Collections Administrator

2 weeks ago

Aylesbury, United Kingdom Waddesdon Manor Full time

Job Title: Collections Administrator

Managed by: Director of Waddesdon & EA to CEO

Department(s) Collections Location: Waddesdon

Waddesdon Manor is a historic house open to the public near Aylesbury, Buckinghamshire.

The Collections department is responsible for the care of and access to the collections, including conservation, research and interpretation, collections management, curatorial activity and cataloguing, loans in and out and the exhibitions and display program. The collections are wide
- ranging in terms of content, including paintings, furniture, ceramics, têxtiles, metalwork, sculpture, books and manuscripts, archival material and photographs. The Collections Administrator forms a key lynch-pin in the effective running of the department and support to a varied range of staff in carrying out their roles.

**Outline of Role**

The Collections Administrator provides general administrative support to the Collection Department, in particular to the Collection Management and Curatorial teams. As well as providing administrative support to the other teams including Archive & Records Management, the Stewards and Education & Learning. The Collections Administrator will also participate as required in business support for the Director of Waddesdon, working with the EA to the Chief Executive of the Rothschild Foundation. Reporting to both the Director and the EA to the Chief Executive. The post-holder will be part of an integrated network of administrative management and support for a complex organisation.

**Collections Department Responsibilities**:

- Scheduling and supporting the various meetings of the Collections Department
- Support scheduling, preparation and editing of the bi-annual Waddesdon Management Committee and Academic Committee papers. This involves working closely with the EA to the CEO of the RF to ensure delivery of all Trustee reports within deadlines.
- Setting up, managing and acting as point of contact for events, activities and visits by groups and individuals to the Department, including catering arrangements
- Managing diaries and arranging logistics for all external appointments with the Collections Department as required, including making travel arrangements and bookings
- Assisting the Collections Management and Curatorial teams with administrative tasks such as library audits, maintenance of object, administrative and research files (analogue and digital)
- Provide support to the Image Library, including chasing outstanding publications
- Liaise and communicate with other departments as necessary
- Assist with Library administration, including book ordering, updating subscriptions etc.
- Supporting the department in digital filing and transfer of documents to Sharepoint
- Oversight of section annual leave requests
- Representing the Department at internal meetings including Management Meetings, weekly and daily operational and group bookings meetings, and reporting back
- Maintaining and ordering stationery
- Reconciling corporate credit card statements monthly and processing expenses, and supporting the management of the department’s budgets
- Undertaking research and information gathering for projects and reports.
- Attendance of Health and Safety Meetings on behalf of the Department
- Participation in disaster planning and exercises. Acting as a Fire Officer for the department.

**Executive Support Responsibilities**:

- Supporting the Director with diary management and administration, and ad hoc project work as this arises
- Providing cover for the EA to the Chief Executive of the Rothschild Foundation as required
- Being an active member of the Business Support team across Waddesdon
- Building excellent relationships within the Waddesdon management team and other entities.

**Knowledge, Skills and Experience**
- At least three years’ administrative experience essential
- Highly motivated individual, with excellent organisational skills who is able to work effectively with mínimal supervision
- Ability to prioritise, problem solve and be proactive in approach
- Strong attention to detail with ability to handle confidential information with discretion
- A team player with a warm, friendly, and enthusiastic approach
- Experienced user of Microsoft Office, in particular Outlook, Excel, Word and

**PowerPoint essential.**
- Previous knowledge of MS SharePoint is desirable
- Experience of, or interest in, heritage, museums or similar is desirable

**Terms & Conditions**

**Contract type **:Permanent, full time,

**Hours**: Minimum of 37.5 hours per week, Monday to Friday. The working pattern may sometimes change due to business needs. This may include evenings, weekends and public holidays. Reasonable notice of any requirements will be given, and TOIL will be provided.

**Salary**: £25,000 - £27,000 per annum depending on experience.

**Annual Leave**:33 days a year (including public holidays), rising to 36 days on com of three full years’ service, rising to 38

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