PA to Head of Audience Development

The Natural History Museum is one of the world's leading museums, internationally recognised for its dual role as a centre of excellence in scientific research and as a leader in the presentation of natural history through exhibitions, public programmes, publications and the web.

The Audience Development department is responsible for shaping and defining the Museum public programme, specifically temporary exhibition programme, daily programme of activities and digital media programme; working closely with colleagues across the Museum to ensure joined up thinking and support efficient and effective delivery of the public programme.

The Head of Department requires an experienced and supportive PA to provide excellent administrative support, prioritise workload and manage a variety of demands and information across a wide range of projects. You will be an excellent organiser and communicator with a proactive, confident and friendly attitude.

You will have the multi-tasking ability and flexibility to work dynamically, making decisions, solving problems and navigating a changing environment.

You will be able to work at a senior level to provide a high quality and seamless administrative service.

The Museum is an equal opportunity employer, supports a diverse workplace and offers a competitive benefits package including:

- Membership of the civil service pension scheme
- Generous annual leave allowance
- Free entry to a wide range of museums and exhibitions
- Interest-free season ticket loan
- Child care voucher scheme
- Professional & personal development opportunities
- Employee Assistance Programme
- Discounts on food and gift shop purchases

For a full job description and to apply online please visit the Natural History Museum website: www.nhm.ac.uk/jobs

Job description and person specification

1. Summary Information

Job Title: PA to Head of Audience Development
Department: Resources and Development
Contract Type: Permanent Appointment
Pay Band: Technical and Professional 2
Salary: £26,523 per annum plus benefits - http://www.nhm.ac.uk/about-us/jobs-volunteering-internships/museum-benef...
Location: South Kensington
Hours: 41 including lunch breaks
Application Close Date: Midnight on Wednesday 13 August 2014
Interviews expected: Friday 22 August 2014

2. Role Summary

To provide professional administrative, organisational and logistical support to the Director /Head of Department in order to ensure that his/her time is managed effectively.

The main administrative responsibilities will include complex diary management and prioritisation; co-ordinating meetings and documents and taking minutes for senior management team meetings; organising and coordinating travel, accommodation and itineraries; managing telephone calls, emails, enquiries and requests appropriately, meeting and greeting guests, preparing draft correspondence and producing documents, briefing papers, reports and presentations as required.

Additional responsibilities will include devising and maintaining office systems, including data and records management and filing, and maintaining consistent processes, as well as co-ordinating key dates for department planning, reporting and the associated collation of relevant information.

The role requires excellent organisational, time management and communications skills to proactively deal with conflicting demands and manage numerous different relationships with the appropriate degree of confidentiality and sensitivity. Significant experience working with a senior manager and the ability to build good working relationships at all levels, both internally and externally will be essential.

3. Role Competences (requirements)

Applicants must demonstrate evidence of the detailed competence outlined below to be considered for the post. Please address each competence in the 'Other Information' section in the online form.

1. Significant experience in a senior/executive PA role in more than one organisation

2. Experience and understanding of complex diary management; co-ordinating emails, meeting requests, managing time, prioritising enquiries and requests for information

3. Extremely organised with the ability to work under pressure, use initiative and manage multiple priorities to meet deadlines

4. Proven ability to take professional meeting minutes (with more than 4 participants)

5. Experience creating formal reports for senior meetings; carrying out background research and presenting findings in a confident and coherent way

6. Experience of accurately maintaining records, databases and filing systems

7. Experience working with confidential and basic financial information.

8. Ability and confidence to communicate effectively at all levels. Excellent verbal and written communication skills and excellent command of English

9. Focussed with a strong attention to detail and proven ability to undertake tasks required to a high level of accuracy

10. Ability to work independently and as part of a team

11. Proven analytical skills with a systematic approach to problem solving

12. Proficiency in full suite of Microsoft Office Programmes; expert level in MS Outlook with the ability to learn new software packages quickly

4. Main tasks and responsibilities (job description)

- Manage and maintain the Head of Department diary and email account, using MS Outlook
- Filter emails, general information, queries, phone calls and invitations by redirecting or taking forward as appropriate and keeping accurate records
- Ensure busy diary commitments, papers, and travel arrangements are managed effectively; schedule meetings on behalf of the Head of Department, as required
- Conduct weekly diary meetings to discuss upcoming meetings and other requests
- Minute senior meetings; producing a timely and accurate record of meeting business
- Collate information, conduct research and produce reports as required for Head of Department
- Implement and maintain accurate and appropriate paper and electronic record keeping systems for the department; following records management best practice, retention schedules and information assurance policies
- Provide a professional face-to-face/meet and greet service for the Head of Department's office
- Maintain accurate details for key external contacts
- Work as part of the Resources and Planning Team, providing adhoc support to the department team on the use of the NHM Finance system and reconciling the Head of Department Credit Card on a monthly basis
- Support co-ordination of year-end activities, as appropriate
- Responsible for ordering and managing stationery stock for the department.
- Develop effective working relationships with other PAs across the Museum
- Develop relationships and alliances with other relevant key stakeholders within and beyond Public Engagement Group on operational and administrative practice

5. Diversity and disability

At the Natural History Museum we value the diversity of our staff and volunteers and the benefits they bring to our organisation. We welcome applications from candidates with disabilities.

6. Application method

- Apply on-line before the closing date through the NHM website: www.nhm.ac.uk/jobs.

For internal applications please apply through the Internal NHM website https://nhm.irecruittotal.com/CONFIG/NHM/StaticPages/CAC/SearchVacancy.a...

- Complete the on-line application form. In the 'Other Information' section, please provide specific examples from your achievements, knowledge, skills or experience to demonstrate how you meet each of the role competences (section 3) for the role. You must complete this section.
- Please use one field per competence and a maximum of 140 words per field
- Tell us what attracted you to the role.
- Tell us about anything else you believe is relevant to your application.

Please note:

- 'Other Information section' the system runs on a 35 minute cycle and you will lose any unsaved information that you have not saved.
- You must fully complete your on-line application and we discourage the use of CVs.
- Partially completed applications with CVs attached will be rejected.
- Individual cover letters and CVs submitted outside of the on-line application system will not be considered.

If you wish to provide additional information other than a CV to support your application you may upload this on to your on-line application. A maximum of 2 documents may be uploaded. Each document should not exceed 1Mb.

You are advised to prepare your examples and evidence in a word document before transferring them to the on-line application form.

7. Selection and appointment

Selection decisions are based on merit with candidates assessed against clear, objective competence at each stage of the recruitment and selection process. All offers of employment made are conditional and subject to satisfactory completion of all pre-employment checks.

8. Salary Information

Salary for the successful candidate will be £26,523 per annum

For a list of museum employee benefits please visit http://www.nhm.ac.uk/about-us/jobs-volunteering-internships/museum-benef...

Different rules for pay on promotion may apply to internal candidates. Please refer to the Pay Chapter of the Staff Handbook or contact HR for advice.

9. Contact for general enquiries

HR general enquiries: Kathryn Roberts - hrrecruitment@nhm.ac.uk
Tel: 020 7942 5898