. Once this process is completed the data relating to unsuccessful applicants will be stored for a maximum of 6 months and then destroyed. If you are the successful candidate, your application form will be retained and form the basis of your personnel record. Information provided by you on the Equal Opportunities Monitoring Form will be used to monitor National Portrait Gallery’s equal opportunities policy and practices. By signing and submitting your completed application form you are giving your consent to your data being stored and processed (if you submit your application by e-mail and the application form is un-signed we will assume that consent by you is given) for the purpose of the recruitment process, equal opportunities monitoring and your personnel record if you are the successful candidate.

Season Tickets

Interest free loans are available for the purchase of a season ticket for travel to work.

Please return your completed application form to:

Personnel at:

Or by post

Mrs Caroline Wynter

Head of Personnel

National Portrait Gallery

2 St Martin’s Place

London

WC2H 0HE

by 9.00am onTuesday, 3 July 2012.

We are expecting to hold interviews onThursday, 12 July, 2012. Please indicate on the form if you will not be available on this date.

If you are delivering your application by hand, please take it to the reception desk at 39-45 Orange Street.

To ensure the best possible use of our limited resources we are unable to respond to every application. If you have not had a response to your application by 31 July, 2012please assume that you have been unsuccessful on this occasion.

We would like to thank you for your time and effort in returning your application.