Business Support Assistant - Historic Houses

Leeds International; Leeds; On-site; GBP 26,000 - 27,000; Full time

Job summary

Leeds Museums and Galleries is seeking a Business Support Assistant to help run our Temple Newsam House and Lotherton Hall venues. You will support colleagues, visitors and partners while ensuring smooth day-to-day operations and delivering outstanding experiences.

You will handle financial administration, bookings management and record-keeping, acting as a trusted contact across sites to provide efficient, professional service.

Qualifications

• Experience of providing excellent customer-focused services and responding to enquiries.
• Experience using IT systems including Word, Excel, Outlook, databases and online systems.
• Knowledge of financial administration processes, procedures and transactions.
• Experience of booking systems, calendar management and event or room hire administration.

Responsibilities

• Deliver a range of administrative support using relevant financial systems including placing orders, raising, and receipting invoices, processing petty cash and expenses claims and processing year-end, including providing operational support.
• Use relevant IT applications and databases effectively e.g. word, excel, outlook, databases including Artifax (bookings system), Tessitura (CRM system) and the internet to deliver administrative tasks.
• Act as the first point of contact including dealing effectively with and responding to initial enquiries (by telephone, email, social media and website) ensuring consistent excellent customer service experiences. Allocate to relevant senior officers as required.
• Prepare, send out routine correspondence, standard forms, certificates, information packs, handbooks, evaluation forms and collate responses.
• Collate, prepare, record and report on performance data from a variety of digital and manual sources and as provided by site staff into relevant spreadsheets and collate, and record evaluation forms as guided by wider site staff.
• Make travel and conference bookings as and when required by site staff.
• Administer non-commercial bookings using LMG's booking system (Artifax), including internal bookings and manage the site diary / calendar ensuring it is up to date with relevant site wide activity. Respond to and book initial straightforward school and workshop enquiries; the Learning and Access Officers (LAO) will manage and provide support where needed for more complex, in-depth enquiries. . Book Learning Facilitators when required. Process payments as required.
• Communicate effectively with internal and external individuals, visitors, suppliers and organisations providing a range of administrative and operational support, providing an excellent service.
• Work as part of a team providing customer / visitor focused services, liaising with colleagues to prioritise work to meet conflicting deadlines.
• Maintain accurate records and track progress of work under the guidance of the Principal Keeper / Keeper.
• Supported by the Principal Keeper / Keeper, undertake general administration, including administering purchase card orders, providing administrative support for tenders and uploading relevant documents s
• Act as accounting officer and submit weekly e-Returns. Resolve any outstanding discrepancies.
• Ensure relevant licences remain up to date ensuring compliance, and process payments as required.
• Maintain general stocks and supplies, ordering, and distributing as required.
• Populate team and site briefings to ensure staff are kept up to date with key information. Information to be provided by wider site staff as required.
• Assist with the induction of new staff including demonstration of duties, working with colleagues to help improve work organisation and effectiveness and contributing to overall ethos/work/aims of the service.
• Be aware of and adhere to Leeds City Council Health, Safety and Wellbeing Policy being responsible for your own health and safety whilst at work and that of your colleagues and visitors.

Skills

Customer service

Teamwork

Independent working

Tools

Word

Excel

Outlook

Databases

Artifax

Tessitura

Job description

Job title: Business Support Assistant

Salary: B1 £26,016 - £26,847

Hours: 37 hours

Contract: Permanent

Location: Temple Newsam House and Lotherton Hall

As a Business Support Assistant, you'll thrive on keeping busy services running smoothly, supporting colleagues, visitors and partners while helping deliver some of Leeds' most loved heritage attractions.

It's not about simply processing paperwork. It's about being at the heart of our operations, ensuring our teams have the information, systems and support they need to create outstanding experiences for visitors.

Leeds City Council is one of the largest employers in the region with over 14,000 employees. We seek to recruit and develop talented individuals who embody our council values and ambitions .

About you

• Experience of providing excellent customer-focused services and responding to a wide range of enquiries.
• Experience of using IT systems and applications including Word, Excel, Outlook, databases and online systems.
• Knowledge and experience of financial administration processes, procedures and transactions.
• Experience of booking systems, calendar management and event or room hire administration.
• The ability to work independently and as part of a team, prioritising workloads to meet competing deadlines.

About the role

This is an exciting opportunity to support the day-to-day operation of Temple Newsam House and Lotherton Hall, two of Leeds Museums and Galleries' most significant heritage sites. No two days are the same. You'll work across a wide range of administrative and operational activities that help our venues welcome visitors, deliver events, support learning programmes and maintain excellent customer service standards.

As our next Business Support Assistant, you'll play a vital role in ensuring the smooth running of key business functions, from financial administration and bookings management to responding to enquiries and maintaining accurate records. You'll be a trusted point of contact for colleagues, visitors, suppliers and partners, helping to provide an efficient and professional service across the sites.

The role is integral to our Historic Houses team, which cares for and operates two nationally important heritage attractions. Working closely with curatorial, visitor experience and learning colleagues you'll help support a diverse programme of exhibitions, events, learning activities and visitor services that connect people with Leeds' rich history and heritage. Your contribution will enable the team to focus on delivering outstanding experiences for the thousands of visitors who enjoy our sites every year.

What we offer you

We take pride in offering the best employee experience, with benefits including:

• a competitive salary and annual leave entitlement plus statutory holidays
• membership of the West Yorkshire Pension Fund with generous employer contributions
• flexible and hybrid working arrangements subject to service requirements
• a clear career pathway and continuing professional development opportunities
• a range of staff benefits to help you boost your wellbeing and make your money go further

We welcome applications from everyone and actively seek a diverse range of applicants from all backgrounds and cultures. We particularly encourage applications from, but not limited to, women, carers, veterans as well as LGBT+, ethnically diverse, disabled and care experienced people.

