Office Administrator - Two Temple Place

OFFICE ADMINISTRATOR

Part Time (3 days per week, flexible working hours)

Job Title: Office Administrator

Reporting to: Events Manager (job share) and Finance and Office Manager

Location: Two Temple Place

Contract: Permanent

Employment Term: From May 2019

Salary: £25,000 - £29,000 pro rata depending on experience

JOB DESCRIPTION

The Bulldog Trust is a dynamic charitable foundation based at Two Temple Place, one of London's hidden architectural gems, an extraordinary late Victorian mansion built by William Waldorf Astor on Embankment.  The house is run by the Trust as a centre for charitable activities and a commercial events venue.  Major annual exhibitions between January and April showcasing smaller UK public collections are produced alongside year-round charitable events, workshops, seminars and a busy schedule of private hire, weddings and filming.  In addition the Trust runs a number of other complementary charitable programmes including a successful grants programme providing development funding and strategic support to small charities and social enterprises. 

The Trust is looking for an efficient and enthusiastic person with a friendly ‘can-do’ attitude, who would enjoy working in a spectacular heritage space and being an integral, supportive part of a small, busy team. The Office Administrator will sit with the commercial events team working alongside the Events Executive.  The role will provide regular administrative support for the commercial team as well as additional more ad hoc support for the rest of the Two Temple Place cultural/exhibition team and grant-making team.  The Bulldog Trust consists of fifteen full-time equivalent members of staff supported by over hundred volunteers during exhibitions and a number of other consultants and contractors. 

The role will report jointly to the Events Managers (job share) and the Finance and Office Manager.  The role will be line-managed by the Events Managers (job share). It is envisaged this role will be three days per week with flexibility on how the time is split across the week.

For more information on the charity, please visit www.bulldogtrust.org and for more information on activities at Two Temple Place please see www.twotempleplace.org.

Main Responsibilities

• Effective management of the Two Temple Place house diary to ensure that all provisional and confirmed events are clearly recorded and communicated between all departments

• Supporting the Events team to ensure the efficient, effective and timely answering of enquiry’s into Two Temple Place by phone, email and in person

• Preparing client confirmation documents: hire agreements and invoicing

• Preparing cleaners/house managers/security schedules on a monthly basis

• Weekly/monthly updating of all finance and event reports

• Ensuring the events team office runs smoothly with general administrative support including accurate filing and archiving, maintaining stationery and other supplies, distribution of post

• Ensuring Health and Safety information for accredited suppliers is up to date

• Assistance with group bookings for Two Temple Place during exhibitions

• Data entry and day-to-day administrative support on managing the Two Temple Place Friends scheme

• Further general support for the wider Bulldog Trust team including potential PA support for the Chief Executive and help with varied house activities and events

PERSON SPECIFICATION

• Experience in previous administrative roles

• Strong organisational skills

• IT literate including MS Office and CRM databases, knowledge of Salesforce is desirable

• Strong communication skills, both written and verbal

• A positive attitude

• High standard of presentation

• Enthusiasm for working in a unique heritage venue

• An understanding and sympathy for the broader aims and purposes of The Bulldog Trust, the charity that owns Two Temple Place

• The right to work in the UK