Current jobs related to Museum Co-ordinator - Bath - American Museum & Gardens

**Job description for** **Museum Co-ordinator**

Department: Leadership Team

Responsible to: Executive Chair

**Salary**: £25,000 pro rata

Hours: 22.5 hrs per week (i.e., 3 full days or 4 or 5 part days).

Holiday: 25 days’ holiday plus 8 days’ public holidays pro rata

**American Museum & Gardens**

The mission of the American Museum & Gardens (AM&G) is to educate, stimulate, and inspire its visitors to further the understanding of American history and culture. The Museum carries out this mission through the presentation of its historic rooms, its decorative art and folk-art collections, and its special exhibitions, learning programmes, and gardens. Our organisation is the only one of its kind outside the boundaries of the United States. We welcomed 80,000 visitors last year, most of them British.

It is an exciting time to join the AM&G with a new leadership team in place and a new strategy which has led to a significant increase in visitor numbers, revenue, and deeper engagement with our audiences. We are looking to continue to grow in the coming years and this role, working closely with Leadership Team and other staff members across AM&G, will play a key supporting role in achieving our goals.

**About the role**

The role offers flexible hours (totalling 22.5 per week) between Monday and Friday. Reporting to the

Executive Chair, the role spans all functions at the Museum. The overarching goal of the position is to take a central, pivotal view of all activity, making sure that internal communication is effective, and the Museum runs smoothly behind the scenes.

The 4 key elements of the role are:

- To manage all administrative matters for the **Board of Trustees** and the 3 Board Sub-committees.

Support good governance through efficient processes.
- To provide **general administrative** support for the Leadership Team including organising regular internal communications and meetings.
- To support the work of the **Development** colleagues in helping to manage key fundraising and relationship building events.
- To take responsibility for certain **people/HR** aspects in key areas as set out below.

**Board of Trustees, Board Sub-committees, and UK Council**
- Prepare for the quarterly UK Board meetings and circulate Board papers.
- Make all arrangements for the Board meetings, set up video links for those attending remotely and record minutes at the meetings.
- Prepare for 3 Board Sub-committees which meet twice annually, and record minutes.
- Ensure good governance for the Board and Sub-committees and maintain accurate lists of contact details, profiles, and periods of tenure.
- Support UK Council activities working with Chair of the UK Council.
- Liaise with the Administrator of the New York office on all relevant matters to do with the US Halcyon

Board.

**Development support**
- Work closely with the Fundraising and Development Manager on preparation of development events for sponsors, supporters, donors, and members.
- Send invitations and manage RSVPs, liaise with the Catering and Estates teams on events and maintain records of invitees and attendees.
- Work with the Marketing Manager to create invitations and set up ticketing as required.
- Work with the Exec Chair and US Administrator on communication with, and distribution of items to,

US supporters.

**Administrative support**
- Coordinate and issue the weekly bulletin and the week list to the whole Museum team.
- Organise 3 x All-Team meetings each year, and any other occasional internal events.
- Establish a consistent approach to digital file management to be applied across everyone internally.

**People/HR**
- Provide administrative support with recruitment.
- Support managers by creating a common, consistent, induction programme for all new staff.
- Keep the organisation chart and all staff contact details, up to date.
- Maintain a shared platform for all staff to access documentation including annual review templates, staff handbook, expense claim forms, holiday schedules.
- Co-ordinate training and maintain centralised records of essential staff training.
- Help support the staff survey, first one of which will happen this autumn (2023).
- Manage our membership of the Healthshield scheme.

**Other**
- Promote and support the charitable aims of the Museum.
- Take positive action to promote equal opportunities in all aspects of the Museum.
- Abide by organisational policies such as health and safety, and safeguarding.
- Maintain confidentiality in all aspects.
- Be flexible and undertake any other reasonable responsibilities appropriate to this role.

**Benefits for working at the American Museum include**:

- 20% discount on purchases in our Deli and 10% discount in our shop
- Free parking
- Free entry to the Museum for you and your immediate family, and 6 guest passes
- 25 days annual leave plus bank holidays
- Wellbeing programme (free weekly yoga classes)
- Pension Scheme 8% (4% Museum, 3% personal contribution, & 1% from g