Communications Administrator

5 days ago


Worcester, United Kingdom Worcester City Council Full time

**Applications via our website only please**

**ROLE PROFILE Appendix B**

**Job Family: Museums Worcestershire**

**Communications Administrator**
- _The ‘role profile’ is the contractual element that your post has been assigned to and generically _

**_sets out in broad terms the responsibilities the post holder is expected to have _**:

- _

**Service Area: Joint Museums Service**

**Grade: BS1 18.5 hours per week**

**Responsible to: Museums Audiences Manager**

**Responsible for: N/A**

**Generic Responsibilities**

1. Operate routine administration systems and procedures that support the operation of a service area.

2. Organise meetings and take minutes or notes. Where necessary, co-ordinate events in liaison with other offices, outside bodies and customers.

3. Receive, sort and distribute incoming and outgoing mail. Communicate, influence and advise senior managers and elected members

4. Deal with requests from members of the public, external organisations and other services, ensuring that routine customer enquiries are dealt with efficiently and more specialist support is sought from colleagues where appropriate.

5. Send out routine communications, issue reminders and chase responses.

6. Undertake financial processes including checking stock levels and raising orders/requisitions in accordance with approved procedures.

7. To check and look after office equipment bringing any issues to the attention of the relevant officer

8. Collate, record, store and retrieve data and information as required in relation to the council’s performance management systems which may be confidential and sensitive

9. Undertake a range of routine tasks specific to the service area, prioritising them as directed and working within agreed procedures.

**Professional/Technical Roles
- TASK SPECIFICS**
- _The ‘task specifics’ is the non-contractual element that your post has been assigned to and is a _

**_more detailed description of day-to-day activity which will be reviewed in line with PDR _**
- _objectives and can change when priorities change. _

**JE Reference**

**Purpose**

1. To co-ordinate communication with museum supporters, funders and visitors

2. To provide administrative support to the Art Gallery and Museum and Joint

Museum Service

**Service to Customers**

1. Effectively administer Museum Membership Scheme including: a. Organising mailings and communication with Members b. Create and distribute new Member packs for the Art Gallery & Museum c. Administer all Membership renewals for the Art Gallery and The

Commandery d. Collate information on Membership numbers and retention e. Support Audiences Team with updating of Membership print materials f. Support Audiences Team with organisation of Member events

2. Support Worcestershire Heritage, Art and Museums Charity by undertaking administrative tasks including liaising with Charity Trustees and supporting with fund-raising campaigns

3. Customer advocacy and customer relationship administration: a. Monitor, co-ordinate and collate customer comments cards and online advocacy including escalation of complaints b. Update information on internal and external IT systems including customer relationship management system c. Organise annual brochure mailout d. Organise exhibition Private View mailouts and collate invitation and attendance lists e. Ensure visitors have access to information about what’s on at all Museums

Worcestershire sites f. Handle all incoming promotional materials from other organisations, display as appropriate and remove any out of date g. Supply event and exhibition listings information for partners websites h. Provide administrative support for ticketing system i. Compile monthly visitor numbers for site managers and performance indicator returns j. Support audience research and evaluation processes

4. General administrative tasks: a. Undertake the distribution of incoming mail b. Assist in handling of queries received via post, escalating as appropriate c. Organisation and postage of outgoing correspondence d. Maintain and supervise stationery supplies

e. Support museum retail team with annual stock-take f. Be a digital champion for the Museum Service g. Work as part of the Museums Worcestershire administrative team and support colleagues as needed h. Be a keyholder, including setting and unsetting of alarms i. Be a fire warden j. Any other duties relevant to the administrative support of the Museum

Service

**Colleagues, Self and Partners**

Museum colleagues

Worcestershire Heritage, Art and Museums Charity Trustees

Museum Members

**Managing Resources (people, equipment, buildings)**
- Accountability_

Customer comments and complaints through internal systems

Internal and external IT and marketing systems, ensuring GDPR compliance

Keyholding, including setting and un-setting of alarms (one in four Saturdays):
1. To be responsible for the security of the premises, opening and closing of the building and the settin



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