Finance Co-ordinator and PA to Director of International Partnerships

About your team
The International Partnerships (IP) division conceives, develops and curates exhibitions for and with museums, galleries and visual arts organisations globally, to build networks and share programmes and expertise. This is done through a variety of programmes, including international consultancy and training programmes. Parallel to the programme of loan exhibitions from all four Tate galleries, a dedicated strand of international touring programme has been established to enable Tate to work with a wide range of art institutions and share the collection with audiences in many parts of the world, and generate income to support Tate’s wider activity.

What you will do (Main Duties and Responsibilities)
• To provide effective and efficient personal assistance to the Director, International Partnerships
• Managing the Director’s diary on Outlook, and ensuring the Director is informed and prepared for all events. Maintaining an open channel of communication with the Director to coordinate and streamline diary management.
• Diary management – arrange all regular and ad hoc meetings, accept and decline invitations, handle telephone and email meeting requests, research biographies, etc.
• Meetings management - prepare and arrange both internal and external meetings on behalf of the Director, organising venues and catering; ensuring agendas and papers are collated in advance and taking minutes of meetings as required. This can include hosting external colleagues, international partners or delegations and can include entertainment booking, preparing hospitality, meeting and greeting, etc.
• Maintain the Director’s Outlook address book and key contacts list.
• Manage correspondence, monitoring and distributing as required and ensuring that appropriate follow up is undertaken, including drafting replies as required. Ensure the Director’s correspondence with partners is routinely and accurately collected and recorded, for assessment, as well as for the purpose of entering in the contact database.
• Organise travel undertaken by the Director, International Partnerships including transport and accommodation, arranging visas, itinerary production, and collating full briefing papers.
• Assist the Director, International Partnerships in managing their workload and helping to meet deadlines.
• Producing documents, presentations, papers and agendas alongside the Director for both internal and external stakeholders. Creating summarised documentation of the team’s ongoing activity, financial reports and future programming.
• Working closely across the International Partnerships team and maintaining an overview and understanding of all ongoing projects, as a key part of this team.
• Creating presentations for the Director and where appropriate, other International Partnership team members, prepare Board papers and activity reports, as required.
• Managing all deadlines for the financial year in conjunction with the Finance department, including annual schedule creation and quarterly reporting for the team.
• Maintain an overview of all departmental budgets and co-ordinate input to annual budget planning process.
· Process invoices, maintain expenditure logs and effective financial management systems and have an overview of the monthly financial reports. Overview and management of the team-wide income and invoicing summary system.
· Management of the debtors report and any required follow-up actions.
· Process the Director’ expenses and liaise with the Director and colleagues to approve invoices and expenses.
· Coordinating with and maintaining a close relationship with Tate’s Finance team and being the point of contact between the International Partnerships team and accounting.
· Support all HR activity, including maintaining an overview of team annual leave plans and liaise with the Director to approve requests and coordinate recruitment of staff.
· Management of the Ethics and Due diligence documentation for the International Partnerships team, in coordination with internal stakeholders and the team.
· Other administrative tasks, as required.


What you will bring to the team

Essential:
· Excellent administrative and organisational skills – the ability to manage information including electronic files, filter and provide information for the Director, organise meetings and manage their diary.
· Ability to prioritise a varied workload, work confidentially and accurately under pressure to meet deadlines and work within a fast-paced environment.
· Experience of handling confidential and sensitive information. Effective written communication skills – the ability to draft letters and minutes.
· Ability to manage and monitor budgets and track expenditure.
· Experience working with Microsoft Excel and knowledge of formulas, shortcuts and intermediate levels of data processing.
· Knowledge of contracts and legal processes would be beneficial but is not essential to this role.
· Effective interpersonal skills – the ability to communicate effectively with a wide range of people including senior staff and important visitors.
· A flexible approach to working and good team-working skills – the ability to establish effective and mutually supporting working relationships with colleagues within these departments, across Tate and with external colleagues.
· A proactive approach to the principles of equality and diversity.
· An interest in and commitment to the work of Tate.

The requirements listed here are guidelines, not hard and fast rules. You don’t have to satisfy every requirement and we welcome candidates who bring transferable skills. Applying gives you the opportunity to be considered.

Museum Website: https://workingat.tate.org.uk/pages/job_search_view.aspx?preview=preview&jobId=10316