This role is based in the UK. Home Office guidance states that candidates must evidence their right to work in the UK prior to commencing employment, either as a UK or Irish citizen, under the EU Settlement scheme or having secured any other relevant work visa.

If you do not have the right to work in the UK, you must consider your own eligibility for sponsorship for a particular role through the Skilled Worker visa route before applying. To be eligible for sponsorship you'll usually need to be paid the standard salary rate of at least £41,700 per year or meet one of the other eligibility criteria. Please ensure you are eligible before applying.

Job Purpose

In liaison with the Principal Keeper or Keeper, be responsible for providing effective and efficient administration support at allocated Leeds Museums and Galleries' venues covering Abbey House Museum / Kirkstall Abbey, Leeds Art Gallery, Leeds City Museum, Leeds Industrial Museum and Historic Houses (Temple Newsam House /Lotherton Hall), ensuring delivery of high quality administration services, including providing operational support.

Responsibilities

• Deliver a range of administrative support using relevant financial systems including placing orders, raising, and receipting invoices, processing petty cash and expenses claims and processing year-end, including providing operational support.
• Use relevant IT applications and databases effectively e.g. word, excel, outlook, databases including Artifax (bookings system), Tessitura (CRM system) and the internet to deliver administrative tasks.
• Act as the first point of contact including dealing effectively with and responding to initial enquiries (by telephone, email, social media and website) ensuring consistent excellent customer service experiences. Allocate to relevant senior officers as required.
• Prepare, send out routine correspondence, standard forms, certificates, information packs, handbooks, evaluation forms and collate responses.
• Collate, prepare, record and report on performance data from a variety of digital and manual sources and as provided by site staff into relevant spreadsheets and collate, and record evaluation forms as guided by wider site staff.
• Make travel and conference bookings as and when required by site staff.
• Administer non-commercial bookings using LMG's booking system (Artifax), including internal bookings and manage the site diary / calendar ensuring it is up to date with relevant site wide activity. Respond to and book initial straightforward school and workshop enquiries; the Learning and Access Officers (LAO) will manage and provide support where needed for more complex, in-depth enquiries. . Book Learning Facilitators when required. Process payments as required.
• Communicate effectively with internal and external individuals, visitors, suppliers and organisations providing a range of administrative and operational support, providing an excellent service.
• Work as part of a team providing customer / visitor focused services, liaising with colleagues to prioritise work to meet conflicting deadlines.
• Maintain accurate records and track progress of work under the guidance of the Principal Keeper / Keeper.
• Supported by the Principal Keeper / Keeper, undertake general administration, including administering purchase card orders, providing administrative support for tenders and uploading relevant documents s
• Act as accounting officer and submit weekly e-Returns. Resolve any outstanding discrepancies.
• Ensure relevant licences remain up to date ensuring compliance, and process payments as required.
• .Maintain general stocks and supplies, ordering, and distributing as required.
• Populate team and site briefings to ensure staff are kept up to date with key information. Information to be provided by wider site staff as required.
• Assist with the induction of new staff including demonstration of duties, working with colleagues to help improve work organisation and effectiveness and contributing to overall ethos/work/aims of the service.
• Be aware of and adhere to Leeds City Council Health, Safety and Wellbeing Policy being responsible for your own health and safety whilst at work and that of your colleagues and visitors.

• The duties outlined are not meant an exhaustive list and will also comprise any other duties within the spirit of the post commensurate with the job evaluation outcome for this post.

Qualifications

Demonstrate ability in numeracy and literacy or equivalent knowledge and skills (essential).

Essential requirements

• Able to communicate effectively with a wide range of people, including face to face, telephone, website, and social media, with an ability to negotiate.
• Able to and experience of inputting / retrieving information and processing documentation using information technologyg. word, excel, outlook, database and the internet
• Able to work flexibly as part of a team, on own and to demonstrate initiative.
• Able to prioritise work to meet conflicting deadlines.
• Able to respect sensitive and confidential work.
• Able to and experience of dealing with queries from a wide range of people.
• Knowledge of general office procedures and practice
• Knowledge and experience of relevant financial regulation processes, procedures, and systems.to carry out financial tasks and transactions.
• Experience of working in partnership with others to deliver work to set deadlines
• Experience of providing customer focussed services with Excellent customer service skills.
• Experience of administrating bookings relating to room hire and events
• Experience of booking systems and calendar management.

Essential Behavioural & other Characteristics

• Demonstrate a strong interest in the work of Leeds Museums and Galleries.
• Willingness to act as keyholder.
• Understand and embrace Leeds City Council Values and Behaviours and codes of conduct
• Committed to continuous improvement in all areas and work towards delivering the Leeds Ambitions of health and wellbeing, inclusive growth, thriving strong communities and a resilient sustainable city
• Able to understand and observe Leeds City Council policies and procedures.
• Carry out duties having regard to an employee's responsibility under Health, Safety and Wellbeing
• Participate in appraisal, training, and development activities to ensure up, to date knowledge and skills.
• Be aware of and support difference and ensure equality for all working in an anti-discriminatory manner, upholding equality & diversity of Leeds City Council.
• Recognise and appropriately challenge any incidents of racism, bullying, harassment, victimisation, and any form of abuse, reporting any concerns to the appropriate person
• Flexible and adaptable to change to assist other services as required commensurate to grade.
• The Council has adopted a flexibility protocol, and the role will be expected to work within these parameters.

Desirable requirements

• Knowledge of the museum and heritage sector.
• Experience of using Leeds City Council finance systems.