Operations Administrator

Guardian Jobs; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

Join a dynamic team as an Operations Administrator at a leading research centre in London. You will be the first point of contact for visitors, providing essential operational and administrative support. This role requires strong communication and organizational skills, along with a friendly demeanor. Enjoy generous benefits and be part of a transformative environment.

Benefits

Generous annual leave allowance

Interest-free season ticket loan

Employee Assistance Programme

Employer-funded financial coaching programme

Qualifications

• Experience of working at FOH/Reception.
• Strong communication skills, both verbal and written.

Responsibilities

• Act as the first point of contact and welcome for all PMC visitors.
• Assist with general administrative support for the Senior Leadership Team.
• Provide additional support to the Events team.

Skills

Communication

Organisational

IT Office Systems

Job description

As a research centre and educational charity, PMC aims to generate the most original, inclusive and creative thinking and scholarship on British art, understood in its most diverse and expansive contexts. We host and support a thriving programme of research events. We publish innovative books and a wide range of digital outputs, including our prize-winning journalBritish Art Studies. We pursue individual and collaborative research projects. With our grants and fellowships programme, we sustain the most exciting and original work in British art and visual culture. We make our specialist archives and library accessible to a growing public, at Bedford Square and beyond. We deliver teaching and learning programmes and run networks that connect researchers and professionals.

About the Role

The successful applicant will take on the role in the Operations team at PMC at an exciting time of growth and transformation. Reporting to the Operations Manager and working alongside the Receptionist, the Operations Administrator is part of the Centre’s Front of House (FOH) team, and one of the first points of contact for visitors to the Centre. In addition to their FOH responsibilities, the Operations Administrator provides operational and administrative assistance to the Senior Leadership Team (SLT), Operations Lead and Operations Manager, and other ad hoc colleague support.

Responsibilities include:

Front of House

• act as the first point of contact and welcome for all PMC visitors
• open the Centre in the morning and ensure that all safety, fire prevention and security procedures have been followed
• be listed on the Centre’s “Out of Hours” contact list to help in the case of out-of-hours emergencies related to the building’s security and safety
• assist the Operations Lead and Operations Manager with ad hoc operations jobs
• ensure that the following areas are always tidy and well presented: reception, the drawing room, both entrance halls, the ground floor cloakroom, all meeting rooms and both kitchens.
• answer queries by telephone, post and email, taking and forwarding accurate messages to the relevant department as necessary
• keep the Centre’s diary and room bookings calendar as accurate as possible
• maintain Centre security by following all external visitor safety procedures; report any suspicious behaviour or activity to the Operations team as soon as possible
• ensure that all safety, fire prevention and security procedures relevant to FOH have been followed and report any safety concerns to the Operations team as soon as possible
• prepare rooms for internal meetings, including arranging furniture, preparing and clearing away refreshments
• always represent PMC with a positive and professional attitude and appearance and take pride in how the Centre is presented

General Administrative Support

• assist with general administrative support for the Senior Leadership Team (SLT) and other staff on an ad hoc basis (collating information for meetings, minuting, etc.)
• take minutes at staff meetings and other meetings, as required
• provide ad hoc administrative support to visiting Yale in London students

Events Support

• provide additional support to the Events team where necessary to prepare rooms for events, conferences, seminars, talks and workshops including furniture arrangements, preparation and clearing away of refreshments
• work at evening events (outside of office hours) at the Centre or events hosted by PMC at an alternative location (agreed in advance as required)

Who We Need

We need someone with:

• experience of working at FOH/Reception
• strong communication skills, both verbal and written, and a welcoming, friendly and enthusiastic manner
• advanced proficiency in the use of IT office systems
• excellent organisational and administrative skills, including taking minutes
• an ability to build and maintain strong relationships with colleagues and external contacts
• a flexible and professional approach and an understanding and appreciation of the need to handle information with appropriate confidentiality and discretion
• the ability to work flexibly and effectively as part of a team and independently

Why Join Us?

We offer:

• generous annual leave allowance
• interest-free season ticket loan
• Employee Assistance Programme
• employer-funded financial coaching programme

Create a job alert and receive personalised job recommendations straight to your inbox.