Heritage Admin & Operations Assistant (Hybrid)

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

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.