Event Spaces Administrator
Location: Wellcome Collection, 183 Euston Road, London
Closing date: 10 September 2017
Salary: c£22,000
Permanent Full time (35 hours a week)
We believe great ideas can change the world, helping us to improve health for everyone. Wellcome’s work is centered on helping great ideas to thrive by supporting scientists and researchers taking on big problems, fueling imaginations and spark debate. We’re looking for someone – maybe you? – who wants to be a part of our story.
Wellcome Collection is a free museum and library exploring health, life and our place in the world. Inspired by the collections assembled by Henry Wellcome, we encourage great ideas about health by connecting science, medicine, life and art.
Located at 183 Euston Road London, the venue offers visitors contemporary and historic exhibitions and collections, public events, a library, café, shop, restaurant and conference facilities for hire. Wellcome Collection is part of Wellcome, a global charitable foundation dedicated to improving health.
Job summary
In this job, you’ll be a vital part of Wellcome. You’ll help us to achieve our aims. You’ll join people with different backgrounds and different perspectives who work together to produce great results. We know that diversity creates inspired thinking, and we support it in a working culture of inclusion and equality.
The event spaces team is looking for an administrator. You will be an integral part of a busy team, providing administrative and event support for the efficient day to day running of our event spaces.
Your main duties/responsibilities will involve:
• Accurate event documentation eg contracts and invoices
• Managing an effective records and filing system
• Providing event support to the team
• Management of financial documentation
Experience and Skills:
To be successful in this role, you will have previous administrative experience and be highly organised with strong attention to detail. The ideal candidate will demonstrate an enthusiasm for learning about the events industry and enjoy dealing with people. Experience of collaborative and team working would be an advantage.
MAIN RESPONSIBILITIES:
• Produce, check and send out client contracts in accordance with requirements, liaising with the venue sales person as needed.
• Generate, check, send out and chase client invoices in accordance with contracts.
• Check and manage all supplier and agency invoices.
• Monitor and chase aged debt.
• Manage filing systems and monthly archiving to be up to date and accessible.
• Give administrative support to the Events Spaces team, including dealing with client enquiries and routine correspondence.
• Provide occasional cover for Sales & Events Coordinators on reception.
• Manage event logistics for the private dining room and Henry’s space with the internal meetings team
• Coordinate department meetings.
• Maintain general office equipment and supplies.
• Undertake their work in accordance with Wellcome policies and principles.
• Undertaking any other work that may be reasonably required from time to time
BACKGROUND / EXPERIENCE:
- Experience in an administrative role
- Client/customer facing role experience
- Ideally experience of working in an events administration role
- Experience of working in a museum, gallery or similar cultural environment
SKILLS:
- Computer skills: Windows/Microsoft/Excel/Citrix
- Close attention to detail and accuracy
- Excellent written communication
- A team player who is also adept at working on own initiative
- Ability to manage complex workloads while balancing competing priorities
- Excellent organisational and time management skills
- Ideally Experience of an events management booking system.
To apply, please complete the online application process and ensure your covering letter explains how you meet the criteria for this job.
Apply: 10 September 2017
Interview date: Week commencing 18 September 2017