Senior Museum Coordinator Fixed Term Contract 24 months £32,000

Job description

About

Provides senior administrative and operational support to ensure the smooth, efficient running of the West Highland Museum. A broad, varied and interesting role, combining administration with responsibility for two staff and volunteer coordination, facilities, health and safety, communications and day-to-day operations.

Administration and Governance

 

Coordinates the Museum's secretariat function and provides senior administrative support to the

curatorial

staff

and

operations &

management team.

 

Assists

with the preparation of the Museum's Annual Report and other management documentation.

 

Organises and supports the delivery of the Museum's Annual General Meeting.

 

Prepares agendas, collates papers,

maintains

minutes and action logs for Board and committee meetings.

 

Maintains and

monitors

the Museum's policy review schedule and coordinates policy updates.

 

Coordinates meeting room bookings and general administrative requirements.

 

Administers and manages sub-tenancy arrangements as

required

.

 

 

Staff and Volunteer Management

 

Recruits, trains and manages two part-time operations staff.

 

Recruits,

trains

and coordinates Museum volunteers.

 

Organises staff meetings and briefings as

required

.

 

Supports and undertakes staff performance reviews and appraisals.

 

Creates,

maintains

and reviews operational procedures to support business continuity,

consistency

and staff training.

 

 

Health, Safety and Security

 

Supports the

Museum management

with health and safety compliance and the implementation of relevant legislation and standards.

 

Undertakes risk assessments as

required

, with guidance from the

Museum management

.

 

Organises bi-annual fire drills and coordinates emergency lighting, fire

alarm

and other required safety testing.

 

Supports the security of the Museum, its buildings and collections and undertakes keyholder duties.

 

 

Facilities, Buildings and Property

 

Supports the day-to-day management of Museum facilities, arranging repairs and responding to operational issues including building,

equipment

and technology breakdowns.

 

Organises and

monitors

the maintenance for Museum building

(Barn and

Monzie

Square)

,

facilities

and equipment.

 

Acts as a point of contact for contractors and service providers relating to Museum facilities and maintenance.

 

Manages tenancy arrangements for No. 40 High Street.

 

Ensures Museum facilities and visitor areas are clean, safe,

tidy

and welcoming.

 

 

Communications and Visitor Services

 

Acts as a first point of contact for general Museum enquiries and monitors and responds to the Museum's main email account. Answers telephone and general visitor enquiries as

required

.

 

Responds to customer complaints and feedback, escalating issues to Museum Director where

appropriate

.

 

Maintains and updates the Museum website and other digital communications.

 

Covers reception and other operational duties.

 

 

Grants and External Relationships

 

Coordinates funder acknowledgements, reports and updates as

required

.

 

Develops and

maintains

effective working relationships with contractors, suppliers,

funders

and other external organisations.

 

 

Capital Redevelopment

 

Provides administrative and operational support to the Museum's capital redevelopment programme.

 

When requested,

a

ssists

the Project Manager

with the coordination of meetings, documentation,

communications

and actions relating to redevelopment projects.

 

Supports the development and implementation of operational procedures

required

as part of the Museum's redevelopment.

 

 

General Responsibilities

 

Provides

appropriate cover

for colleagues during sickness and annual leave.

 

Undertakes other

appropriate administrative

and operational tasks as directed by the

Museum management

.