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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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.

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.

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.

• 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.

• 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

• 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

Closing date: 18/06/2024

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