Residents Administrator

3 weeks ago

London, United Kingdom Somerset House Trust Full time
DescriptionWe are looking for people to join our fantastic team at Somerset House Trust. As the home of cultural innovators, the Trust connects creativity and the arts with the broader society.

This is an exciting opportunity for an experienced administrator to support the residents' team at Somerset House as we continue to grow our thriving creative community. This role will predominately provide administrative support, particularly contractual and database management, ensuring all paperwork and tasks are completed on time and efficiently.  Other areas of responsibility include occasional reception cover and operational support, including resident events. We are looking for a self-motived individual who has a passion for the creative industries and thrives working in a fast-paced environment.

Somerset House pursues a ‘Step Inside, Think Outside’ spirit and is born from the creative community we nurture  - the experience and perspectives we host across background, age, race, and stage, and the intersections and crossovers we encourage. 
What we are looking for:ADMIN AND OPERATIONS
  • Preparation of legal documents using Somerset House Trust templates 
  • Management of lease execution process via DocuSign 
  • Database management, updating resident information onto the relevant systems 
  • Supporting with membership administration and resident community communications including posting updates on an online platform
  • Occasional reception cover in the event of staff sickness
  • Assisting with the management of shared inboxes and responding to incoming queries. 
  • Assisting the Residents Team and other departments with resident onboarding and internal moves
  •  Support on internal community programme and events administration and delivery
  • Carry out ad hoc administrative tasks in line with the role, such as use of our CRM (client relationship management) system, Tessitura (training will be provided where needed)
  • Working closely with the Finance Department; raising and managing initial invoices in line with contractual agreements 
  • Departmental diary management to ensure all upcoming lease renewal conversations and moves are scheduled with appropriate lead time and contracts are issued and executed by due dates 
  • Supporting the administration for community events and resident hire's

Role requirements:Experience:
  • Advanced administration experience
  • Track record of updating and managing databases, highlighting efficiencies, and streamlining processes
  • Worked with contracts or leases, with understanding of basic property terminology and legal documents 
  • Client facing role in person or on phone/email, delivering excellent customer service 
Skills:
  • Highly organised and proficient at managing multiple tasks 
  • Strong organisational skills and attention to detail
  • Ability to meet deadlines and take personal ownership to achieve team goals
  • IT literate with ability to learn new systems and software quickly
  • Excellent verbal and written communication skills 

Benefits to working at Somerset HouseMental Health & Wellbeing
  • Access to our external Employee Assistance Programme (CiC) for free 24/7 confidential advice and support, including up to 6 free counselling sessions per year where needed
  • Mental health support and guidance from our in-house trained Mental Health First Aiders 
  • Hybrid working based on the needs of the department
  • Contribution towards eye tests and glasses
  • Trust life insurance scheme 

Holiday
  • Enhanced annual leave – 25 days plus bank holidays (pro rata)
  • Birthday leave - additional day leave on or within a week of your birthday
  • Festive day - additional discretionary day off around the Christmas period

Other Leave
  • Sick leave – 20 days full pay, followed by 20 days half pay (pro rata)
  • Emergency dependent care – option to use 25% of paid sick leave for emergency care of a dependent
  • Enhanced maternity pay

 Pension
  • 8% employer pension contributions
  • No minimum requirement for employee contributions
  • Option for salary exchange
  • Interest-free loans
  • Season ticket loan
  • Cycle to Work scheme

Discounts, offers and free stuff
  • The list is endless and includes tickets to Somerset House events and entrance to other London Heritage sites
  • Discounts in Somerset House cafes and restaurants
  • Discounts with various high street retailers and restaurants
  • Discount to local leisure centres
Somerset House hosts the UK’s largest and most exciting creative community right in the heart of London, and are always looking for new talent to join our team. We welcome 3 million annual visitors to share our unique combination of cultural events, the creative industries and history. This mix informs and powers our programme and organisational culture, making us a singular, compelling and inclusive place to visit and work.

Somerset House is actively anti-racist, you can read about our Anti-Racism Pledge and the action we’re taking here.  We are working hard to ensure our people, our onsite community and our sector reflect, represent and include all of society. 
Our Commitment to Anti-Racism, Diversity and Inclusion:Somerset House is open to all, and we value everyone's unique skills. Somerset House Trust is an equal opportunities employer and is committed to championing equality, diversity, and inclusion in our workplace.  We are committed to equal opportunity and encourage applications from all qualified individuals. We do not discriminate on the basis of age, disability, gender identity, race, religion, sexual orientation, or socioeconomic background. 
Where candidates are equally qualified, we will seek to prioritise diversity to help us increase representation across the creative economy and the Trust.

We anonymise all job applications to help avoid discrimination in the initial screening stage of our recruitment process. This reinforces our commitment to focusing on the skills and qualifications of all applications from the start.

We're committed to creating an inclusive recruitment process. Please let us know if there's anything we can do to help you perform at your best. We're open to adjusting our process to accommodate your needs. 

The Trust reserves the right to close a job before its application deadline.

Please only apply if you have the right to work in the UK; the Trust cannot currently offer sponsorships.

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