CIG5.21 - Membership Administration Assistant

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Posted: 11/11/2021 10:32
Start Date: Not Available
Salary: £22,919 pro rata pa (£23,386 after probation)
Location: Horniman Museum and Gardens, Forest Hill
Level: Experienced (Non Manager)
Deadline: 01/12/2021 10:00
Hours: 21
Benefits: See "Working for us" on the Home menu
Job Type: Part time

Job title and reference:        Membership Administration Assistant (Ref CIG5.21)

Salary:                                    £22,919 pro rata per annum (rising to £23,386 pro rata on successful completion of probation)

Hours of work:                      21 hours per week, including Monday and/or Friday

                                                                                                 

The Horniman Museum and Gardens in south east London has been open since Victorian times, when the tea trader and philanthropist, Frederick John Horniman first opened his house and extraordinary collection of objects to the local community. Since then, our collection has grown significantly and includes internationally important collections of anthropology and musical instruments, as well as an acclaimed aquarium and natural history gallery – all surrounded by 16 acres of beautiful Gardens offering breathtaking 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 museum, 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 Wednesday 1 December 2021.  Interviews will be held on Wednesday 15 December 2021. 

The Horniman is committed to equality of opportunity and welcomes applications from all sections of the community. 

                                                            

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.

In your covering statement 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.  

 

JOB DESCRIPTION

Job title                                  Membership Administration Assistant

Section                                   Membership

Reports to                              Membership Officer

Responsible for                     No responsibility for staff

Hours of work                         21 hours per week, including Monday and/or Friday

 

Main purpose of the 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 fulfilment of appealing benefits and events, and promotional communications. Membership is part of the Communications and Income Generation Directorate which also comprises fundraising, marketing and communications, digital, visitor services, event operations and commercial activities.

Main responsibilities


Membership administration

  • Take membership enquiries via phone and email
  • Process and record membership applications including Direct Debit forms, online applications and gift memberships
  • Scan and upload applications to individuals records for Data Protection and Gift Aid purposes
  • Assist with the preparation, delivery and recording of the monthly Direct Debit run
  • Fulfil records management procedures such as processing cancellations, data checking and cleaning, and archiving
  • Support all membership communications including the annual survey and retention mail-out
  • Assist with the planning, administration and running of Membership events as required
  • Support 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 the section

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)

Additional Shortlisting Criteria

  • The ability to communicate effectively both verbally and in writing (E)
  • An empathy with the Horniman mission and an interest in its exhibitions, activities and events


Further Selection Criteria – to be tested at interview

  • Proven ability to work with a high degree of accuracy and attention to detail (E)
  • Ability to plan and prioritise own workload to meet deadlines (E)
  • Some experience of working in a cultural, heritage or visitor attraction (D)

Education/qualifications

  • A good level of numeracy and literacy (E)

Knowledge and experience
 

  • Experience of carrying out administrative tasks and maintaining systems and records (E)
  • Understanding of relational databases (E) especially Tessitura (D)
  • Some experience of working in a cultural, heritage or visitor attraction (D)

Skills and abilities

  • Excellent computer skills particularly in Excel, Word and Outlook (E)
  • Proven ability to work with a high degree of accuracy and attention to detail (E)
  • 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)
  • Ability to plan and prioritise own workload to meet deadlines (E)
  • The ability to work as part of team (D)

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

Circumstances

A Basic DBS check is required for this post.



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