Job Description and Person Specification

Executive Administrator

Summary Job Description

Bath Preservation Trust (BPT) campaigns for sustainability and design excellence in the World Heritage City of Bath and operates four museums. We deliver a public programme and learning across all service areas, including regular events for our members.

As Executive Administrator for Bath Preservation Trust you will be working closely with the Chief Executive and Trustees to support and enable the smooth operation and administration of the BPT charity group.

Our Board of Trustees, Leadership and all staff are committed to the principles of Equity, Equality, Diversity and Inclusion (EDI) and this commitment runs through all of our work and services. The Executive Administrator will be required to demonstrate and uphold these principles and commitment.

Responsible to: The Chief Executive. The postholder will also be working closely with staff throughout BPT.

Job purpose:

• To provide administrative support to the Chief Executive to ensure and enable the effective and timely operation and governance of BPT.

• To provide a confidential and accurate secretariat function for trustee and strategic meetings.

To act as administrator of the main BPT Membership Scheme, responding to enquiries, managing renewals, keeping records up to date, and coordinating the preparation and administration of the AGM.

Terms & Conditions

Salary: £30,000 per annum full time.

Working hours: full-time at five days per week (35 hours)

Location: your primary office base will be No. 1 Royal Crescent, Bath BA1 2LR and you will be required to work in any of BPT’s locations.

Contract: permanent after successful completion of 6-month probation period

Other benefits include:

• Positive, collaborative, inclusive working culture

• Flexible working hours

• Flexible working arrangements (subject to agreement and the requirements of the job)

• 34 days annual leave (including public holidays) pro rata for part time staff

Employee Assistance Programme

Higher than statutory minimum company sick leave

Cycle to Work scheme

• 0% loans for public transport season tickets

Death in Service benefit

Job Description

Executive

Provide appropriate professional communications with internal staff, volunteers and trustees and external stakeholders as required on behalf of the Chief Executive.

Manage requests for the Chief Executive’s attendance at events and meetings

• Manage the diary of the Chief Executive, organising meetings and proactively managing travel and accommodation needs and providing the support materials to maximise their effectiveness

Actively manage the email inbox of the Chief Executive to ensure time is organised as efficiently as possible, actions are logged and tasks followed up where needed.

Support the organisation of trustee meetings and all logistics, including compiling papers as required (Board, trustee committee and AGM amongst others), taking minutes and maintaining appropriate records.

• Support trustee recruitment processes as required and the trustee induction programme.

• Take responsibility for ensuring Companies House and Charity Commission records are kept up to date including filing Confirmation Statements.

Membership

Maintain the Membership database and other records so that all data is up to date, accurate and in compliance with General Data Protection Regulations (training provided).

• Assist with the administration of members’ events and the AGM including invites, liaison with speakers/guides, booking venues and handling ticket sales as applicable.

• Act as the main contact for BPT members, responding to telephone and email enquiries.

• Work with the Finance Team on annual renewals of membership subscriptions and Gift Aid reclaims.

Send regular print and digital member communications to members, including the Annual Review and newsletters in conjunction with the Marketing Manager.

Assist at occasional member / BPT events as required (as much notice as possible will be given if these events fall outside of typical work hours, and time worked outside of standard hours can be taken as lieu in arrangement with line manager)

General

• Monitoring of BPT communications including answering the telephone, opening and cascading post, responding to BPT emails.

Organising occasional equipment repair as the need arises via professional support services, such as photocopiers, phones and IT equipment.

• General administrative support for BPT offices and museums across all sites including functions such as printing, monitoring supplies and ordering stock.

• All staff are expected to be responsible for onsite security, including opening, locking up and setting alarms as required.

Uphold the working values and expectations of BPT in relation to Equalities, Diversity and Inclusion (EDI), policy, guidance, Health and Safety and Safeguarding and fulfil this expectation in relation to all staff, trainees, visitors and other people engaged with activities.

• Carry out other duties relevant to your post as reasonably required by your line manager. From time to time, this may include events that take place on weekends and evenings.

Person Specification

E = essential, D = desirable

Education and experience

E Demonstrable acquired experience gained in a similar role, for at least two years, or evidence of transferable skills, OR: Degree / appropriate qualification in business administration or a related discipline.

E Proven experience in providing high-level administrative support, ideally for a leadership or governance function.

E Experience of maintaining general office administrative systems.

E Experience and knowledge of a broad variety of software packages / online tools, including MS Office.

D Ability to use data and insights to champion and promote new ideas and evaluate their effectiveness.

Knowledge and skills

E High level verbal and written communication skills, demonstrating tact, diplomacy and clarity.

E Excellent IT skills, including MS Office packages (especially Outlook, Word, Excel, PowerPoint) and SharePoint.

E Good presentation skills, and confidence delivering briefings and supporting other staff.

E Able to develop effective and positive working relationships, and negotiate with people at all levels from a range of organisations and backgrounds.

E Some understanding of basic budgets and financial management.

E Ability to manage sensitive or confidential information appropriately.

D An understanding of some of the areas of focus of BPT would be an advantage, e.g. climate change, sustainability, design excellence, museums, historic built environment, World Heritage of Bath.

Attributes

E Trustworthy and comfortable with keeping information confidential

E Technically accurate

E Resilient, independent and positive with the ability to work independently, autonomously and effectively under pressure

E Excellent written skills in a variety of styles, especially minutes and technical notes

E Positive, engaged, collaborative and self-motivated

E Time management and managing multiple deadlines

E Willingness to work occasional evenings and weekends as required, for which time off in lieu will be given

E Commitment to equity, equalities, diversity and inclusion

About the Bath Preservation Trust

Our Mission Bath Preservation Trust campaigns for and promotes the conservation, sustainable enhancement and celebration of the unique historic built environment and amenity, green setting and global contributions of the City of Bath as a World Heritage Site. We use our collections and our museums to shine a mirror on our history so we can illuminate our future. At our heart are the principles of equity, informed advocacy, social responsibility and growth through learning and creativity.

Our Vision

We will use our advocacy and campaigning skills to include residents throughout the Bath area in creating a shared sense of place, as an enabler of contemporary change and carrying our unparalleled heritage into the future, creatively, sensitively and collaboratively. Our museums will offer a major contribution to the richness of Bath’s cultural life, sharing stories and challenging perceptions to inform the present and inspire the future.

Our Values Authentic: accurate, honest, reliable, trusted

Engaged: collaborator, energiser, contributor, leader

Inclusive: accessible, for everyone, democratic, diverse

Informed: equitable, evidence-based, listening, learning

Responsible: socially, environmentally, ethically, financially

Strategic Objectives

Objective 1 To be the champion and guardian of Bath’s built and green environment, working with others to develop Bath as an exemplar of sustainable development and excellent design, inspiring accountability to protect Bath’s status as a doubleinscribed UNESCO World Heritage Site.

Objective 2 To use our buildings and collections to further understanding through learning and engagement, of Bath’s scientific, social and cultural heritage, and its impact on the present and potential for the future.

Objective 3 To be, and to be seen as, an open, inclusive organisation that develops its professional staff with the support of a well-run and diverse volunteer board.

Objective 4 To be an organisation for all of Bath, which works positively and collaboratively with communities and stakeholders to enable social change through belonging, agency and inclusion.