JOB DESCRIPTION

Job Title: Secretarial Assistant – Maternity Cover

Grade: Band 3 point 4 £17,829

Term: 6 Months provisionally with possible extension

Responsible to: Director, Deputy Director

Key internal relationships: Director, Deputy Director, Assistant Directors, Operational Management Team, Senior Management Team

Key external relationships: Visitors, contractors, guests to the Museum

Purpose of Job: The Secretarial Assistant will provide accurate and effective secretarial and administrative support to the Director and Deputy Director ensuring the smooth running of the office, with an absolute focus on excellence and placing the Visitor at the centre of all activities.

1. Secretarial Duties

·  Routine tasks, including typing, generating correspondence, photocopying, scanning, filing, and distribution of internal information.

·  Assist, as and when required with diary management for the Director and Deputy Director’s appointment diaries, organising and managing meetings involving internal and external participants as required.

·  Assist and support with hospitality of guests.

·  Ensure the Complimentary Ticket database is up to date.

·  Handle incoming calls for the Director, Deputy Director, using initiative to deal with matters where possible, taking messages and re-directing calls when necessary.

·  Assist and support with the organisation and maintenance of an accurate filing system in the Director’s Office, both electronically and in hard copy.

·  Update and maintain the information databases as required.

·  To assist with events/launches, visits and functions inside & outside of the Museum.

·  Assist with travel and associated arrangements for the Director & Deputy Director.

2. Customer Feedback

·  Assist with the administration of the Customer Feedback process effectively, in line with agreed targets and quality standards.

·  To assist with responding to feedback from museum visitors, guests and stakeholders by telephone, e-mail and post sensitively, with a focus on delivering the highest possible standards of customer care and being the best possible ambassador for the Museum at all times.

·  To assist with ensuring feedback is investigated, documented and responded to as required.

·  To ensure the Customer Compliments and Complaints Log is kept up to date and prepare information for reporting.

·  To assist with the generation of management data via reports / graphs, as required.

3. General Duties

·  To work as part of the team within the Directors Office with the joint aim of putting the visitor first.

·  Work with colleagues to continually strive to improve the efficiency and effectiveness of the team.

·  Ensuring the general housekeeping of the Directors office is maintained to a high standard, this would also include ensuring the Directors hospitality requirements are met.

·  Comply with all Museum standing orders and management procedures.

·  Carry out all duties in accordance with the Equal Opportunities and the Health and Safety policies in force at the Museum.

·  Undertake such duties as are required from time to time as are commensurate with the grade of the post.

·  To be responsible for ensuring the upkeep of supply of stationery to the office.

·  To carry out any other duties within the level of responsibility as may be determined from time to time.

This post is subject to the Scheme and Conditions of Service of the National Joint Council for Local Authority Services.

Author: RJH

Date: July 2017


PERSON SPECIFICATION

Post: Secretarial Assistant

Criteria / Essential / Method of Assessment
1. Skills &
Knowledge / ·  An understanding and commitment to Beamish and its core purpose/mission
·  Ability to communicate clearly and confidently with a broad range of people
·  Ability to produce letters, reports, etc
·  Ability to organise information
·  Ability to organise filing systems for easy access
·  Excellent interpersonal skills
·  Able to work with the highest attention to detail
·  Used to working in a fast paced environment
·  Able to work on own initiative / ·  Application Form, Interview and Typing Test
2. Experience &
Qualification / ·  Good general education to GCSE or equivalent, including English
·  Excellent verbal and written communication skills, including the ability to draft correspondence such as email responses
·  Proven experience in customer service.
·  Proven experience in word processing skills, including the ability to produce documents with appropriate formatting
·  Fluent user of Microsoft Office 2010 and the Internet
·  Minimum of RSA II Typing or equivalent
·  Proven administrative experience (minimum of 1 year in a similar role)
·  Flexible approach to working hours
·  Willingness to work in locations around the Museum / ·  Application Form, Interview and Typing Test
4. Other
Requirements / ·  Able to meet the travel requirements of the post
·  Enthusiastic “can do” approach
·  To wear costume as allocated / ·  Application Form
·  Interview

Note to applicants:

Please try to show in your application how you specifically meet these requirements.

Author: RJH – July 2017