office administrator Forest Hill, England
Job description
Job title and reference: Membership Administration Assistant (Ref CCE14.23)
Salary: £24,327per annum (£24,818 per annum after probation)
Hours of work: 35 hours per week
The Horniman Museum and Gardens is a unique attraction in south east London where world cultures and the natural world are brought together for everyone to enjoy. The Museum holds internationally important collections of anthropology and musical instruments, as well as a popular natural history gallery and Aquarium. The 16 acres of beautiful Gardens feature a tropical Butterfly House and offer stunning views across London.
The Horniman is a registered charitable company with a turnover of circa £7m, with funding from government grants and other income-generating activities, including the Horniman’s Membership scheme which has been very successful since launching in 2013. There are now over 6,000 members who support the Museum in return for a range of benefits.
We are looking for a Membership Administration Assistant to work in our busy Members’ Office. Your work will include processing membership applications (including Direct Debit forms), assist with Members’ events, reporting on membership data and handling mail-outs.
You will have good administrative experience and understanding of relational databases, and will be a confident IT user (including Outlook and Excel skills). You’ll be able to organise your tasks efficiently and work to an exceptional level of accuracy. The role requires direct contact with most departments of the Horniman, as well as with members of the public, so the ability to communicate effectively both verbally and in writing is also essential.
The closing date for completed applications is 10am on Friday 11 August 2023.
Interviews will be held week commencing 28 August 2023.
The Horniman is an equal opportunities employer and we value and celebrate diversity. We want to better represent the communities in which we work but recognise that there is still much work to do in this area. We welcome and encourage all applicants and particularly encourage you to apply if you are from a community that is often disadvantaged by society or of ethnically diverse background
How to Apply
Click on “Apply Now” at the top or bottom of this page. When you apply you will be asked to upload a covering statement in Microsoft Word format (the document must be in .doc format and the maximum file size is 2 MB). Please also ensure that you have uploaded your CV as a separate document which you can do when you create an account or login.
Please provide an overview of no more than 2 pages describing your experience relevant to the role as outlined in the Job Description and Person Specification.
After the application closing date, please ensure you monitor your spam email folders for potential correspondence from us.
JOB DESCRIPTION
Job Title Membership Administration Assistant
Section Membership
Reports to Membership Coordinator
Responsible for No line responsibility for staff
Hours of work 35 hours per week
Main purpose of job
To provide general administration support for the Horniman Members' Office.
Section description
The main aim of the Membership section is to generate income for the Horniman. This is achieved through efficient database management, the delivery of appealing events and benefits, and promotional communications.
Membership is part of the Communications and Income Generation Directorate also comprising fundraising, marketing and communications, digital, visitor experience, ticketing, event programming and commercial activities.
Main responsibilities
Membership administration
- Taking membership enquiries via phone and email, and assisting with events bookings and confirmations.
- Processing and recording membership applications including Direct Debit forms, online applications and gift memberships
- Scanning and uploading applications to individuals records for Data Protection and Gift Aid purposes
- Assisting with the preparation, delivery and recording of the monthly Direct Debit run
- Records management procedures such as processing cancellations, data checking and cleaning, and archiving.
- Supporting all membership communications including the annual survey and retention mail-out
- Assisting with the planning and running of Membership events as required
- Supporting all membership reporting requirements such as preparing data for membership monthly figures, trustee reports and running ad hoc reports as required.
General responsibilities
- Act in a professional manner and uphold the Horniman’s Code of Conduct
- Follow and promote safe systems of work and observe health and safety regulations
- Any other duties that may be required to ensure the effective running of membership operations.
Job activities may vary and evolve over time to meet business needs.
PERSON SPECIFICATION
Minimum Shortlisting Criteria
- Experience of carrying out administrative tasks and maintaining systems and records (E)
- Excellent computer skills particularly in Excel, Word and Outlook (E)
- Understanding of relational databases (E)
- Proven ability to work with a high degree of accuracy and attention to detail (E)
Further Selection Criteria
Education/qualifications
- A good level of numeracy and literacy (E)
Knowledge & Experience
- Experience in using Tessitura (D)
Skills and abilities
- The ability to communicate effectively both verbally and in writing (E)
- The ability to engage with a broad range of people including staff and members of the public (E)
- The ability to work as part of team (E)
- Ability to plan and prioritise own workload to meet deadlines( E)
Personal attributes
- An empathy with the Horniman mission and an interest in its exhibitions, activities and events
- Commitment to equality and diversity
- Willingness to work flexibly to achieve corporate objectives
- Commitment to own learning and professional development
A basic DBS check is required for this post.
