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Executive & HR Assistant (maternity cover)

Closing date: 20240618
Reference number: SW-017785
  • Salary: Band D £31,000-£34,000 (dependent on experience)
  • Job Type: Full-time
  • Employer: Dulwich Picture Gallery
  • Location: London
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ABOUT THE ROLE
This is an exciting opportunity to join the busy hub of the Director’s office. A varied and essential role, the Executive & HR Assistant ensures the smooth running of the Gallery’s Administration.
This is a fixed-term position for the period to cover a maternity leave.

ABOUT YOU
You will bring discretion, commitment, time management, attention to detail and consistency.
You will work with a wide range of people across the Gallery from the Senior Leadership Team to the Board, and provide support and administration to HR, finance and Development teams.

KEY RESPONSIBILITIES
Assistant to the Director
• Organise and maintain diary and arrange meetings
• Sort incoming email and post and draft correspondence
• Answer incoming phone calls, enquiries and requests, handling or liaising with other staff in the organisation as appropriate
• Arrange travel, visas and accommodation, manage travel itineraries, and compile expenses
• Carry out background research and produce documents, briefing papers, reports and presentations
• Support with finance administration
• Take minutes at meetings where appropriate
• Devise and maintain office systems, including data management and filing;
• Assist with policy updates and the staff handbook
•Meet and greet visitors at all levels of seniority.

Support to the Board
• Coordinate Trustee Board, Enterprise Board and Trustee sub-committee meetings, scheduling dates, collating and despatching papers, booking meeting rooms, arranging catering; and taking minutes of these meetings.
• Assist with the recruitment of new Trustees, organising new Trustee inductions
• Assist with the writing of the annual report
• Assist with annual updates of Governance handbook
• Support the Director, Deputy Director and other Senior Leadership Team in maintaining regular contact with the Trustees and the Gallery’s key external stakeholders.

HR Administration & Support
• Reporting to the Deputy Director, support the staff team with any HR enquiries
• Assist with employee recruitment, including placing recruitment adverts, manage the recruitment inbox, processing applications and arranging interviews and feedback, processing reference requests and compiling new starter paperwork
• Manage onboarding process for all new staff
• Act as the central point for Career and Wellbeing reviews
• Assist with the preparation of the monthly payroll for processing
• Conduct all employee and volunteer CRB, security and ID checks; and handle all employment requirements
• Maintain HR files and record systems, and digitisation of employee files;
• Draft HR documents, such as contracts and letters
• Manage the Charlie HR system and ensure it is updated and annual leave is set up
• Oversee staff welfare including food orders and organising social events.

Senior Leadership Team
• Organise regular fortnightly meetings of SLT and assist SLT when needed
• Assist the Deputy Director with diary management and administration where needed including assisting with the Future Plan project
• Liaise with Development Department to ensure Director’s schedule is used to maximise communication with donors and potential donors, booking appointments and compiling briefings for Director ahead of meetings with donors
• Assist in ensuring Tessitura is kept up to date with contact & relevant information
• Assist in Gallery-wide stakeholder events and receptions.

Other
• Contribute actively across all departments to the overall activity and positive culture of the Gallery
• General assistance to colleagues in office as required.
• Other duties will be determined by circumstances as and when required.

PERSON SPECIFICATION
Essential
• Experience in proactively managing a busy diary for CEO/Directors
• Experience of managing tasks under own supervision
• Educated to degree level or equivalent
• Highly organised, able to prioritise varied workload
• Exceptional oral and written communications skills and attention to detail
• Excellent Microsoft Office skills (including Word, Excel, PowerPoint and Outlook)
• Pro-active self-starter and problem solver
• Demonstrable understanding of respecting confidential issues
• Able to work both individually and as part of a team

Desirable
• Interest in visual arts and culture
• Committed to a career in arts administration
• Experience of minute taking
• Experience of undertaking HR administration
• IT literate with knowledge of In Design, Photoshop, database management (training will be arranged on the specific software used by the Gallery)
• Understanding or experience of legal and governance issues in the not-for-profit sector
• Experience using Tessitura or other fundraising databases

To apply, send your CV to Andreia at andreia@southwarkworks.org.uk

Closing date: 18/06/2024

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