Contract type:

Contract Temporary


Full time



Senior Administrator and Diary Manager for Deputy Director

Senior Administrator and Diary Manager for Deputy Director (Collections and Public Engagement)
Collection Projects and Resources
Fixed-Term (until June 2023)
£26,922 per annum
Application Deadline: 12pm (midday) on 28th January 2022

The British Museum is seeking a Senior Administrator and Diary Manager for Deputy Director (Collections and Public Engagement) to join the Collection Projects and Resources department. The main purpose of this role is to provide the Deputy Director (Collections and Research) with comprehensive secretarial and administrative support including diary management and to provide administrative, organisational and planning support to the Collection Projects and Resources department.

Key Areas of Responsibility:

Manage and prioritise a busy diary, dealing sensitively with conflicting demands, scheduling the Deputy Director’s workload effectively to ensure that deadlines are met
Ensure that the Deputy Director has the necessary information in advance of meetings. This will involve liaising with internal and external parties and preparation of briefing notes as required
Manage incoming correspondence and telephone calls on behalf of the Deputy Director, sorting, recording and redirecting as appropriate. Draft responses to correspondence as required
Draft management reports and presentations on behalf of the Deputy Director
Liaise effectively and confidently with senior people internally and externally, representing the views of the Deputy Director and acting as point of contact on his or her behalf as required
Organise travel and internal and external events for the Deputy Director, meeting and greeting visitors as required
Act as secretary to senior management meetings, drafting agendas, planning topics for discussion over the year, and drafting minutes. Support other high-level meetings as required
Administration of the departmental accounts, including financial reporting, processing expenses, payment of invoices and creation of purchase orders
Office management, including procurement of office supplies, IT liaison, effective filing
Work with the Deputy Director and colleagues in Human Resources to coordinate and ensure the timely review of recruitment requests
Assist the Administration Manager in ensuring Freedom of Information requests are completed in accordance with British Museum policy and guidelines
Undertake additional duties as required

Person Specification:

Education: A-levels, or equivalent qualifications or experience; GCSE or equivalent qualifications in Maths and English.
Specific technical/professional skills & experience: ability to draft letters, reports, meeting minutes and other formal documents; ability to develop and maintain effective administrative procedures; experience of financial administration; confident user of ICT, including Word, Outlook, Excel and PowerPoint; ability to synthesise and report on information orally and in writing.
Work experience: senior level diary management experience; administration or PA role in a pressured environment; project assistant or office manager role.
Specific managerial skills: ability to plan works schedules, prioritise and meet deadlines; ability to work under pressure with minimal supervision; experience in handling confidential information.
Specific interpersonal skills: excellent interpersonal and communications skills, both written and verbal; confident communicating with people at all levels; skilled influence and negotiator; ability to act with tact and sensitivity; assertive; flexible approach to changing priorities and requirements; ability to work as part of a high profile team.
The British Museum is committed to promoting equality of opportunity for all staff and job applicants. We aim to create a working environment in which all individuals can make best use of their skills, free from unlawful discrimination or harassment. We value the benefits that a diverse workforce brings to a museum which represents world culture. The Museum is committed to ensuring that no job applicant suffers unlawful discrimination because of any protected characteristics. Our recruitment procedures aim to ensure that individuals are treated because of their relevant knowledge, skills and experience.

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