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A bold, sincere advocate of arts, culture and heritage seeks employment opportunities where current skills can be transformed. Astute, adaptable and calm I poses the stamina and experience needed to work effectively in proactive roles within busy gallery and museum environments. Significant experience in Administration and Office Management roles, as well as Volunteer and Front of House managment, I am confortable and reliable in public facing roles within arts, culture and heritage organisations. My diverse experience has enabled me to yield an impressive range of skills and achievements. In Administrative roles I have successfully consolidated a complete server and IT software and hardware upgrade; in collaboration with department managers I have planned and managed orgainsation wide transitions from manual to more efficient digital systems e.g. recording gallery visitor numbers. In various roles working with artists and not-for-profit orgainsations I have been instrumental in developing was able to developing and implementing various local community focussed intitatives for families, young people and adults with learning difficulties and disabilities. I am happiest in roles where my organisational, administrative and creative skills and experience can be utilised and applied to a varied workload. I am positive, encouraging, enthusiastic and thrive when working in teams to complete objectives; I am equally efficient when working independently. Through my experience I have cultivated exceptional interpersonal skills and exemplify a professional and welcoming manner when engaged in public facing tasks, standing out as a natural ambassador for any employer; these attributes have enabled me to build positive and sustainable relationships within organisations between colleagues, volunteers, trustees, patrons, members and partner organisations. I am a devoted worker ensuring all tasks are completed with diligence. I am a bold and cooperative team player and am able to utilise my sophisticated and friendly interpersonal skills to elevate the working environment to one of greater satisfaction, optimism and efficiency, improving relationships between staff and external partners alike. I’d like to use my existing skills and experience to contribute to the operational efficiency of organisations within the arts, culture and heritage sectors.
As part of the Programme and Events Team I support the Observatory Programmes and Events Manager to plan, deliver, coordinate and host a range of world class education and public programme events on weekdays, weekends and selected evenings throughout the year, with a strong focus on practical problem solving, planning, customer care, safeguarding, administration and communication, liaising with the Science Learning Department, adult and children course and workshop participants, families and informal groups, caterers, schools, admissions and planetarium box office staff. I resolve bookings, admissions and operational issues using my intuitive problem solving skills; manage Observatory Explainers in the set up of events from furniture to technical equipment and materials; trouble shoot technical problems with IT hardware and software; successfully resolve customer complaints; meet and greet clients, collaborators and partners and ensure the safeguarding of minors.
Office Management - Manage the office, devise and maintain office clerical and administrative systems - Organize and distribute weekly staff rotas and weekly diary meetings, circulating brief notes from the meeting to all staff, and ensuring that key organisational dates are in diaries - Assist with the organisation of senior management team diaries with regard to management activities e.g. funding deadlines and meeting schedules - Ensure all staff adhere to the office style manual and understand and use relevant templates correctly - Ensure that out-going post is dispatched daily, including dealing with national and international couriers and their related accounts and the changes to costs and methods of efficient posting - Manage maintenance contracts for, and co-ordinate the repair and servicing of office equipment (e.g. photocopier, fax machine) - Maintain stationery stocks and stock control systems and re-order items as necessary - Organize office recycling - Act as front line staff, answering inquiries by telephone, email, in writing and in person - Provide staff reception/bookshop cover on a rota basis PA Support - Organize and co-ordinate the Director's diary and occasional travel arrangements - Organize the Director's email and post Invigilator, Volunteer and Internship Management - Manage the Volunteer Coordinator to successfully coordinate the Volunteer Front of House Assistants (FOHA) and Invigilator Team Leader rota and recruitment within budget and support induction. - Line manage the Volunteer Coordinator, Volunteers, Invigilator Team Leaders and Interns as appropriate. Manage the Volunteer training scheme across the organization and maximise opportunities for volunteers, interns and work experience students - Ensure CAC remains compliant with any changes in legislation around the use of volunteers Personnel Day to day responsibility for all aspects of personnel and recruitment, including: - Staff contracts and written conditions of employment - Staff Handbooks and records, job descriptions and person specifications - Internal communication systems - Appraisal and performance - Training programmes - Managing holiday and time off in lieu requests - Recruitment of new staff (permanent and casual) including advertisements, shortlisting and interview - Correct maintenance of personnel records for both casual and permanent staff in accordance with the Data Protection Act - Research changes in employment law and updating of systems as a result of such changes - Assisting with the proper induction of new staff and preparation of induction packs, in particular ensure staff are inducted into office systems such as the telephone and style manual Administration - Supporting the Director in her role as Company Secretary, including servicing Trustees meetings and minute taking - Supporting the Deputy Director in their responsibility of ensuring good governance and compliance for the centre, by setting up proper records and systems, updating policies and handbooks and other duties as required - Running the weekly staff meeting including chairing the meeting and distributing notes Finance - Manage the Administration and Training budgets with the Deputy Director, and Volunteer Scheme budget with the Exhibition Organisers IT - Induct staff in the use of the IT system and office software - Act as the main point of contact for the software support in liaison with our IT support company including: - Managing day to day problem solving and queries - Supervision of all upgrades and changes to software requirements - Liaise with the Head of Development, Communications Manager and Deputy Director on the efficient use of the Iris Donor Strategy CRM system - With the Communications Manager, manage the technical aspects of the website including domain hosting, CRM integration, reporting and any related upgrades - Set up and maintain a detailed log of all office equipment with information about warranties and helpline support Archive Monitor - Maintain responsibility for the proper archiving of all the Centre’s records in accordance with the archive policy, ensuring that each department takes responsibility for regular archiving and formal disposal - Respond to archive requests in a timely manner and coordinate visits from interested parties, liaising with relevant departments - Ensuring that all documents are stored safely and properly in accordance with good archiving practice General -Work with all departments to review and improve where necessary admin systems, to ensure no duplication of work and to maximise efficiency - Assist the Deputy Director in the Business Planning process and ongoing strategic work - Assist where necessary in managing private hires and events - Participate in staff team activities and training - Observe health and safety and equal opportunities policies and procedures - Undertake other duties as may be required to ensure the smooth running of the Centre - Some weekend and evening work is required, for which time off in lieu will be granted This post also carried key holding responsibilities as it was the Centre’s policy that one key holder be on the premises at all times when the Centre is open to the public
This role was performed in a high pressured and target driven environment and tasks included the following: • Daily monitoring and maintaining of databases; producing regular daily, weekly and monthly service monitoring reports and distributing these to the Chief Executive, Director of Services, Operations Manager and Programme Advisors; working with the finance department to include revenue and funding outcomes within weekly and monthly reports • Organising staff diaries regarding management activities and meeting schedules and ensuring key dates are in all staff diaries • Maintaining all relevant records, including client records, those required under any contracts that the Society held and those required by legislation • On-going research into local and pan-London resources providing additional support to maximise opportunities for clients with learning disabilities • Supporting Operations Manager with administration, including partner and contractor correspondence • Liaising with external organisations, promoting the services of the Camden Society • Engaging with clients, providing information regarding services, policies and procedures; managing complaints; delivering exceptional customer service • Delivering staff training and induction in the use of CRM systems, programme policies and procedures • Daily office management duties: stationery orders; resource maintenance; organising and coordinating mail; raising invoices and handling of petty cash; working at all times within an Equal Opportunities framework